The Fine Cement Manufacturer

Published Date: 02 Nov 2017

The paper is based on a medium size factitious company and the major approaches and goals associated with the company related to their staff. In this paper the company will be assumed as a medium size enterprise with identification of their goals and strategies regarding their staff management. Staffing process will be introduced in this paper for selected company and different approaches will be used to organize the staffing requirements of the company. As a business partner of the selected company, it is the responsibility to create a strategic staffing handbook. The handbook consists of different staffing tools and approaches that will be utilized in implementing a successful staffing process in the company. The company associated with manufacturing industry is chosen in order to create an effective strategic management process for the company employees. Fine Cement Manufacturer (FCM) is a fictitious company chosen as a central body for creating the staffing handbook for the company. The company is assumed to be a leading producer of cement in United State. The company has medium size manufacturing setup. The company has its strategic goals for their staffing process. The paper explains strategic process for staffing and process of job analysis with explaining the format of job analysis for the company. The approach for posting a position for company will be defined with example. Next step will be the explanation of interview and important interview questions that the company will follow. The pre employment testing that company need to conduct will be discussed and in last three additional staffing elements will be recommended.

OUR DEFINITION OF STRATEGIC STAFFING

Fine cement manufacturer (FCM) is considering being a leading producer of cement and concrete in United State. It improvised the strategies to implement in the company to gat long term advantages and to compete successful. Human resource is an important asset for any of the firm working in industry weather it is related to manufacturing sector or service industry. FCM is considering its staff as a valuable asset for the company and close considerations are provided to the staffing requirement in order to manage them effectively. The strategic staffing process of Fine cement manufacturer is well known for the workforce effective planning. Company formed the strategies to ensure appropriate quantity of staff in the company and right skills associated with staff members at particular posts according to task requirement in order to accomplish the business goals and to meet success in organization (Olian & Rynes, 1984). It is one of the company basic strategic goals to hire the qualified staff and ensures their level of effectiveness in the firm in order to satisfy the company requirements related to staff. Strategies are defined in FCM in order to achieve long term goals of this manufacturing company.

The strategic staffing of FCM defines four basic strategies to achieve the organizational goals and to meet the success with meeting the staffing requirement and satisfied the staff to make them loyal toward organizations. FCM first strategic staff planning includes short term staffing analysis. Current staffing level will be planned to analyze in this step to identify the appropriateness of current staffing skills and level of performance to achieve organizational tasks. The staffing strategy in this step will planned to analyze level of company satisfaction with its current staff management include the number of staff members, their payroll records, work tasks that staff expected to full fill and time taken to complete these activities.

Defining Staffing Requirements

The analysis of current situation of staffing in FCM will lead to the strategic plan to learn the staffing requirement need to implement in the company in order to meet the job tasks. Strategic plan will be made to match the skills of employees with required staff performance in order to analyze weather existing performance full fill the requirements or further staffing is required to meet the goals (Sonnenfeld & Peiperl, 1988). Company projected statement will help to analyze the number of staff required to further full fill the requirements.

Future Staffing Needs

Fine cement manufacturer is the leading provider of cement in the industry and industry has increasing dement for cement as construction requirement of industry has mostly up at the boost except the scenarios where the country might be facing some economical or political legal or societal issues. Different environmental issued may lead to decline demand of business products. FCM strategic staffing requires strategic planning of next 5 to 10 years and project the staff requirement for the future period. The average cost and budget requirements to full fill these strategic plans will be analyzed properly.

Improving Effectiveness

FCM effective strategic staffing process will be determined from different tools that will be required to hire and manage the staff effectively. Different tools and procedures required to increase the staff effectiveness and ensure their performance in better way. After analyzing the expected future need for employees, the strategic plan to recruitment and hiring of employees accordance to requirement is most important step. Proper job description and job analysis will be planned that will lead to staff advancement in proper track. Training is an important tool of strategic staffing process. Well trained employee has the potential to provide the expected response to company and lead to attain company objectives. FCM have define its strategies will implementing best training practices in order to attain the best performance from employees. Employee loyalty can be aligning with such effective strategic performance that will lead to high job performance from employee side in future.

JOB ANALYSIS

OUR APPROACH TO THE JOB ANALYSIS PROCESS

Fine Cement Company is providing the staffing process that will ensures effective implementation of strategy in the organization in order to lead the company in industry. Job analysis is an important level of staffing process that is required to device in the company in order to meet the challenges in company day to day operations. FCM has use the job analysis approach to answer the questions associated with staff that arises in company day to day operations. It includes the matter of placing employees in the position where they can utilize their skills in effective manner, determining the need for new employees, establishing standards for employee job performance, elimination of unneeded jobs etc. FCM use effective and through out job analysis for staff planning in the company. FCM plan to improvise the job analysis process and continues updating is required in the process in order to improve the performance of employees. Job analysis process of FCM includes the process of analyzing the particular job and staff abilities and skills to sustain for that job in order to realize the compatibility of staff member to perform that particular job in the company. The next level of job analysis is to measure the performance of employee with selected company standards. If the performance will not meet the standards, the possibility of training and development of employee will be planed to increase the productivity (McCormick, 1979).

Job analysis process of Fine cement manufacturer includes following steps that job analyst need to follow:

Purpose of Job Analysis

Company will first analyze the purpose of job analysis that describes company purpose to commit particular job. This will help the company to take further steps to hire quality employees at particular positions (Gael, 1983).

Job Analyst

Job analyst selection is an important process that company need to follow. Job analyst may be from HR department or any external. It is important to ensure the un biasness of analyst to analyze the job descriptions and specifications with proper guidelines.

Job Analysis Process

Company identifies the job description and specification with task oriented method, in which the company analyzes the nature of tasks and then a task statement is developed and the tasks are arranged in scale according to the level of difficulty and performance required. In this way the company can estimate the level of tasks and can analyze that which type of staff skills can fit to these levels of tasks. In this way company can assign duties to the employees.

Decision Making

The decisions regarding level of employee involvement in particular task or process will be made in this stage. The details about major employee job performance level requirement will be examined.

Preparation of Job Analysis Process

In this level the company will prepare important documents, interviews, documents and feedback forms in order to communicate the job information to employees.

Collection of Data

Job related data is collected including educational qualifications, key skills and other abilities of employees required performing the job in order to analyze the job compatibility with employees’ skills and abilities.

Documentation and Verification

Proper documentation is done and review of data will be performed to verify the authenticity of data collected. This information is used to describe a specific job.

Job Description and Job Specification

In last step final job description and specification will be describe by segregating the data. Job Description defines the roles, duties, activities and responsibilities of the job and job specification describe the personal traits, skills, educational qualification and experience required to perform the job.

EXAMPLE OF JOB ANALYSIS FORM

Job Title:                                                                      

Department Name:

Reports to:  

Employee(s) interviewed:               

Date:     

1.  Purpose and Scope of Job: Indicate the purpose and scope of job.

2.  Work Performed: Describe the duties performed. State the duties need to be done. Explain why and how.  State the frequency of the duties performed. 

Duties:            Purpose of Tasks       Methodology                       Frequency:

1-

2-

3-

4-

5-    

3.  Work Contacts: Indicate the level of contacts on other people to perform the tasks. Indicate the level, frequency, purpose and mean of contact.

Contacts                 Frequency       Purpose of Contact   Means of Contact

Immediate Peers                      

Peers in other departments

Managers in other departments

Executives

Immediate Manager

Customers

Other (specify)

4.  Decision-Making Authority: level of authority provided

1-Low

2-Medium

3-High

5.  Supervisory responsibility: level of responsibility to controls, directs or accountable for other work.                       

Titles of employees supervised                                   Number supervised

1-

2-

3-

4-

5-

6.  Physical Effort: Amount of physical efforts in handling tools and equipments operating. Identify percentage of time to complete the work time involved.

Tools             % of time used

Equipment    % of time used

Machinery      % of time used                                                               

Position             % of time in position            

Walking                                                          

Lifting                                                              

Climbing

Standing                                                            

Pulling                                                             

Pushing                                                         

Cramped or confined space                              

Sitting                                                             

 7.  Work Conditions: frequency to perform tasks in different work conditions:

 Condition                    % of time

Dirt

Heat

Water

Noise

Vibration

Fumes

Smoke

Grease, Oil

Office Environment

8- Education and Training Required for Particular Job: 

__ High School Diploma

__ Two Year College

__ Trade or Technical School

__ Four Year College

__ Master’s Degree or Ph.D.)

__ Certification

9.  Years of Experience: 

__ 0-1

__ 1-3

__ 3-5

__ 5-more

10.  Other requirements: list any other requirements for performing duties of job.

 

POSTINGS

OUR APPROACH TO POSTING POSITIONS

Fine Cement manufacturer utilize different approaches to post the new positions for jobs to hire the employees in the firm in order to full fill the shortage of staff. The company not relied on one channel to post the information about job description to the public but use to follow different approaches to disseminate the information about new job opening. The company also firstly focuses on the communication of new opportunities to internal staff to provide then opportunities to enhance by communicating through officials, posting jobs on company bulletin boards and arranging community meeting to announce the post with defining basic job formalities (Rynes, 1989). Popular medium used by FCM are following;

Online Posting

FCM utilize online medium as a basic tool for posting the job opportunity. It is the primary tool used by the company to broadcast the information about new job opening in the company. The company relies on this approach more then any other due to high probability of respond on job posting by respondent. The respondent have the ease to watch the ads and apply on line provide high frequency of application submission for this job.

Journals

Company also uses trade journals to publish the information of jobs specially the jobs of senior level. Most of the IT specialists read trade journals regularly. The job posting through this mean appeal to the job seeker's with sense of professionalism. Professionals and executive level posts are mostly appealed through this way.

Newspapers

It is the common and most viewed medium for posting the job by FCM. Job posting of high as well as low ranked position can be posted because every one has access to this medium. This is most common medium to attract the pool of people for production and operational staff mostly. Company is likely to use this approach because of cheap rate for small advertisement and the advertisements displayed in news papers are far more eye-catching.

BRIEF SAMPLE OF AN INTERNAL JOB POSTING

Market Title: Administrative Assistant

Company description: Fine Cement Manufacturer

Department: Finance Department

Salary Range: Minimum Salary is $17,000 annually

Pay Grade: 16 Scale

Hours/Week: 42 Hours

Shift Timing: 8 am – 4:30 pm/

Days: Tuesday through Friday

Job Nature: Full Time

Qualification Required: Graduate in Business studies (Major Finance)

Minimum Experience: 2 Years

Duties include:

Update database and compile monthly and ad hoc reports.

Assist with fundraising campaigns.

Assist in planning and preparing of operational records

Coordinate travel arrangements.

Answer the telephone calls

Respond to inquiries from staff, community and general public.

Appointment scheduling.

The compensation package includes:

Competitive pay scale

Retirement benefits

Health insurance options

Generous paid time off program in addition to standard holidays.

Document required:

A cover letter and resume is required for consideration for this position with photocopies of the entire document regarding academic career and experience certificates must be attached.

Procedure to Apply

Application Forms are available in company website as well as the Head office of Fine Cement Manufactures. Last date for submission of job application form will be ___.

APPLICATION PROCESS

Application process involve the application form planning and availability of form to the staff with ease provided to the people and guide the procedure to fill the form and submit it. FCM is providing the opportunity to download the employment form from company site or fill the form on line in order to provide the applicants ease to apply. Application form will be design by company HR specialist correspond with job description and specification. The form then is available for the applicants in website or company head offices. The applicants are restricted to apply only if they will meet the job requirements.

OUR APPLICATION FORM

PERSONAL INFORMATION:

First Name _____________________________

Last Name _____________________________

Street Address _______________________________________________________

Phone Number ___________________________________

Are you eligible to work in the United States? Yes _______ No_______

If you are under age 18, do you have an employment/age certificate? Yes ___ No ___

Have you been pleaded to a felony within the last five years? Yes_______ No_______

If yes, please explain ____________________________________________________

POSITION/AVAILABILITY:

Position Applied For ________________________________________

From Which date are you available to start work? _____________________________

EDUCATION:

List of Name and Address Of Institution and Degree/Diploma and Date of completion.

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

Skills and Awards in Academic Career

_____________________________________________________________

_____________________________________________________________

EMPLOYMENT HISTORY:

Present Or Last Position:

Employer: _____________________________________________________

Address:______________________________________________________

Position Title: _________________________

From: ______________ To: ______________

Responsibilities: ____________________________________________________

__________________________________________________________

Salary: _______________

Reason for Leaving: ____________________________________________

References: Name/Title Address Phone

_________________________________________________________________

_________________________________________________________________

I certify that information provided in application form is true and complete. I verify all the information listed above.

Signature______________________________

Date__________________________________

HOW THE APPLICATION FORM IS UTILIZED (THE PROCESS) AND RATIONALE

FCM accept the application form at the time of posting job. The external and internal both type of applicants are provided equal opportunity to apply for the post. The applications are accepted at the time of job opening. The applications are only acceptable if full fill the requirements related to qualification and experience. If application is not properly filled then it will not be considered by the company. The applications best fitted to job requirement are extracted. The short listed applicants’ then will called for interview.

INTERVIEWING PROCESS

OUR INTERVIEWING PHILOSOPHY

FCM conduct two levels of interview. In first level, the short listed applicants selected on the basis of applications are called for interview. General type of interview will be conducted. Company will use background questions and job experience questions at this stage to access employee’s job experience information or its educational background or career goals (Kinicki & Lockwood, 1985).

In second and final interview company may use technical approach with non generic questions will be asked at this stage. Situational approach is used at this stage when company asks their employees about situational questions. Questions can be asked about any hypothetical situation in order to analyze employee ability to respond such situations.

EXAMPLES OF LEGALLY ACCEPTABLE, NON-GENERIC INTERVIEWING QUESTIONS

Q1- When you are managing a team and there arise critical team conflict in the members of team. What will you do in that particular situation?

Q2- When you are in a meeting and manager criticizes you on front of other members in meeting on the way you have performing your task, you feel that you are being treated badly and it has disrupted your reputation. What will you do in this situation?

Q3- You and your colleague perform equally in the operational task of company in mining concrete but your supervisor offer your colleague a reward instead of you. How would you act in this situation?

PRE-EMPLOYMENT ASSESSMENTS

ORGANIZATIONAL PHILOSPHY TO PRE-EMPLOYMENT TESTING AND ASSESSMENT

Fine cement used employment test after interviews for further screening. Company used different employment test depending upon job requirement and validity (Basson, 2002). Some of the employment test includes talent assessment, physical, drug test, sample job and background test.

Talent Assessment

Talent assessment test is a type of pre employment test in which new hire is assessed for the particular job requirement on the basis of expertise required by the job and the individual performance, depending upon the job requirement.

Background Test

Criminal background and other financial background test is a part of pre-employment testing for collecting the history of a particular candidate (Ryan & Sackett, 1987).

Sample Job Test

Sample job test is a type of simulation activity or task that a candidate is required to perform to shows the aptitude of a particular candidate. This task is form of a realistic job preview.

Physical Test

Pre-employment Physical test is used to test individual physical fitness and sustainability for the job.

Drug Test

Several types of drug test are used to screen candidate for various drugs used or the candidate may asked to take to indicate the presence of alcohol or drugs include hair drug or alcohol testing, saliva drug screen and sweat drug screen.

Other Three Elements of Staffing Process

Performance Management

In addition to other staffing elements, performance management should include in an effecting HR staffing process. Performance management ensures the employees competencies for particular job requirement as well as their contribution towards a job. Performance management and help a candidate or employee to ensure expectations and contribution required from the particular job by the employee (Scullion, 1994).

Accommodation for Disables

Second element is that the candidate with disability required reasonable accommodation for particular job to ensure that his/her disability will not going to effect the selection opportunity for them by the company.

Personality Testing

The third can be the personality test that can help the company to analyze the important personality traits associated with employees that will help to choose the employee with having personality traits related to the job.

Conclusion

Fine cement Manufacturer is the medium size firm with having ability to improvised effective staffing procedure to accommodate the company with appropriate staff recruitment and management planning to meet company success and to sustain its staff satisfaction in order to gain competitive edge over others.