ASSIGNMENT (DEFINITION OF TERMS)

Management - Management (or managing) is the administration of an organization, whether it be

a business, a not-for-profit organization, or government body.

The organization and coordination of the activities of a business in order to achieve

defined objectives.

is the process of developing the strategies, plans, procedures and policies that guide a
business on both a day-to-day and long-term basis.

Organization - an organized body of people with a particular purpose, especially a business, society,
association, etc.

An organization or organisation is an entity comprising multiple people, such as

an institution or an association, that has a collective goal and is linked to an external
environment.

Managerial Functions - The five functions of a managerial position include planning, organizing,
staffing, directing and controlling. These functions are what distinguish
the roles of management from other areas, such as marketing, finance,
and accounting.

Training - Training constitutes a basic concept in human resource development. It is concerned with
developing a particular skill to a desired standard by instruction and practice.

Training is teaching, or developing in oneself or others, any skills and knowledge that relate
to specific useful competencies. Training has specific goals of improving one's capability,
capacity, productivity and performance.

Organizational Structure - Organizational structure is a system that consists of explicit and implicit
institutional rules and policies designed to outline how various work
roles and responsibilities are delegated, controlled and coordinated.

Organizational structure determines how the roles, power and

responsibilities are assigned, controlled, and coordinated, and how
information flows between the different levels of management.

Planning - (also called forethought) is the process of thinking about and organizing the activities
required to achieve a desired goal. It involves the creation and maintenance of a plan, such
as psychological aspects that require conceptual skills.
Organizing - Organizing is a systematic process of structuring, integrating, co-ordinating task goals, and
activities to resources in order to attain objectives.

Purposes of organizing include determining tasks to be performed, dividing tasks into

smaller jobs, grouping jobs into various departments, specifying authoritarian
relationships, delegating authority to accomplish tasks and allocating resources in a
coordinated fashion.

Staffing - Staffing is the process of acquiring, deploying, and retaining a workforce of sufficient
quantity and quality to create positive impacts on the organizations effectiveness.

The term Staffing relates to the recruitment, selection, development, training and
compensation of the managerial personnel.

Directing - Directing is said to be a process in which the managers instruct, guide and oversee the
performance of the workers to achieve predetermined goals.

A basic management function that includes building an effective work climate and creating
opportunity for motivation, supervising, scheduling, and disciplining.

Controlling- Control, or controlling, is one of the managerial functions

like planning, organizing, staffing and directing. It is an important function because it
helps to check the errors and to take the corrective action so that deviation from
standards are minimized and stated goals of the organization are achieved in a desired
manner.

Controls need to focus on results.

Job Analysis - Job analysis is the process of gathering and analyzing information about the content
and the human requirements of jobs, as well as, the context in which jobs are
performed.

Job analysis provides information to organizations which helps to determine which

employees are best fit for specific jobs.

Job Specification - A statement of employee characteristics and qualifications required for

satisfactory performance of defined duties and tasks comprising a specific job or
function. Job specification is derived from job analysis.

A job specification cuts to the quick with your requirements whereas the job
description defines the duties and requirements of an employees job in detail.
Job description - A broad, general, and written statement of a specific job, based on the findings of a job
analysis.

The job description also serves to structure job interviews by focusing attention on
the work requirements and applicant credentials that are most important to success in
the position to be filled.

Recruitment - Recruitment (hiring) is a core function of human resource management.

Recruitment refers to the overall process of attracting, selecting and
appointing suitable candidates for jobs (either permanent or temporary)
within an organization.

The recruitment process includes analyzing the requirements of a job,

attracting employees to that job, screening and selecting applicants,
hiring, and integrating the new employee to the organization.

Selection - The process of interviewing and evaluating candidates for a specific job and selecting an
individual for employment based on certain criteria. Employee selection can range from a
very simple process to a very complicated process depending on the firm hiring and the
position.

Can be defined as the process of determining from among the applicants who can meet the
job requirements and can be offered the vacant position in the organization.

*Types of Employment*

Probationary Employee - A probationary employee is one who, for a given period of timbeing
observed and evaluated to determine whether or not he is qualified for
permanent employment.

Regular/ Permanent Employee A regular employee is similar to an indispensable cog in the

corporate machine. Under the law, regular employees are those hired for
activities which are necessary or desirable in the usual business of the
employer. Therefore, a regular employee enjoys the benefit of security of
tenure as guaranteed by the Constitution.

Casual Employee - The term casual employee is not defined in the Fair Work Act, nor is it
generally defined by the applicable modern award or enterprise
agreement, other than being defined as an employee engaged and paid as
such.

Seasonal Employee Seasonal employees are not considered full-time employees under
PPACA, and as a result do not affect the employer mandates to
which applicable large employers are subject.
Apprenticeship - a person who works for another in order to learn a trade

*Types of Training* (OJT)

Job Rotation - Job Rotation is a management approach where employees are shifted between two or
more assignments or jobs at regular intervals of time in order to expose them to all
verticals of an organization.

Job rotation is a well-planned practice to reduce the boredom of doing same type of
job everyday and explore the hidden potential of an employee.

Internship - Generally, an internship consists of an exchange of services for experience between

the student and an organization. Students can also use an internship to determine if
they have an interest in a particular career, to create a network of contacts, or to gain
school credit.

An internship may be paid, unpaid, or partially paid (in the form of a stipend).
Stipends are typically a fixed amount of money that is paid out on a regular basis.

Apprenticeship - An apprenticeship is a system of training a new generation of practitioners of

a trade or profession with on-the-job training and often some accompanying
study (classroom work and reading).

Apprenticeship is a combination of on-the-job training (OJT) and related

classroom instruction under the supervision of a journey-level craft person or
trade professional in which workers learn the practical and theoretical aspects of
a highly skilled occupation.

Vestibule - A vestibule is a large entrance or reception room or area. Vestibule Training is a

term for near-the-job training, as it offers access to something new (learning).

In other words, the Vestibule training is called, near the job training, which
means the simulated setup is established, proximate to the main production plant,
wherein the technical staff learns how to operate the tools and machinery, that
may be exactly similar, to what they will be using at the actual work floor.

Coaching - The term coaching typically refers to methods of helping others to improve,
develop, learn new skills, find personal success, achieve aims and to manage life
change and personal challenges.

Coaching commonly addresses attitudes, behaviours, and knowledge, as well as

skills, and can also focus on physical and spiritual development too.
*Different Methods of Recruitment*

Private Agencies - Many temporary agencies specialize in a particular profession or field of

business, such as accounting, health care, technical, or secretarial.

Online Recruiting - E-recruitment, also known as online recruitment, is the practice of using
technology and in particular Web-based resources for tasks involved with
finding, attracting, assessing, interviewing and hiring new personnel.

Advertising - Employment Services developed streamlined guidelines to assist you with

advertising your job posting in publications other than the campus website. These
guidelines include basic information that should appear in the advertisement.
Please remember that the department must make direct advertising arrangements.
Employment Consultants/Recruiters are available to assist you with composing
the ad and must review and approve all ads prior to publication.

Walk- In - Unstructured approach to hands-on, direct participation by the managers in the

work-related affairs of their subordinates, in contrast to rigid and distant
management.

Job Fair - A job fair is an event in which employers, recruiters, and schools give
information to potential employees. Job seekers attend these while trying to make
a good impression to potential coworkers by speaking face-to-face with one
another, filling out rsums, and asking questions in attempt to get a good feel on
the work needed.

Job Posting - A job posting is an advertisement created by an employer, his administrative or

human resources staff, or a recruiter that alerts current employees or the public of
an immediate or future job opening within a company.

*Types of Questionnaire*

Structured questionnaire
a) Have definite and concrete questions.
b) Is prepared well in advance.
c) Initiates a formal inquiry.
d) Supplements and checks the data, previously accumulated.
e) Used in studies of the economics and the social problems, studies of the
administrative policies and changes etc.
Unstructured questionnaire
a) Used at the time of the interview.
b) Acts as the guide for the interviewer.
c) Is very flexible in working.
d) Used in studies related to the group of families or those relating to the personal
experiences, beliefs etc.

A questionnaire can also be divided as the follows depending on the nature of the questions therein
1. Open ended questionnaire
a) Respondent is free to express his views and the ideas.
b) Used in making intensive studies of the limited number of the cases.
c) Merely an issue is raised by such a questionnaire.
d) Do not provide any structure for the respondents reply.
e) The questions and their orders are pre determined in the nature.
2. Close ended questionnaire
a) Responses are limited to the stated alternatives.
b) One of the alternatives is simply YES or NO.
c) Respondent cannot express his own judgment.
3. Mixed questionnaire
a) Questions are both close and open ended.
b) Used in field of social research.
4. Pictorial questionnaire
a) Used very rarely.
b) Pictures are used to promote the interest in answering the questions.
c) Used in studies related to the social attitudes and the pre judices in the
children.

*Types of Employment Exams*

Cognitive Ability Tests

Cognitive ability tests typically use questions or problems to measure ability to learn quickly, logic,
reasoning, reading comprehension and other enduring mental abilities that are fundamental to success in
many different jobs. Cognitive ability tests assess a persons aptitude or potential to solve job-related
problems by providing information about their mental abilities such as verbal or mathematical
reasoning and perceptual abilities like speed in recognizing letters of the alphabet.

Integrity Tests

Integrity tests assess attitudes and experiences related to a persons honesty, dependability,
trustworthiness, reliability, and pro-social behavior. These tests typically ask direct questions about
previous experiences related to ethics and integrity OR ask questions about preferences and interests
from which inferences are drawn about future behavior in these areas. Integrity tests are used to identify
individuals who are likely to engage in inappropriate, dishonest, and antisocial behavior at work.
 Job Knowledge Tests

Job knowledge tests typically use multiple choice questions or essay type items to evaluate technical or
professional expertise and knowledge required for specific jobs or professions. Examples of job
knowledge tests include tests of basic accounting principles, A+/Net+ programming, and blueprint
reading.

Personality Tests

Some commonly measured personality traits in work settings are extraversion, conscientiousness,
openness to new experiences, optimism, agreeableness, service orientation, stress tolerance, emotional
stability, and initiative or proactivity. Personality tests typically measure traits related to behavior at
work, interpersonal interactions, and satisfaction with different aspects of work. Personality tests are
often used to assess whether individuals have the potential to be successful in jobs where performance
requires a great deal of interpersonal interaction or work in team settings.

Physical Ability Tests

Physical ability tests typically use tasks or exercises that require physical ability to perform. These tests
typically measure physical attributes and capabilities, such as strength, balance, and speed.

Work Samples and Simulations

These tests typically focus on measuring specific job skills or job knowledge, but can also assess more
general skills such as organizational skill, analytic skills, and interpersonal skills. Work samples and
simulations typically require performance of tasks that are the same or similar to those performed on the
job to assess their level of skill or competence

*Process of Selection*

The Employee selection Process takes place in following order-

1. Preliminary Interviews- It is used to eliminate those candidates who do not meet the minimum
eligibility criteria laid down by the organization. The skills, academic and family background,
competencies and interests of the candidate are examined during preliminary interview.
Preliminary interviews are less formalized and planned than the final interviews. The candidates
are given a brief up about the company and the job profile; and it is also examined how much the
candidate knows about the company. Preliminary interviews are also called screening interviews.
2. Application blanks- The candidates who clear the preliminary interview are required to fill
application blank. It contains data record of the candidates such as details about age,
qualifications, reason for leaving previous job, experience, etc.

3. Written Tests- Various written tests conducted during selection procedure are aptitude test,
intelligence test, reasoning test, personality test, etc. These tests are used to objectively assess the
potential candidate. They should not be biased.

4. Employment Interviews- It is a one to one interaction between the interviewer and the potential
candidate. It is used to find whether the candidate is best suited for the required job or not. But
such interviews consume time and money both. Moreover the competencies of the candidate
cannot be judged. Such interviews may be biased at times. Such interviews should be conducted
properly. No distractions should be there in room. There should be an honest communication
between candidate and interviewer.

5. Medical examination- Medical tests are conducted to ensure physical fitness of the potential
employee. It will decrease chances of employee absenteeism.

6. Appointment Letter- A reference check is made about the candidate selected and then finally he
is appointed by giving a formal appointment letter.