DEFINITION OF HUMAN RESOURCES MANAGEMENT

HUMAN RESOURCES MANAGEMENT

This is the management of an organization's employees, or human resources. This task is out sourced or performed by line managers or other managerial department. Human resources management is the most vital assets of any organization. It is for this reason that every personnel must be educated, trained and adaptable to the changing trends globally to keep pace with new thinking

Human resources management is a well thought out policy aimed at maximizing the potential inherent in the personnel for the optimum achievement of organization objectives.

ROLES OR FUNCTIONS OF HUMAN RESOURCES MANAGEMENT

1. Workforce planning
2. Recruitment
3. Induction, orientation-skills management
4. Training and development
5. personnel administration
6. Remuneration management
7. Labour relation

as seen above one of the major function of human resources management is STAFFING

STAFFING

Staffing is one of the functions of management that involve filling of vacant positions in the organization and this entails definition of work-force requirement, selection, recruiting and appraising candidates for positions, compensating, training and development to acquire the needed skills and experience to perform  a job efficiently.

STAFFING PROCESS INVOLVE THE FOLLOWING

• conducting job analysis
• Planning labour needs and recruiting job candidates
• selecting job candidates/placement
• Selecting orienting and training new employees
• Managing wages and salaries
• Providing incentives and benefits
• Appraising performance
• Training and performance
• Training and development
• Building employee commitment
• another major function of human resource management is recruiting

RECRUITMENT

This is an open invitation to anybody that consider himself/herself competent and possessing the require skills of handling the stated job. Therefore recruitment is the process of searching for hand pooling together all the prospective employees for a job in an organization.

SOURCES OF RECRUITMENT

1. Internal
2. External

INTERNAL SOURCE OF RECRUITMENT: This is the process of filling job vacancy within the organization

ADVANTAGES
1. It increases the general moral level of the employees
2. It provide more information about candidate
3. It make hiring and firing easy for control co-ordination
4. It provide most qualify candidate

DISADVANTAGES
1. It is restrictive in nature
2. It is reliable to subjectivity and manipulation
3. It hardly produce high quality candidate
.
EXTERNAL SOURCE OF RECRUITMENT: This is the process of filing a vacancy from outside of the organization. This includes
1. Advertisement
2. Employment agencies
3. Schools
4. Recommendation
5. Verbal communication

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WHAT IS TRAINING AND DEVELOPMENT

WHAT IS TRAINING AND DEVELOPMENT

Training is the development of individual skills for ultimate success charges in the environment imply that knowledge has to be expanded to cope with changes. Development on the other hand is on the job training. Improvement of skills is necessary for the growth and development of the organization.

EDUCATION AND DEVELOPMENT
This offers a comprehensive exposure to general knowledge. Education informs us of the events in the world in which we live. It broadens our mind and improves our attitudes and perception. Development is a collection of theoretical and practical experiences aimed at improving job functions.

DIFFERENCES BETWEEN THREE CONCEPTS
Education leads on to form a total being. It takes place before entry into organization.
Training on the other hand is on the job to improve skills for better performance.
Development prepare individual for career growth.
.
OBJECTIVE OF TRAINING
The following are some of the objectives of training.
1. Organization level: It aimed at meeting organization / corporate goals
2. Individual level: Every organization recruits the best who are themselves trainer in their right. Given the leadership quality they are able to delegate to subordinate.
3. Employee level: Training improves the drive, initiative and quality of work of the employees. It improves workers productivity.

PROBLEMS OF TRAINING AND DEVELOPMENT
1. Training needs, objective and content must be identified
2. Lack of requisite professional hands to train workers
3. Cost of training new employees

METHODS OF TRAINING AND DEVELOPMENT
1. On the job training/ coaching
2. Introduction/ Orientation
3. Apprenticeship
4. Demonstration
5. Formal training.

METHODS OF DEVELOPMENT
1. Under-study superior officer to create a structure of succession planning in place
2. Job rotation
3. Self development / Self assessment

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what is management

what is management
This is the multi-purpose organ of an organization that direct or coordinate all other resources of the organization through the process of planning, controlling, directing, and organizing in order to achieved the primary objective of the organization. For this reason it can be said that management is the process of getting things done through others.

WHAT IS THE CONCEPT OF MANAGEMENT
This is the cornerstone or foundation for the development of principles and theories of management.

WHY MANAGEMENT IS REGARDED AS UNIVERSALITY ROLE
It is regarded as universality role because all over the globe management function is almost the same and all the manager perform almost the same role whether profit making organization or not profit making organization.

THE 4Ms OF MANAGEMENT
The 4ms of management are:
1. Man
2. Money
3. Machine
4. Materials
Out of this 4ms of production man is the most difficult variables to control. Hence most principles of management use today were developed in order to manage man.

WHO IS A MANAGER
A manager is the person that carry on the activities of management. He/She sees to the affairs of the organization and direct or co-ordinate all others resources of the organization. An office manager should possess a deep knowledge of various motivation concept which includes good use of communication, appropriate leadership styles and provision of suitable working environment. He/She is expected to possess both technical and human skills.

ROLE OR FUNCTION OF MANAGER
1. He make decision for the organization
2. He plan and formulate policy to meet the organization goal
3. He organize and sees that proper or competent people are staff
4. He control and check the activities in the organization if meet target
5. He ensure good communication among subordinate in the organization.

GOALS OF AN ORGANIZATION
1. Profit maximization so as to deliver dividend to shareholders
2. They want to survived in the market so they deploy strategy to achieve this goal.
3. Grow potentially in the operating environment may also be a factor to be considered
4. To gain larger market or dominate the market
5. To sees to the welfare of their staff
6. Find a way to contribute to the social well being of the environment they operate

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 Lease

WHAT IS DECISION MAKING AND TYPIES

DEFINITION OF DECISION MAKING
This is the process of listing out alternatives objectives or course of action and taking a choice by selecting the best alternative among others. Decision is the selection of alternative course of action from available alternatives in order to achieve a given objective. Decision making is one of the crucial activities of management. A decision to increase production in a particular industry could necessitate employment of more labour,  increase in plant capacity, acquisition of more equipment.

DECISION MAKING PROCESS OR TYPES
The decision making process is influence by the following factors.
i. Decision making under certainty
ii. Decision making under risk
iii. Decision making under uncertainty

DECISION MAKING UNDER CERTAINTY
A decision made with full knowledge of the outcome of the event. It is a decision with full knowledge of the outcome.
Assuming that a security service organization wishes to determine the cheapest way of handling its services in the following ways.
- If it sub-contract it could cost $7,000 per annum.
- If it handles its own security by hiring four (4) security men it could cost $10,000 per annum.
Choosing from any of the alternative the outcome is fully known. That is decision making under certainty.

DECISION MAKING UNDER RISK
It is assumed that accurate knowledge about the probability distribution of the consequence of each alternative exist. It is those situation where we do not know what the future outcome of a project will be but the probabilities of alternative outcome can be estimated with some degree of confidence through a careful study of past results in similar field.

DECISION MAKING UNDER UNCERTAINTY
The consequence of its choice cannot be defined. There is no exact assurance of the outcome of the alternative. Under this case the manager or the person in question only use his intuition, judgement and experience.

STAGES IN DECISION MAKING
The following steps are followed in making decisions:
1. Formulation of goals: Goals are general abstract end of state or desired intent to fulfill by the management. The goals intent to fulfill will be the guide line for the decision making.
2. Acquiring or seeking information about the alternative course of action: There should be enough information about each course of action in order to aid good decision making.
3. Analysis of the alternative: this is done by examining each course of action against one another in order to determine the best course of actions among the alternatives.
4. Choice: This is the stage of selecting from the alternatives course of actions after which the alternatives must have been well analyzed.
5. Implementation: This is the process of putting the alternative selected into action. This is an important stage, for if this alternative is not well implemented it will lead to a waste of effort
6. Feedback

TYPES OF DECISION SITUATION
The following are types of decision situation in which an individual or organization make decision

1.      Personal

2.      Group

3.      Organizational

4.      Committees

5.      Quantitative e.g. least square

6.      Programmed

7.      Routinized

    WHAT IS PLANNING

WHAT IS PLANNING
It is a situation where by the management or person in question take time to analyses current situation in order to  determine ways of reaching or achieving the desired goal in the future. It is actually the beginning of the process of management

PRINCIPLES OF PLANNING

It should be for the right period of time in the future.
Right amount of details should be available.
Availability of alternative course of actions. Two-Three options should be available.
Planning should be base on fact. Availability of fact will help you to plan well.
It should be performed by the right person.
Flexible standard should be follow

PLANNING PROCESS

Establishment of objectives
Identification of opportunities
Selection of alternative course of action
Formulation of specific target
Implementation
Feedback

TYPES OF ORGANIZATION PLAN

1. Strategic and Tactical plan
2. Single use plan
3. Programme
4. Project
5. Budget

STRATEGIC AND TACTICAL PLAN: Strategic plan is a type of plan that determine the major goals of the organization and analyses the ways to accomplish them. Tactical plan is a type of plan that harmonize the resources of the organization to achieve the stated goal.

SINGLE USE PLAN: this is type of plan that is use to  carry out course of action that will probably not be repeated. Example: Building a company factory.

PROGRAMME: This is a plan that involves large set of activities.

PROJECT PLAN: This is type of organization plan that can be formulated and implemented  as an independent plan.

BUDGET PLAN:  This  is a statement showing the quantity of financial resources set aside to get a project done

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WHAT IS THE DEFINITION OF LEASE

DEFINITION OF LEASE

This is a contract in which the lessor (the owner of the asset) allows the lessee to use the asset in consideration of a rental payment made periodically. It is one of the most important source of external finance. It involve two parties- the lessor and the lessee.

TYPES OF LEASES
The following are types of lease:
1. Operating lease.
2. Financial lease
3. Maintenance lease.
4. Leveraged lease.
5. Sale and lease back.

i. OPERATING LEASE: This is type of lease in which the contract can be cancelled by either of the parties upon due notice to the other. This implies that there is no definite duration for the contract.

ii. A FINANCIAL LEASE on the other hand is a firm and building contract between the lessee and the lessor for a specified period and cannot be cancelled or amended unless all the parties agree. The lessor is not expected to maintain or service the assets under a financial lease, unless otherwise agreed.

iii. MAINTENANCE LEASE: Under this type of lease the lessor is expected to maintain and service the assets during the period of the lease. This occurs mostly in the lease of computers, photocopiers and other technical equipments.

iv. A LEVERAGED LEASE: Also called a third party lease is a type of lease that involves a third party (i.e. in addition to the lessee and lessor). Under this type of lease the lessor borrows money from the lender to acquire the asset, which is then lease to the lessee
.
v. SALE AND LEASE BACK: This occurs where a firm sells part of his fixed asset to the firm. The ownership of the assets stays with the new buyer while the firm retains possession and use of the asset.

CHARACTERISTIC OF LEASE
1. It involve maturity date.
2. It is subjected to re-newer at the opinion of lease.
3. In most cases reconstruction on lease asset.

ADVANTAGES OF LEASE
The following are basic advantages of lease
a. The lease premium is fixed and payable at regular intervals.
b. There is no need for any initial outlay since the lease agreement usually covers the total finance for the acquisition of the asset.
c. The timing of the rental payment can be so flexible.
d. The secondary period of the lease ( which is usually the last two years of the working life of the assets) attract only nominal rental.
e. Both parties benefit from the agreement as the lessor may not use the property while the lessee is in need of it. It provides income for the lessor on the property is not ready to use and it also provide income to the lessee that uses someone property.

 DISADVANTAGES OF LEASING
The following are the main disadvantages of lease.
1. The lessee is subjected to the contract for the entire validity period of time.
2. Terminating the contract can be very costly for the both party
3. It attract higher fixed cost per year
4.The lessor can take over the asset in case of default and that will lead to great lose on the part of the lessee.

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INDEXING

This is an act of indicating where files can be found in the office. It is the list of names, subjects, references etc. in ABC order on cards.

FORMS OF INDEX
1. Visible card index
2. Wheel index
3. Strip index
4. Book index
5. Loose index

VISIBLE CARDS INDEX: This where index card are hinged and filled flat on top of one another in shallow metal trays overlapping so as to reveal a one-line tide to each card.

WHEEL INDEX: This is also called rotary index, is a form whereby the index cards are mounted round a drum. The card are usually attached by one or two holes punched in the lower edges of the cards and the cards are easily detached from the drum.

STRIP INDEX: This consist of one-line information for each item being typed on narrow strip of dim wood or cardboard, the ends of which are mounted in flanges of a flat metal frame.

BOOK INDEX: This is also called ordinary page index. It is simple, cheap and suitable for telephone numbers, among others.

LOOSE INDEX: Another name for this is vertical card index. It is a live index in the desired order.

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SENDING MONEY AND LETTERS THROUGH THE POST

SENDING MONEY THROUGH THE POST

This could be undertaken in five major methods.

1. By Cheque: This guarantees the greatest security, and perhaps, it is the most convenient method.
2. By Postal Order: This is suitable for small amounts and situations where the recipient may not have a bank account. It is less secure.
3. By Money Order: This is suitable for larger amounts than those sent by postal order it tends to give a greater degree of security.
4. By Telegraphic Money Order (TMO): This is similar to money order. However, it is sent with greater speed than the later.
5. By Sending Notes & Coins: This is seldom encouraged. It is sent in a registered envelope for the purpose of safety. It is suitable only for the payment of very small amounts.

SENDING LETTERS THROUGH POST

1. Full Express Service: This is the most expensive method of sending urgent letters. It is the most suitable for short distance.
2. Special Delivery: The General Post Office arrange for this letter to be specially delivered from the Post Office of the addressee's area before the normal delivery services.
3. Sunday Delivery: In some cases, letters may be handled on Saturday for a special Sunday delivery.
4. Late Posting: This attract extra charges

REGISTERED LETTER
The letter is registered at the Post Office. For this service, an additional charges are paid by the sender and the letter is marked horizontally and vertically. The sender is issued a certificate of posting and by implication the Post Office will pay compensation if the letter is lost in transit.

RECORDED DELIVERY
This is suitable for sending important documents such as contracts, insurance, policies etc. It is cheaper than registered post. It gives greater security than ordinary letter, it has a certificate of posting and guarantees a good measure of compensation.

CASH ON DELIVERY
This service enable the Post Office to collect an amount of money for the sender before it deliver parcel to the receiver.


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MAINTENANCE OF OFFICE MACHINES AND EQUIPMENTS

For a long lasting equipments and machines in the office the following rules most be consider.
1. Regular servicing
2. Brush/Clean regularly
3. Cover if necessary
4. Do not over work
5. Turn off the machine after use
6. Do not use when electricity supply is erratic
7. Use appropriate accessories 

HOW TO SELECT MACHINES FOR YOUR OFFICE
Every office need machines and furniture. They however,  should be carefully selected in taking into consideration the
1. The Cost
2. The Skills Of The User
3. Comfort of the user and the customers 


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DEFINITION OF ORGANIZATION STRUCTURE AND TYPES

Organization structure can be define as the frame work within which management can adequately control, supervise, delegate responsibility and synchronize the work done by divisions, department and individuals.

TYPES OF ORGANIZATION STRUCTURE
1. FUNCTIONAL ORGANIZATION STRUCTURE
2. DIVISIONAL ORGANIZATION STRUCTURE
3. COMMITTEE ORGANIZATION STRUCTURE
4. MATRIX ORGANIZATION STRUCTURE

1. Functional Organization Structure: This provides specialists in the different functions within the organization. Responsibilities and authority are delegated from the top management to the operative level based on the functions.

2. Divisional Organization Structure: This is a type of structure in which each functional areas of the organization is divided to operate independently. Each division is quipped with its own resources to function independently. This divisions can be based on the geographical basis, production and services provided etc.

3. Committee Organization Structure: This is formally constituted group of persons representing many department and or level of the organization. It is usually advisory in nature. It is meant to assist the management term. It provide coordination and interaction among employees.

4. Matrix Organization Structure: This is meant for the execution of projects after which it is disbanded.
It combines the vertical relationship of functional staff with the horizontal work of the project managers.

TELEPHONE ETIQUETTE/RULES

Rules and regulations to  consider when making or answering telephone calls.
1. Make sure that you know the number you want to call.
2. Dial the numbers carefully and if your fingers slips (replace the number) and start again.
3. When your caller answers say who you are and who you want to talk to.
4. Answer the telephone promptly, for it gives the caller a good impression about you.
5. Do not carry Out conversation while the telephone rings, say "Excuse me"  and answer the telephone call.
6. Identify yourself and your department E.g James, Account department. Do not say 'hello'.
7. Do not shout on the telephone, talk quietly and distinctly.
8. If you have difficult in being heard, lower the pitch of your voice and speak more slowly. 
9. Always have a pencil/Biro and paper handily.
10.  If you offer to ring a caller back make sure you honor that promise.
11. Courtesy and good manners are essential on the telephone at all times.

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10 OFFICE EQUIPMENTS AND MACHINES

This facilities help in smooth running of operation activities in an office. The following are some of the equipments and machines you can find in an office.
 
1. Telephone: This is an electronic device used to relay messages from one caller to another within and outside the office. It is a good communication device.
2. Typewriter: This machine is use to type letters and other documents needed by the office.
3. Printer: This machine is use to print letters, photo, or document sent from computer or other office equipments and machines.
4. Photocopies: This helps to reproduce several copies from original document printed from printer or typewriter.
5. Perforating machine: This helps to punch a hole in a document for easy fastening or filling.
6. Stapler: This is used to fasten documents printed from printer or photocopy machines together neatly.
7. Calculator: This helps in adding up mathematical figures.
8. Franking machine: This is used to print a reproduction of a stamp and date cancellation mark on envelopes for postage.
9. Office Duplicator: This machine is used for reproducing (100-1000) copies price list.
10. Computer: This is one of the most important machine in the office as other activities revolve round it. It is used for typing, storing and retrieving information.

METHODS OF PAYMENT AND SALARY PROCEDURE

1. In Cash- usual for factory workers.
2. By Cheque- Usual for office workers and members of management.
3. By Traders' Credit- usual for office workers in large business concerns; a method where cash is transferred direct to the workers' bank account.
WAGES PROCEDURE
1. Give every employee a pay number to fix his/her position in the payroll.
2. On the pay-roll insert the names and pay numbers of the employee.
3. Check attendances and work records.
4. Calculate gross lay.
5. Enter deductions from gross pay e.g   P.A.Y.E etc.
6. Calculate net pay.
7. Enter income tax on employee's tax records.
8. Undertake cash analysis i.e. Numbers of
notes (their denominations) and coins required.
9. Draw cash from the bank and put cash in separate pay envelopes.
10. Pay out wages envelopes to staff and make them sign for collection.

PROBLEMS ASSOCIATED WITH WAGES AND SALARIES
1. Dissatisfying Factors: Not all employees needs are met through salary and
 wages hence de-motivation set in.
2. In administration of wages and salaries paid to employees must be fair and equitable to their output..
3. Labour Crisis: The organization climate of the union may relatively affect the salary and wages of the employee due to labour crisis

WHAT DETERMINE WAGE AND SALARY
1. Job evaluation
2.Government order
3. Ability to pay
4. Productivity of  an employee
5. Level of exposure, education, and experience of the employee

DEFINITION, TYPES AND IMPORTANCE OF OFFICE COMMUNICATION

Communication is means of transmitting information or message from one person to another. Man is a social being hence he is bound to communicate. Office communication is important because it serves as the means of representing the business to the customers/clients and the general public. It also serves to establish team spirit and cohesion among the staff and thus the departments. The cashier needs to communicate with the human resources officer, the research and development department needs to communicate with production department and on and on.

TYPES OF COMMUNICATION
Two types of communication is distinguished.
1. Oral communication and
2. Written communication

1.ORAL COMMUNICATION: This involve transmitting information in a verbal manner. It include face- to- face conversation and telephone conversation.

2. WRITTEN COMMUNICATION: This entails transferring information via writing. It includes letters, reports, bulletins, memos, SMS , MMS, e-mail, and fax. It is beneficial in the sense that it make it possible for business records to be kept for future reference.

IMPORTANCE OF OFFICE COMMUNICATION

1. It enables the management to share its details with the staff.

2. it enables the management and staff to interact and work in unison.

3. It enable the management and staff to achieve their goals.

4. It prevents against the outbreak of dispute between the management and staff and among the staff.

5. It facilitates relative peace stability and solidarity in the organization.

QUALITIES OF A GOOD OFFICE WORKERS

A good office workers should be:

1. Self-disciplined e.g good at time keeping, avoid being too forward, impolite etc.

2. Patient ( especially with routine tasks and on the telephone).

3. Precise and accurate ( but not over-precise when it is not important).

4. Sociable and friendly, getting on well with others regardless of cadre, sex, age, ethnicity, faith etc

5. Knowledgeable and well informed about the business world, the organization, functions of different department, system and machines and personnel practices etc.

6. Sagacious i.e have a good sense of judgement. Knowing when and why to act, to talk, or when to avoid speaking out of turns in the presence of the superior officer.

7. Skilled and properly schooled to operate office machines, fill forms, file accurately. Sort and collate papers precisely among others.

FACTORS GUIDING THE LOCATION OF AN OFFICE

For advantages of location of an office the following guides should be put into consideration.

1. LOCAL COST: Purchase price or rental rates and other local expenses.

2. AVAILABILITY OF LABOUR: When an office is situated in an area where it can easily recruit staff, it has solve a lot of problem that can confront it in the future.

3. PROXIMITY OF SERVICES: electricity, water, telephone cables and necessary disposal.

4. LOCAL AMENITIES: Proximity of office location to work, shop, post office and restaurant.

5. PROXIMITY TO CONSUMER: This will provide a lot of convenience to customers, it will also enhance rate of sales.

6. TRANSPORT FACILITIES: parking, good road leading to the office, space or lot railway and availability of public transport.

7. FUTURE EXPANSION: Due consideration must be given to future expansion requirement in land acquisition. This consideration had led many organization to choose sited outskirts of town or city.

8. SAFETY AND SECURITY

Definition and functions of an Office

An office is a place where the activities of an organization is coordinated. An office helps in coordinating all information regarding an organization for the efficiency and effectiveness of the organization

FUNCTION OF AN OFFICE

i. RECEIVING INFORMATION: Information get to the office in different source and in different forms. Different source could be from outsider or staff in the organization. Different form could be in written form or oral form. The office ensure that this information is complete, usable and reliable.

ii. RECORDING INFORMATION: The need to record information is to make it readily available when require as a references for taking an action or decision by the management. Information is also recorded for safety control, confidentially and legal require. It can be recorded on cassettes, papers, diskettes or filed into computer hard disk.

ii. ARRANGING INFORMATION: Information from different source and forms are arrange in such a way that when retrieving no waste of time, money or effort are spent. The office will achieve efficiency in this area by designing and controlling all necessary forms.

iv. GIVING INFORMATION: Many people or organization require information from the office. An efficient office should be able to provide such information with little delay and cost. The information should be very accurate especially when it involves figure and dates.

V. PROTECTING ORGANIZATION ASSETS: Information and other properties of the organization have to be protected by the office. Properties of the organization should be recorded, inventory should be taken on continual basis.