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Tuesday 28 June 2011

Manager's Tool Kit in Today's Corporate Environment


A manager is a crucial member of an organization who works by the coordinating with his subordinates to realize the goals of the organization & aligned the individual task with mission of organization .The new changing role of Manager is to  come true the dream of organization by utilizing the potential of human capital & develop the synchronization among the subordinates & organizational goals . These days manger role is not limited to the conventional activities which was supposed to perform by manager  previously rather he has to act as Leader .

Sets Objective  :
Manager  is responsible to make the  essential use of human capital in a effective way by strategic objectives setting .Manager delegates the task among the team according to the potential of employees . Then  guide and supervise them to acheive their objects in set time lines.
Organizes  :
Manager not only organizes the decision making & problem solving for the success of his team against the giving objects , but also play the vital role for the success of organization in the larger interest .Manager Organizes the performance objectives for individuals as well.
Built Relationships :
Manager fabricates the  relationship among the employees themselves & with the customers and non customers .The team attitude reflects the manager’s attitude . Manager brings the harmony among the team members & resolve their conflicts by  thorough wisdom .
Communicate & Motivate :
A manager motivate & inspire his Team through open Communication , his professional information  and knowledge .  
Measures :
Manager measures the performance of team members against assigned objectives and never blame any team member s for team failure. Manager take the appropriate Corrective & preventive actions to make the things happen and  get the desire results.
Develop People :
Bring the optimism and create competitiveness among the team to figure out the best performance ,  fine tune communication skills and make the team multi tasking. Manger give vision to team mates for the extreme success.
Strategically Sound :
Manager  should be strategically sound to anticipate the things before happen & s/he should prepare him/herself & team to face new situation and challenges. Manger confronts the brutal fact along with all possibilities .

“Behave like a manger means having command on whole management skills and applying them as they appropriate”  Herbert Simon -

By : Syed Shahzad Ali
HR Expert in Pakistan

Monday 27 June 2011

SIx Sigma in HR

Six Sigma originated as a set of practices designed to improve manufacturing processes and eliminate defects, but its application was subsequently extended to HR and other types of business processes as well. In Six Sigma, a defect is defined as any process output that does not meet customer specifications, or that could lead to creating an output that does not meet customer specifications and in HR defects defined as follows;

• Extended time taken to fill the position and adverse recruitment.
• Performance less Appraisals and bonus distribution.
• Unsubstantiated TNAs for Organization by HR
• Policies not aligned with Organizational Environment , Mission & Business Practices etc.

The idea of Six Sigma was actually “born” a Motorola in the 1970s, when senior executive Art Sundry was criticizing Motorola’s bad quality. Through this criticism, the company discovered the connection between increasing quality and decreasing costs in the production process. Before, everybody thought that quality would cost extra money. In fact, it was reducing costs, as costs for repair or control sank. Then, Bill Smith first formulated the particulars of the methodology at Motorola in 1986;

The DMAIC project methodology has five phases:
Define the problem, the voice of the customer, and the project goals, specifically.
Measure key aspects of the current process and collect relevant data.
Analyze the data to investigate and verify cause-and-effect relationships. Determine what the relationships are, and attempt to ensure that all factors have been considered. Seek out root cause of the defect under investigation.
Improve or optimize the current process based upon data analysis using techniques such as design of experiments mistake proofing, and standard work to create a new, future state process. Set up pilot runs to establish process capability
Control the future state process to ensure that any deviations from target are corrected before they result in defects. Implement control systems such as statistical process control, production boards, and visual workplaces, and continuously monitor the process.

By adopting DMAIC approach in HR for implementing Six Sigma;
 • HR has to devise such policies & follows the such practices that enhance the employees performance quality and creativity without incurring the extra dollar.
• Employ such work force that they take the responsibility rather than doing a Job. Once you have best people under your belt then HR does not need to motivate people because best people are self motivated and they perform responsibilities than Job.
• HR must create a cost centers for every activity so that ROI should be calculated along with performance assessment.
• Once you a have concrete results with cost centers then we have an every opportunity to optimize our current practices as per six sigma standards.
• Construct an HR metrics against every HR activity to control & make it accountable.
• Implement the MBOs ( Management By Objectives) instead of conventional PMS System and evaluate the assigned objectives on monthly basis .
• Performance base reward system evolution .
• Correlated the MBOs performance based promotions to succession planning .

by : Syed Shahzad Ali
HR Expert in Pakistan

Monday 20 June 2011

Tips for Resume Writing - Create an Awesome First Impression




" First Impression is the last Impression " a very well known phrase , but  usually we get it wrong when we go for interview because we have already made our first impression over the recruiter when they received our resume , This is a resume which  craft our first impression then lands job interview call but unfortunately  we don’t give much significance to our resume as we should given it and we merely treat it as piece of paper  and we thought once we will get an interview call then we will make awesome First Impression , usually we wait for this opportunity to make the  first impression but in reality it’s been already developed. Being a recruiter we have only 40 - 60 seconds for resume short listing , yes 40 - 60 seconds only , so you make have only 40 - 60 seconds to land your job interview which will bring a job offer for you. 

What is Resume ?

  • The answer to :
  • “What can I do for you Mr. Employer?”
  • “This is how I am going to make your money!”
  • Highlights the relevant facts about you, your education, and your experience.
  • Makes the first impression about you.
  • Positions you in the mind of the employer, thus creating a value.
  • The interview gets you the job, the resume gets you the interview!
 Page Set up Of Resume  ; 

# Use 8-1/2 x 11inch ( A4 size) white or off-white paper.
# No Need to show your picture until & unless not required by Employer.
# Print on one side of the paper.
# A resume of a Fresh Candidate should NOT BE more than one page & Experienced resume should be on 3  Pages , if experience is  less than ten years.
# Use a font size of 10 to 14 points.
# Use non-decorative typefaces and choose only one font.
# Avoid italics, script, and underlined words .( only main headings must be underline)
# Do not fold or staple your resume
# If you are going to mail your resume through courier, choose a large envelope.

What should be in Your Resume?
Put in everything that would point out why you would be good at the job.

 1) Contact Information
 Your Email should be your name preferably  , 95 % resume rejected due to unprofessional Email addresses.

2) Objective
  • Your objective is a statement of what kind of job you are seeking.
  • Keep it short & Clear.
  • Aligned with the job applied.

  • Example:
      • “ To obtain a position as an Administrative Assistant in a hospital setting.”
      •  
  • Example:( Not Recomended)
  • “Contribute, explore, innovate, improve, profit and benefit in the management with an employer that can afford the luxury of having some one like me thinking out of the box.”
  3) Career Summary 
  • It is a concise section about what you have to offer to a prospective employer in terms of , Education ,Experience, Skills, Results, Interests or you job Objective.
  • Example for Professional :
  • “About X years’ hands on Human Resources working experience with multinationals & local organizations. XYZ University’s Post graduate with MPA specialized in Human Resources. Proficient in HRIS (Oracle's Application software version 10.7), ERP (Oracle 8.1.7.4 based), MS Office, Windows XP and the Internet.”
  • Example for Fresh Candidates:
  • XYZ University’s Business Graduate with 3.5 GPA. Have done six months Internships in Local & Multinationals like XYZ , Proficient in MS Office, Windows XP and the Internet.”
  4) Professional Experience

  •  It Include your work experience in reverse chronological order that is, put your last job first and work backward to your first, relevant job. Include:

  • Title of position ( can be mold)
  • Name of organization
  • Location of work (town, state if applying for out of station & abroad)
  • Dates of employment
  • Describe your work responsibilities with emphasis on specific skills , details and achievements.  Check the Job Description web page for ideas.
Exclude
      • Company Comprehensive History.
      • Company Logos .
      • Street address, supervisor names, telephone number or reason for leaving. 
      •  
5) Achievements
  •  During Employment mile stones
  • Extra Mile; you have covered for employer
  • Anything which feel you Proud.
 6) Education
  • List most recent education first.
  • Mention Date of Completion and University/College name.
  • Percentage only if I class.
  • Academic honors.
  • Don’t include high school (unless this is your highest level of education).

  • Relevant Coursework (Optional)
    • This is for new graduates or current students.
    • This lets the employer know which courses you have already completed.
    • Do not list every course, only relevant courses to specific skills.
7) Trainnigs & Personal Information

Avoid 
  • Height, weight, place of birth, marital status, race, caste, religion and health.
  • Fancy Fonts, Clip art or non-traditional paper.
  • Don’t go for bordered paper.
  • Don’t fold resume, don’t stuff into envelope, don’t crumple.
  • Avoid Details of Travels.
  • Any statement that begins with &;I ; or ;My;
  • Reasons for leaving previous job(s).
  • Picture of yourself.
  • Salary Information.
  • References.
  • Religion, Sect affiliations, political affiliations.
  • Don’t Under line every Heading.
  • Grammatical Errors & spelling Mistakes
 Making the First impression
  •  The way you dress is the single biggest nonverbal communication you make about yourself.
  • Your dress conveys success, trustworthiness, intelligence and suitability.
  • Lean towards the conservative side of style.
  • Avoid loud colors and printed fabrics
  • Make sure your clothes are nicely pressed.
  • Bring an extra tie, shirt or coat just in case.
  • Make good relation at Reception & office boys.
 By: Syed Shahzad Ali
HR Expert in Pakistan

  •  

Innovative HR Practices - Vacation Donation

The Basic idea behind that every employee will forego/ donate his/ her one leave atleast from their availiable leave account. The purpose of vacation donation is to provide financial assistance during approved unpaid leaves related to life-threatening illness or injury of self or immediate family members, for childbirth, adoption and foster care placement or death of an immediate family member. This policy visibly demonstrates the one Organizations commitment to work/life integration.The Basic idea behind that every employee will forego/ donate his/ her one leave atleast from their availiable leave account.

Eligibility & SOP ( Proposed may be Alter as per Need of Organizaton )
A. The recipient may request to receive donated vacation to provide care for their own or an immediate family member’s life threatening or terminal illness or injury. The use of donated vacation may also be requested for the birth, adoption or foster placement of a child or for the death of an immediate family member.
B. The recipient must have a regular appointment that is eligible to accrue sick time and must have exhausted all paid leave balances before using donated vacation.
B. Sick and compensatory time may not be donated.
C. Donated vacation can only be applied for after unpaid leave is approved.
D. The recipient may use up to 4 weeks of donated vacation time (up to160 hours, prorated based on FTE).

E. Donated vacation may not be used to exceed the recipient’s normally scheduled work hours per pay period and must be donated in 8-hour increments.
F. Leave taken using donated vacation may not be counted in the calculation of unpaid leave balances.
G. Donated vacation may run concurrently with Family Medical Leave.
H Donated vacation hours are converted into an equivalent number of sick time hours.
I. Unused donated vacation hours are forfeited and will not be returned to the donor.

Thursday 16 June 2011

Establishing an Open Communication

A very few organizations follow the Best HR practices of " Open Communication" within the organization. It is an extremely strapping tool for management and HR  to get the genuine information without any stumbling block .This means, everybody will know that if any wrong doing will be occurred with anyone then one can blow the whistle. It creates a strong check & balance on information's authenticity as well i.e. in conventional corporate culture ,  some person is liable from the different departments to provide the real inside story to the management or HR , usually they manipulate the information for their own interest or to promote somebody else's interest, this thing would have been eliminate by opting Open Communication policies. Following are the ways through which one organization can built a strong open communication channels;

1 ) Suggestion Boxes :
Plant a transparent Suggestion boxes specially at reception area/ front desk for customers , near washrooms & lock Rooms, make a mechanism to check the suggestion box once in a week and make sure to employees that anything , anything you have in your mind , just share. It is not necessary that suggestor should identify him/herself , one can keep his/her identity confidential.

2 ) Grievance Policy :
Complaint in written form became a grievance , established a grievance framework within your organization , Encourage employees that they should resolve their differences and complaints at their departmental level , involve their supervisor to get resolve the things but if it doesn’t work then they have a right to raise a Grievance against any wrong doing.

3 ) Open Door Policy :
Every manager's door is open to every employee even CEOs room is open. If your suggestion didn’t notice , if your grievance didn’t get the justice, then you can raised your grievance in Open door policy with CEO . It diminished the bureaucratic environment for the organization  and increase the flow of real information on the ground .

4 ) Tell The CEO Program:
Start the Tell The CEO Program on monthly basis for unique ideas to flourish business , the ideas which didn’t get wed by your supervisor due to any reason , You can share those ideas with CEO, get reward high to all unique and short listed ideas on monthly basis in a shape of ceremony headed by CEO him/her self.

5 ) Exit Interviews :
Ensure that every separated employee must be gone through in exit interview, It is the information which you can get only separated employee not from your current employee.

6 ) Set up an Open Communication Committee:
To avoid biasness from the environment set up a Open Communication Committee comprises on junior & senior employee from different departments , elected for a Quarter by Sr. Management throughout organization.

7 ) 24/7 Dedicated Phone Service for resolve your Complaints And record your suggestions:
If any area of your work is causing you concern, you have the responsibility to address your concern with a manager. Whether you have a problem, a complaint, a suggestion, or an observation, phone service is there to  hear from you. By listening to you, the company is able to improve, to address complaints, and to foster employee understanding of the rationale for practices, processes, and decisions

The purpose of our open Communication Ways is to encourage open communication, feedback, and discussion about any matter of importance to an employee, means that employees are free to talk with any manager at any time. Following are the Outcomes which can be derived from open communication.
·         Increase the motivation and trust .
·         reduce the Grievances
·         Strong check & balance on everybody.
·         Reduce the Favoritism form the organization.
·         Everybody knows his right to confront on wrong doing.

By : Syed Shahzad Ali
HR Expert in Pakistan

Tips for Exit Interviews


Tips for Exit interviews

In todays fast moving information era , we cant ignore any information specially from leaving employee and we should treat the all info as Area of improvement rather as critiques. Following are teh steps to make your Exit Interview fruitful as much as you can ;

1 ) Treat the leaving associate as a King.
2 ) Assigned him the Role of his Manager.
3 ) Should show symphaty & build emphaty with leaving employee to fetch the real information .
4 ) Give him to chance to speak as much as possible.
5 ) Listen him not hear .
6 ) Should greet him very warmly & solve his all Full & Final Settlement issues .
7 ) Take on Last working Day .
8 ) Exit interview should be taken in private place.
9 )Ask your CEO/ Director / MD must meet with leaving employee whether for one minute.
10) Driver action item on exit interviews so that every one give value to Exit interview .
11) Share the Exit interview with all satke holders with thier comment on Exit intervierw.
12 ) Last but not least ensure him that his / her comments will drive the solid  actions in concern fields/ depts/ Managers .