Personnel Management

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Personnel Management

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Title: Personnel Management

1
Personnel Management

I. Human Resource Management
Hiroshi Imai
JICA Expert

2
Human Resource Management
?Contents of the Course ? 1.Importance of
Effective Human Resource Management in Business
2. Guideline of Effective Human Resource
Management 3. Importance of Job Description 4.
Performance Planning Measurement 5.
Determination and Management of Salary
3
1. Importance of Effective Human Resource
Management in Business

What is Human Resource?
1. Resource for achieving corporate goals and
strategies
Managerial resources human resources, money,
materials, facilities, technology,
information..
What is difference between Human Resource
and other resources?

4
1. Importance of Effective Human Resource
Management in Business

What is Human Resource?
2. Significance of Human Resource
Differences from other resources
- Resources are controlled by human resources
- Long-term approach such as human resource
development and training should be conducted
for achieving future corporate goals and
strategies

5
1. Importance of Effective Human Resource
Management in Business

What is Human Resource?
3. Difficulty in Human Resource Management
Differences from other resources
- Human resources have intellect and emotion
- Human resources can be developed through
development and training

6
1. Importance of Effective Human Resource
Management in Business

What is Human Resource?
4. Range of Human Resource Management
Human Resource Management handles
i) Employment, ii) Relations among Departments,
iii) Promotion and Career Path, iv) Salary,
v) Job Evaluation and Standards,
vi) Performance Measurement, vii) Training,
viii) Selection of Human Resources, ix)
Dismissal,
and, x) Job Description

7
1. Importance of Effective Human Resource
Management in Business

Range of HRM

8
2. Guideline of Effective Human Resource
Management

(1) Penetration of Corporate Policies, Strategies
and Objectives into managers and Employees
(2) Observation of Laws and Regulations, Respects
on Labor Practice
(3) Projection for Corporate Organization
(Projection in Employee Allocation)

9
(1) Penetration of Corporate Policies, Strategies
and Objectives into Managers and Employees

Importance of Corporate Policies, Strategies and
Objectives
-Whether or not having policies and strategies?
-Who makes policies and strategies?
-Do all the managers and employees know policies
and strategies?

10
(1) Penetration of Corporate Policies, Strategies
and Objectives into managers and Employees

Relations among Corporate, Human Resource
Management
and Human Resource Development

11
(2) Observation of Laws and Regulations, Respects
on Labor Practices

- Labor Laws and Regulations
Observation is compulsory
- Labor Practices
Observation is not compulsory, but
practices are usually prevailing and easier to
understand by employees

12
(3) Projection for Corporate Organization
(Projection in Employee Allocation)

For the realization of corporate goals
Long and mid-term business planning is necessary.
-Corporate philosophies ? strategies ? planning
-Long-term planning ? Mid-term planning
-Projection for Long and mid-term organization,
including projection in employment allocation
Number in total, in each department section,
necessary ability for each job, etc.

13
3. Importance of Job Description

Job Description is located on the center of HRM
and a key to the successful system

14
Roles of Job Description (1)

(1) Employment of Human Resources
By what kind of ways does a company employ
excellent human resources?
-Contents and qualification of the job should be
clarified and understood easily.
-Job Description includes contents and
qualification of each job.

15
Roles of Job Description (2)

(2) Mutual Relations among Departments
What are relations among departments in a
company?
-Analysis of jobs is conducted by Job
Description.
Job analysis includes each departments goals
and functions.
-Relationship among departments can be
understood by using Job Description.

16
Roles of Job Description (3)

(3) Promotion and Career Path
How does management explain promotion and
career path to employees?
(opportunity of promotion)
-Promotion and career path are explained through
Job Description.
-Necessary ability and qualification to fulfill
each
job are clarified in Job Description.

17
Roles of Job Description (4)

(4) Determination of Salary Level
How is salary level determined?
What is the basis for salary?
-Salary level is determined by contents and
difficulty
of each job described in Job Description.
-Difficulty of each job is determined by job
evaluation and job standards for typical jobs are
established.

18
Roles of Job Description (5)

(5) Job Evaluation and Standards
What makes us understand differences among
jobs and more difficult (that is, higher
salaried) job ?
-Difficulty of each job is determined by job
evaluation and job standards for typical jobs are
established.
-Salary level is determined by contents and
difficulty
of each job described in Job Description.

19
Roles of Job Description (6)

(6) Performance Measurement
What is the basis for performance measurement?
-Performance is measured compared with
performance planning in Job Description.

20
Roles of Job Description (7)

(7) Training Needs
How can the management find training needs of
employees?
-Difference between planning and performance
is regarded as training needs of employees.

21
Roles of Job Description (8)

(8) Selection of Human Resources
How should the management find and select
employees?
-Excellent performers can be found by the
difficulty
of jobs they try and the result of performance
measurement

22
Roles of Job Description (9)

(9) Dismissal
How are poor performers treated?
-Job Description shows necessary performance
level
for each job and those who cannot accomplish
their
performance plan regarded as poor performers .

23
4. Performance Planning Measurement (PPM)
?Contents of this Section? (1) Bases for PPM (2)
Importance of PPM (3) Advantage of PPM for
Company (4) Advantage of PPM for Employees (5)
Usage for result of PPM (6) Processes of PPM
(7) Examples of PPM
24
(1) Bases for PPM

Examples of Necessary Prerequisite for PPM
-Why should PPM be introduced?
-What is the purpose for PPM?
-What is the basis for measurement?
-How are the results of PPM reflected?
-How are corporate objectives and employees
personal goals combined?
-What is the benefit of PPM for employees? etc.

25
(2) Roles and Importance of PPM 1

-Employees can measure and improve their
performance.
-PPM can combine corporate objectives and
personal goals
-PPM can clarify expectation (that is, needs of
organization) for each employees performance
-PPM can identify development needs for each
employees

26
(2) Roles and Importance of PPM 2

-PPM shows basic information for career
planning of each employees.
-PPM shows relations between performance and
salary level
-PPM explains objectives and value (roles) of
organizations to employees

27
(3) Advantage of PPM for Company 1

-Each employees can make efforts in
accordance with corporate objectives
-Performance of all the employees can be
measured equally and fairly
-Improvement of performance and development
of ability of employees are possible through
feed-back of performance planning

28
(3) Advantage of PPM for Company 2

-Performance and salary level of employees can
be measured and treated equally and fairly
-Mutual understanding between managers and
employees about each others roles and goals is
expected through the processes of PPM
communication

29
(4) Advantage of PPM for Employees 1

-Expectation (goals) for performance of each
employees is clearly shown
-Standards for measuring performance are set
-Performance is measured more objectively and
fairly
-Ways of improving performance can be shown
and decided through feed-back of measurement

30
(4) Advantage of PPM for Employees 1

-Long-term career plan in accordance with each
employees own plan in addition to training for
improvement and development of their ability
can be scheduled.
-Employees are assured by stable and fair
approach
for measurement of performance and decision of
salary level

31
(5) Usage for Results of PPM

Results of PPM are directly reflected to the
following 5 fields
1) Increase in salary
2) Bonus incentives
3) Rewards, Granting of honors (Cash, Non-Cash)
4) Promotion, Selection, Job-relacation
5) Arrangement of education/training, suggestion
of self-training, development

32
(6) Processes of PPM 1

1) Job Description for each job
2) Responsible results for each job
3) Performance goals for each job, section,
department, etc.
4) Linkage of department goals with corporate
objectives

33
(6) Processes of PPM 2

Performance planning for each job
1) Performance goals are determined by
responsible results for each job
2) Measurement standards for each job are
determined
3) Final decision is made through communication
between managers and employees

34
(6) Processes of PPM 3

Important points for setting up performance
planning
1) Achievability of planning
2) Measurability of planning
3) Challenging for employees or not

35
(6) Processes of PPM 4

Performance measurement
1) Performance goals which are set under
agreement of managers and employees are measured
by managers
2) Feed-back by managers to employees on results
of measurement (performance level) and necessary
education/training for future improvement/developm
ent

36
(7) Examples of PPM Format 1
37
(7) Examples of PPM Format 2
38
5. Determination and Management of Salary
?Contents of this Section? (1) Main Elements for
Determination of Salary (2) Guideline for Salary
Management (3) Processes of Determination and
Management of Salary
39
(1) Main Elements for Determination of Salary

3 Important Components for Salary
1) People related components
-academic backgrounds, age, sex, etc.
2) Job related components
-job content value
3) Performance related components
-performance level

40
(2) Guideline for Salary Management

1) To attract excellent human resources
2) To motivate and enlighten capable employees
3) To retain (keep) excellent employees
4) To sustain internal fairness and external
competitiveness
5) To project control of personnel expenses
6) To observe related laws and regulations
7) To project effectiveness in management

41
(3) Processes of Determination and Management of
Salary

1st Step Job Description
2nd Step Job Evaluation
3rd Step Internal Fairness
4th Step External Competitiveness
5th step Determination of Corporate Policies
6th step Communication to Employees

42
1st Step Job Description 1

Necessary Contents for Job Description
1. Job (Position) SummaryOutline of the job
(necessity, importance, objectives, etc.)
2. Principal Accountability, End Results Expected
from this Job
3. Nature Environment of the Job, Nature
Scope of the Job
4. Organization Dimension

43
Principal Accountability, End Results Expected
from this Job
44
Nature Environment of the Job, Nature Scope
of the Job 1

Narrative explanation of the job
-To which section, department does the job belong
-Vertical relations with other jobs in the same
section, department
-Relations with other sections, departments in
the
company
-External environment and industrial trends

45
Nature Environment of the Job, Nature Scope
of the Job 2

Concrete description of the following
-Main activities of the job
-For which activities more time is shared
-Challenging fields of the job
-Problem areas for the job
-Examples of problem solution cases

46
Organization Dimension

Organization shows position on the
organizational
Chart.
Dimension is like, costs , expenses that can be
shown by value or volume, etc., such as sales
amounts, profits, equipment costs, budgets,
personnel costs.

47
Personnel Management

II. Human Resource Development System
Hiroshi Imai
JICA Expert

48
Human Resource Development System
?Contents of the Course ? 1.Importance of Human
Resource Development System in Business 2.
Theory on Ability Improvement and Human
Resource Development 3. Methods of Human
Resource Development 4. Career Development of
Employees 5. Development of Leaders and
Revitalization of Organizations
49
1. Importance of Human Resource Development
System in Business
(1) Why Is Human Resource Development System
Important in Business (2) Relations between Job
Descriptions, PPM and Human Resource Development
System (3) Abilities of Employees That Companies
Expect (4) Necessity of Systematic Human
Resource Development
50
(1) Why Is Human Resource Development System
Important in Business
51
(2) Relations between Job Descriptions, PPM and
Human Resource Development System
52
(3) Abilities of Employees That Companies Expect

1) Abilities and skills necessary for
professional
and special jobs
-Training courses for accounting, marketing,
personnel management, production management,
etc.
2) Abilities and skills necessary for the
management
-Training courses for the management, new
managers, middle managers, etc.

53
(4) Necessity of Systematic Human Resource
Development

-Development of human resources should be
planned with long-term perspectives for the
purpose of realizing corporate strategies
-For expansion of business, development of
human resources is one of most effective ways
-Results of performance measurement should
be used for grasping training needs of
each employee

54
2. Theory on Ability Improvement and Human
Resource Development 1

(1) F.W.Taylor, Scientific Management
Analysis of skilled workers?Most effective
standard
processes?Standardized task volume a day ?
Management by standardization
(2) Macgregor, Y Theory
Two types of men X and Y X does not like
working,
enforcement/orders necessary Y acts voluntarily
and
look for improvement, system assisting
self-development
useful

55
2. Theory on Ability Improvement and Human
Resource Development 2

(3) Masulou, Five Stages of Human Desire
1) Physiological Desire air, water, food, sleep
2) Desire for Safety safety, stability,
dependence, order
3) Desire for Belonging/Love place in family
and loved
4) Desire for Acceptance self-reliance, respect
from others
5) Desire for Self-Realization to be something
wanted to be

56
3. Methods of Human Resource Development

Classification by methods of training
(1) On the Job Training (OJT)
Training through everyday working
(2) Group Training
Training within companies
Participation in courses organized by
professional organizations
(3) Self-reliant Development

57
(1) On the Job Training (OJT) 1

Strong Points of OJT
1) More time, less costs
2) Practical knowledge, skills
3) Personal training
4) Long-term development planning

58
(1) On the Job Training (OJT) 2

Problem Areas of OJT
1) Sometimes short-sited
2) Limited accumulation of knowledge/skills
3) Only limited number of trainees
4) Quality depending on trainers ability
5) Reliance between trainers and trainees needed

59
(2) Group Training 1

Strong Points of Group Training
1) Training by professional trainers
2) Training more participants at the same time
3) Systematic training contents
4) Choice of necessary training courses
5) Exchange of information by participants

60
(2) Group Training 2

How to collect needs of (potential) participants
1) Questionnaire for participants
Right after the whole training course finished
Asking about good and bad points, future
training needs, etc.
2) Survey on companies needs
Asking participants about present problem areas
Company visits follow-up, interview,
consulting

61
(2) Group Training 3

Processes of
Training Planning

62
(3) Self-reliant Development

-Limitation of training opportunities to
Employees by companies because of costs,
availability of necessary training courses, etc.
-Development of abilities, skills is directly
connecting to better treatment by companies
?
Self-reliant efforts for development become
more and more important.

63
4. Career Development of Employees

Assistance to career development of employees
by companies is important not only for
employees but also for companies themselves.
(Reason)
Development of employees is directly
connecting to their performance, that is,
important components of corporate
performance

64
5. Development of Leaders and Revitalization of
Organizations

This theme will be focused on
At the next session .
.Human Relations Management

65
Personnel Management

III. Human Relations Management
Hiroshi Imai
JICA Expert

66
Human Relations Management
?Contents of the Course ? 1.Leadership 2.
Coaching Management 3. Motivation Management 4.
Team Building
67
1. Leadership
?Contents of the Section ? (1) Roles of
Organizations and Leaders (2) Leadership Theory
(3) Training for Improvement of Leadership (4)
Development of Group Leaders and Group
Activities
68
(1) Roles of Organizations and Leaders 1

What are Organizations?
An organization is formed, when among more than
two people, there are
-Common specified objectives and goals
-Will for contributing to realize objectives and
goals
-Communication necessary for realization of
objectives and goals

69
(1) Roles of Organizations and Leaders 2

Examples of leaders in the business organizations
-the management
-directors
-middle managers
-supervisors
-foremen etc.

70
(1) Roles of Organizations and Leaders 3

Organizations and Connection Pins 1
-An organization consists of small groups
-Each small group has a leader
-Leaders belong to upper and lower groups at the
same time
-Leaders play a role of connection pins which
are regarded as connection channels between upper
and lower groups

71
(1) Roles of Organizations and Leaders 4

Organizations and Connection Pins 2

72
(1) Roles of Organizations and Leaders 5

Roles of Managers 1
1) Deciding objectives and goals of organizations
they are managing according to managers policies
of upper groups
2) Realizing objectives and goals of
organizations they are managing
3) Development of employees who belong to the
organizations

73
(1) Roles of Organizations and Leaders 6

Roles of Managers 2
4) Conveying information on their organizations
to their managers, saying opinions and supporting
them
5) Developing problem solving ability and
becoming leaders of corporate innovations
6) Making good relationship with other
departments and sections, maximizing
effectiveness of cooperation

74
(2) Leadership Theory 1

Leadership
Function or processes by part of a group trying
to achieve goals with influencing others,
promoting group or organizational activities and
keeping unity.

75
(2) Leadership Theory 2

Styles of Leadership
1) Tyrannical Leadership
Limited and specific leader monopolizes
influences
2) Democratic Leadership
Goals and tasks are divided by group discussion
ltefficiency in operation, satisfaction and morale
of member highestgt
3) Leadership without Interference
Lacking influential leader

76
(2) Leadership Theory 3

Relations between Leadership and Performance

77
(2) Leadership Theory 4

Relations between
Leadership and
Maturity of
Employees

78
(3) Training for Improvement of Leadership 1

Training is necessary for strengthen leaders
ability and skills
1) Identifying problem areas improvement
2) Trying for goals
3) Development of employees ability skills
4) Supporting upper managers
5) Improvement of ability for problem solving
innovation of organizations
6) Networking with other sections

79
(4) Development of Group Leaders and Group
Activities 1

Leaders working at production, construction,
distribution, etc.
? Limited time for OFF-JT Training
?OJT Training Small Group Activities are
very important

80
(4) Development of Group Leaders and Group
Activities 2

Advantage of Small Group Activities
1) Easier communication
2) Improvement of team working
3) Creative activities
4) Equal position for participants
5) Aggressive attitude for further development
6) Improvement of communication in an organization

81
2. Coaching Management
(1) Objectives of Coaching (2) What is Coaching?
(3) Coaching Skills (request, creative
listening, ways of listening, creative
questions, acknowledgement, goals) (4)
Introduction of Coaching
82
(1) Objectives of Coaching

Coaching is methods of solving problems by
interactive ways of communication.

83
(2) What is Coaching? 1

Coaches do not teach but ask questions and
walk along.
Tennis Coach Look at a ball more carefully
Tennis Player I am watching
Ski Coach How is a ball rotating?
Tennis Player I have to watch a ball more
carefully

84
(2) What is Coaching? 2

Coaching Flows
ltStep 1gtClarifying present situations
ltStep 2gtShowing desirable situations
ltStep 3gtBackground reasons causing gaps
ltStep 4gtMaking-up action plans
ltStep 5gtFollowing-up Reviews

85
(3) Coaching Skills 1
1) request 2) creative listening 3) ways of
listening 4) creative questions 5)
acknowledgement 6) goals
86
(3) Coaching Skills 2

request
communication for clarifying and putting into
concrete
Request Just argument
Suggestion
Indirect expression
Speaking for other people
Action (sometimes causes confusion)

87
(3) Coaching Skills 3
2) creative listening Listening by good coaches
Environment, reliance Picking up
resources, dreams, goals Effective questions
for desirable answers Checking whether
understanding what partners want to say
88
(3) Coaching Skills 4
3) ways of listening 3 Basic Ways of
Listening Listen to requests Listen to
proposals Listen to questions
89
(3) Coaching Skills 5
4) creative questions Effective Questions with
5W1H -For Finding WHY, WHAT, HOW -For
Action Planning WHEN, WHERE, WHO Purposes for
Questions Change topics, Forecast future, Look
for resources, Clarify problems, Visualize, Set
goals, Develop ideas, etc.
90
(3) Coaching Skills 6
5) acknowledgement People can start acting
after they are acknowledged. 3 Positions for
Communication -Position of YOU -Position of
I -Position of WE
91
(3) Coaching Skills 7
6) goals Communication finishes when people are
acknowledged. Communication without being
finished -Position of YOU -Position of I
-Position of WE
92
(4) Introduction of Coaching 1

2 Ways for Practice of Coaching
1) Introduction as parts of training programs
Training course for managers, salesmen, etc.
2) Introduction as means of organizational
innovation, realization of corporate strategies

93
(4) Introduction of Coaching 2

Purposes for Introduction of Coaching
-Improvement of motivation of employees
-Improvement of team working
-Vitalization of corporate communication
-Realization of organizational goals
-Development of managerial ability of managers
-Improvement of communication skills of salesmen
-Introductory program for freshmen, etc.

94
3. Motivation Management
(1) What is Motivation? - Mechanism of
Appearance and Development (2) What is
Motivation Management? (Examples on the
situations like employment, training,
determination of objectives, evaluation, etc.)
(3) How to Improve Motivation
95
(1) What is Motivation? - Mechanism of Appearance
and Development 1

Motivation?MOVERA (Latin)Move
Motivation
Power of causing positive actions for achieving
short-term goals which are necessary for
fulfilling final (long-term) purposes

96
(1) What is Motivation? - Mechanism of Appearance
and Development 2

Mechanism of Appearance of Motivation
Necessity of Motives and Incentives

Hungry
Food
Eat
97
(1) What is Motivation? - Mechanism of Appearance
and Development 3

3 Elements for Development of Motivation

98
(2) What is Motivation Management? 1

Motivation Management
-Distributing jobs goals ltIncentivesgt
according to each employees desire ltmotivesgt
-Stimulating 3 elements positively thorough
communication with employees

99
(2) What is Motivation Management? 2

Examples on the situations
- Case Studies-
1) employment
2) training
3) determination of goals
4) evaluation, etc.

100
(3) How to Improve Motivation

For Managers
1) To develop employees
2) To be relied by employees
3) To understand characteristics of each employee
and make the best use of him
4) To show visions and share them with employees
5) To clarify roles of employees
6) To improve environment for maximizing ability
of employees

101
(3) How to Improve Motivation

For Managers
1) To develop employees
2) To be relied by employees
3) To understand characteristics of each employee
and make the best use of him
4) To show visions and share them with employees
5) To clarify roles of employees
6) To improve environment for maximizing ability
of employees

102
4. Team Building
(1) Necessity of Team Building in Business (2)
Development Stages of Team (3) Integration of
Leadership, Coaching Management and
Motivation Management
103
(1) Necessity of Team Building in Business 1

3 Conditions for Team Building
1) Common goals
2) Intention to contribute
3) Communication

104
(1) Necessity of Team Building in Business 2

-Development of Team Power is very important
Power of Team gt Total power of individuals
Power of Team lt Total power of individuals
-Important factors for maximizing team power
Put team psychology to the same direction
Make use of key persons in organizations

105
(2) Integration of Leadership, Coaching
Management and Motivation Management

There are so many theories, methods in human
relations management
Making use of good part of various methods
Common parts must be very important

Integration of Leadership, Coaching Management
and Motivation Management
106
Personnel Management

IV. Safety and Health Management
Hiroshi Imai
JICA Expert

107
Safety and Health Management
?Contents of the Course ? 1.Objectives and
Signification 2. Steps of Introducing System 3.
Ways of Introducing Safety and Health
Management 4. Formation of Stable Safety and
Health Management
108
1. Objectives and Signification of Safety and
Health Management