HR AND THE TECHNOLOGY

Dr. Priya Kalyanasundaram 

Professor , Sankara Institute of Management Science

 

HR is now-a-days becoming a strategic business partner. Although it is becoming increasingly clear that business innovation can be helped by forward thinking human resources function there is reluctance on the part of top management in many progressive organizations to allow HR assume strategic partnership role.

‘These HR guys talk about strategic role, e-learning and e-recruitment but they really don’t want to do this stuff. They would rather read about it in the quiet of their offices or sit passively in an audience while other people talk about doing it. I have my doubts about their understanding of our business goals’.

We all know that the pace of technological innovation will continue to accelerate. HR can take advantage of these changes by automating HR processes and becoming more effective in communicating with its internal customers.

Let’s talk about e-HR strategy, e-HR transformation and e-HR enablement.

1. HR INFORMATION SYSTEM

As the web is becoming more reliable, organizations are increasingly turning to Application Service Providers to host software and manage it from remote computers. Through this technology outsourcing many companies can avoid up front capital costs associated with buying systems. When managed well there is no performance loss. These ASPs are aware of the security concerns of their clients and have taken effective steps to allay such fears.

2. HOME PAGES

Web portals offer tremendous advantage in learning and knowledge management support, business process support and employee self-service opportunities. The web has revolutionized the way HR services are offered to employees. Internet and Intranet enabled HR services has facilitated data capture and retrieval and freed HR executives from shackles of personnel administration trivia allowing them to concentrate more an HR strategy and employee well -being. Through web enabled HR services an organization can move rapidly towards a paper-less office where Personal Files, Leave Forms, Appraisal Forms will become a thing of the past.

3. HR ON MOBILE

As Personal Data Assistants (PDAs) and digital phones become a fixture in corporate world the next step in the evolution of devices is wireless access to news, personal information and corporate data. Progressive organizations are already offering HR services through hand held Palmtops. For example before walking in for a doctor’s appointment an employee can browse through his company’s HR web site for a list of service providers (medical practitioners) and also refresh his memory regarding his medical coverage—all on his handheld Personal Data Assistant! 3G which stands for third generation wireless communication technology will raise speed of communication from 9.5K to 2M bit/sec. HR professionals can leverage this ‘death of distance’ phenomenon sweeping the world by offering HR services on a virtual mode.

4. BLUETOOTH TECHNOLOGY

Bluetooth named after a 10th century king who united Denmark and Norway is poised for widespread roll out later this year. Imagine carrying your mobile phone into office and while it is sitting in your pocket, having it automatically exchange data with your PDA and desktop PC or setting your mobile phone down next to your PDA and checking e-mails without cords or wires. That is the goal of Bluetooth- a wireless synchronization technology invented by cellular phone manufacturer Ericsson. Bluetooth works automatically within a certain radius is relatively inexpensive and provides users with a simple way to manage all their devices.

5. VIRTUAL HR MANAGERS

With the introduction video streaming technology, the HR Manager has a powerful communication tool in his possession. He can stop shuffling video tapes and trying to gather employees in front of the TV for CEO’s monthly address. He can beam it to the PCs making it easier for employees to view video without leaving their desk. It is a useful tool for employee communication and training. In combination with webcasting tools, it is also possible to include an array of interactive capabilities, including chat, polling, graphics, and Q & As.

6. INTRANET MONITORING

The media is flooded with articles on internet security and internet misuse. Many organizations are installing sophisticated software to track down web sites an employee is accessing. The HR Manager has to formulate an E-Policy and give it widespread publicity. There are issues related
to discipline, corporate ethics that might come up due to increased use of internet and networking technology. The HR Manager has a crucial role to play in formulating and implementing internet policy.

How does transformation differ from change? Although essentially the approach is same, transformation is about starting over from an entirely new perspective. It requires, first and foremost, a change in mindset followed by change in processes, and finally a change in services. HR is being challenged to transform in order to:

1. Provide flexible alternatives to previously restrictive HR processes
   2. Visibly demonstrate value addition to the accomplishment of organization mission
   3. Improve individual and organizational productivity
   4. Provide change management strategies
   5. Partner with operational units to achieve goals and measurable success

To grapple with these challenges in future, HR technology can help.

 

Emerging role of HR for Business Profitability

Dr. Priya Kalyanasundaram 

Professor

Sankara Institute of Management Science(SIMS)

HR people were rushed off to feet with the directorial and administrative roles, and they once in a blue moon had time to explore tools that could boost their contemporary tasks and effectively make a massive constructive impact on the business success. The scenario continued over the years, and slowly reached a crisis saturation point when companies continually scale up and back, and get flooded with job seekers. This crisis situation have had a big impact on company profits – directly, through lost productivity, longer waits to fill positions, and higher recruiting costs; and indirectly, through lower company market value, reduced employee satisfaction, and poorer company image.

THE HR MACHINERY

One of the vital ways to enhance business effectiveness, promote value, and revenue is to empower HR machinery. In spite of the vast clerical workload, HR senior managers need to explore tools that will assist them coerce efficacies company-wide. This may engross spreading out of the current HR tools. Some first-rate examples of engineered tools that go beyond the nitty-gritty of advantage include the following:

Communication on-net – These tools provide far-fetched ROI, allowing employees to modify their statistic information, apply for time off, review company policy, review job postings and provide for employee suggestions and this results in increased effectiveness, improved the exactness of your data, and high employee morale.

E-Performance – Making it a paperless office, these tools help ensure timely employee performance reviews and provide a documented record of performance data, electronically, which is easily accessible by managers, HR, and senior management. This should be an important part of your risk management efforts.

E-Recruitments – In the down economy, companies were swamped with resumes. In the vast majority of cases, job candidates were ignored, most not even receiving so much as an automated “we have received your resume” e-mail. These candidates may now have a negative view of the company. Consider how they will feel when your recruiter comes knocking at their door in the changing environment, when candidates are harder to find. Among other features, applicant tracking systems, some with Candidate Access Channels, allow job candidates to enter/update their resume information, check the status of their submission, and feel they are getting more attention from your company.

Succession planning – Does your current workforce have the skills to meet future demands? Which employees can cover for key positions? Who is being groomed for management positions? With the retirement of the Baby Boomers in the not too distant future, we expect a huge labor shortfall, both in the number of people available to fill open positions and in the skills they possess. Companies should be looking at expanding skill development and training programs, as well as methods to motivate, reward and retain employees. You need to set strategies and plans for how your company will do business when the bodies aren’t there to fill all the jobs. Succession planning tools can help lay the plans for tomorrow.

Management for Objectives: HR Metrics – The new front line in HR is metrics. Metrics is a tool that allows companies to develop and drive corporate strategies through human capital information. Companies identify, track, and analyze key variables, by job function and business need, to highlight human capital trends and the interaction of key variables. Metrics provides a clear statistical perspective on human capital performance. Taken a step further, it provides a benchmark for management to measure itself against company goals and objectives, as well as industry standards. Further, metrics is presented in a language – numbers – that is easily understood by your CEO, CFO, and senior management throughout the company. Metrics can be implemented at all levels, starting with basic data, such as days to fill, cost per hire, and turnover rate, and progressing to more complex analysis such as employee satisfaction and quality of hires, which might involve a combination of factors and/or formulas to calculate.

Metrics has enormous potential as a business tool to:

• Analyze the impact of your HR programs and initiatives
• Develop HR strategy and align HR programs with corporate goals
• Link performance and compensation for key positions/roles
• Analyze department and company “health”

Compare company metrics to industry metrics. Companies have been slow to adopt metrics, although this tool can really link HR, operations and finance, allowing everyone to talk the same language and plan for the future.

OCCUPATIONAL BURNOUT

Dr.S.Sundararajan, Professor, SIMS

A study published in the Journal of Organization and Human Behaviour found that Indian employees, across a number of sectors, including IT, healthcare, hospitality, education, manufacturing and public service, exhibit signs of stress and being burned out. Another survey by a health services company, found that 46 percent of respondents (which included two lakh people from more than 30 major companies) suffered from some form of stress.

Seen in light of a 1974 study by American psychologist Herbert Freudenberger, this is particularly troubling. Freudenberger observed that employees working in very demanding jobs suffered from a combination of symptoms, both psychological (such as exhaustion and irritability), as well as physical (headaches and sleeplessness). He called this condition ‘occupational burnout’.

Today, employees across the world are struggling to strike the right balance – the goal is, of course, to maximise the productivity without allowing the job to affect physical and mental well-being.

Occupational burnout may be because of –

1. Living style
2. Habit
3. Not having proactive approach
4. Food schedule and contents of food (as we need intake of protein added food in morning in excess quantity and light carbohydrate food in dinner)
5. Worried about future (in terms of how to make a house, purchase a car by seeing his/her neighbor’s etc.)
6. Not updating themselves not in knowledge as well us technology (lethargic in nature)
7. Wish to become billionaire in one day …ha ha ha
8. Sometime not finding torch bearer for guiding them what is right or wrong
9. Sometimes indulge in leg pulling/ politics
10. Doing work on secondary research rather than primary.

We can add more causes on the said outcome that is occupational burnout

• Though, stress is the outcome of human behavior, some stresses like residual and positive pressure (e.g., exam tempo) play a positive role.
• Human behavior is the outcome of values and thoughts thereby generated.
• Values and thoughts shape the mindset.
• Mindset is affected by two things: internal (within a person: result of culture and values) and external (environment).
• Behavior of employers and employees, thus, is a mix of within and outside stress.
• In the case of both what is needed: transparency, accountability, mind openness, positive attitude.
• Absence of any one or more of these adversely affects one’s (employer and employee) performance.

Exercise minimizes the occupational stress. In BIG organisations, the management introduced

(i) Meditation

(ii) Yoga,

(iii)  Light sports,

(iv)  Gym and

(v)  Static cycling.

(vi) Meditative music changes mood from negative to positive. Power of music has been realised and applied by many BIG business organisations.

Top managers of the organisation do meditation and yoga after the office is over.  For them the facilities are indoor. Staff and workers do opt for exercises in gym. Static cycling too has contributed a lot in lessening occupational stress. In the organisation, where these have been introduced, productivity has improved and behaviour outcomes are encouraging. It has arrested excessive irritable behaviour. Attendance of staff and workers has improved.

I believe that problem with majority of Indian employees is that they have not developed any alternative interest/passion that is as strong as their work commitment that can relieve them of the stress generated during the work hours. Across the world organizations follow 40 hours/ week policy whereas in India we have 48 as the minimum and many employees have to put up much more than that.

Further organizations are failing to create a culture of mutual co-operation and understanding as also team work. These are normally stress busters. In Indian culture, an employee is supposed to be a 24 hours employee hence he/she has no personal space or time that is resulting into lot of stress. Though, stress is the outcome of human behavior, some stresses like residual and positive pressure (e.g., exam tempo) play a positive role.

Human behavior is the outcome of values and thoughts thereby generated.

Values and thoughts shape the mindset.

Mindset is affected by two things: internal (within a person: result of culture and values) and external (environment).

Behavior of employers and employees, thus, is a mix of within and outside stress.

In the case of both what is needed:  transparency, accountability, mind openness, positive attitude.

Absence of any one or more of these adversely affects one’s (employer and employee) performance.

With work pressure increasing as also the competition, we see even nuclear family has both husband and wife working and pooling their resources to manage and maintain their family and also plan out excursion where they don’t have luxury of Government allowance. Managers have to plan their work life and balance it so that they are able to relieve their stress and contribute to the organizations.

 

 

Intelligence to excel

Sankara Institute of Management Science      

Educational and developmental psychologist Howard Gardner has listed seven fundamental intelligences – linguistic, logical-mathematical, musical, bodily-kinesthetic, spatial, interpersonal and intrapersonal. In reality a complex of various intelligences is required to any profession. We cannot say that one type of intelligence will be enough to succeed in a profession or job. Multiple sets of intelligences are required in achieving success in higher level of jobs or profession. Most business leaders need this owing to their professional requirement. A breadth of knowledge, coupled with depth in the chosen field of specialization, is the requirement to excel.  Hence the success of the leader and the corporate depends on the level of multiple intelligences their leaders have and how they apply in the work environment effectively.

Self-employment and Entrepreneurship

-Dr.S.Sundararajan, Associate Professor, Sankara Institute of Management Science

 I think self-employment is vastly different from entrepreneurship. Self-employment depends on bankable contacts and marketable skills. Entrepreneurship requires a good business model, friends and family support and also young age (between 30 to 35years).  It is said that resource is never a constraint for an entrepreneur. There are also no specific traits of an entrepreneur except a burning desire to do something that is useful or good in the society. Self-employment can be lifelong. However, it does not build a durable organization. People in self-employment earn approx half the income as a regular employee for doing similar kind of work. Self-employed persons are likely to be exploited for long hours and low charges. There is also the uncertainty in the income streams.

Self-employment needs no Government support. Most people take to self-employment out of necessity and not choice. We find resources always in scarcity, when people say they can’t do or why they fail to do? They say it is because of lack of resources. Actually that’s the belief system. Many people started with lack of resources and succeeded as well. Resources can be accumulated in several ways and one has to keep trying for it. Lack of resources is not the actual reason for winding up of companies but I think it’s the lack of feasible idea and again a good idea which lacks proper implementation. After failure still we have an option to diversify our business in such a way that we don’t repeat such mistakes. Those who spend very less time in planning and more on execution, they end up with failure. I believe a wonderful business Idea/Plan with Optimism, Handwork, Honesty and determination are the actual resources which stockpiles all other resources. Entrepreneurs have learned a lot out of his mistakes but there is nobody to support him to rise again. As a result he has to sell his acquired experience to somebody else.

400 crores supply chain project for fruits, vegetables on the cards

                                                 Dr.B.Sudhakar, Director, SIMS

 

Shinunchonngam Jatak Chiru, Principal Secretary, Directorate of Agricultural Marketing and Agri Business, Tamilnadu, said.

Creating a robust value chain system at a cost of Rs.400 crores for the fruits, vegetables is on the anvil by the Government. Making organic links in agri supply chain management has become imperative. People have to be made part of the supply chain, ie, the farmers and they should enjoy the income and benefits of this initiative. This initiative by the government will help farmers to add value to their produce by grading and sorting. NABARD, State Government and NGO’s are working towards bringing in e-marketing to the agricultural products making conditions conducive for creating agri entrepreneurs. The outcome of the initiative is to make farmers become farm managers. Specialist in Supply Chain Management has become a sort after person in the industry, especially an MBA with Logistics and Supply Chain. Aspiring young graduates who are planning to do an MBA programme can look at career opportunities in this area and specialize in it. Sankara Institute of Management Science is an MBA college in Coimbatore offering MBA with Logistics and Supply chain Management Specialisation.

 

Constant Learning and Up skilling-the need of the hour:

• Dr.B.Sudhakar, Director, SIMS

In today’s corporate world technology has brought in lot of changes and so the processes of doing business has also changed and constantly changing. This has resulted in higher expectation of the corporate in the skill levels of employees. Current employees are expected to up skill themselves with needed certification and training to face the challenges of the corporate. Companies are looking towards employees to take initiatives to enrich themselves and adapt to the different situations emerging every day.  Learning has become a lifelong pursuit of people today and a culture of constant learning is needed.  Being the case with existing employees, the companies when recruit new resource are looking for people with different/ specialized skills which the organization does not have now. This is because they do not want to invest in time and money in training people rather gets people who are work ready. The budding managers of today have to understand this and work towards up skilling themselves to build a career.

Role of a Leader to build creativity among team Members

 Dr.Priya Kalyanasundaram

In today’s competitive environment leaders have to play a major role to motivate his team to be creative and think out of the box for ensuring the team to be effective and to solve the problems in an effective manner.

The following are the tips

• Supporting and building an innovative culture

Creativity is not a distinctive ability like other human skills the capability to be creative is only reliable if practiced often. Leaders need to play a close attention to the deadlines and the best way for breaking the cycle ids to allowing spaces within the organisational work structure. The organisation may conduct Friday or fun day projects where they can take teams to be away from their computers. The leaders can create a culture of innovation and creativity.

• Building a Knowledge sharing process

The best way to help each team member of the team is setting up opportunities for working together. Leaders get greatly benefitted from cross learning. This kind of knowledge transfer is beneficial for teams that are prone to working in isolation. Leaders can schedule a regular informal chats by going around to the team’s desk. A leader might not choose to offer a direct solution but can rather pair with another team member. Leaders can encourage team members. Creativity can also be nurtured by the leaders by setting up a time to share what they have learned with the team. So next time instead of starting from scratch there already exist a record of how the problem was tackled previously.

• Encouraging new tools and skills

Leaders have to ensure that their teams are exploring new tools and techniques that can help to manage their day to day work to perform well. Creativity is also dependent on how fluent one is with the latest technology as team tackles with new challenges the team has to educate themselves on which tools and skills can help them to achieve success.

• Promoting Change

Change is the part of organisational Development any leader who isn’t able to make the team comfortable won’t be able to do better .The more the creativity promoted the more likely we can unlock creativity within team members.   Leaders developing an attitude will help team members more comfortable in finding out a creative solution for their work problems.

 

Five Types of superiors you would never want to have

Dr.Priya Kalyansundaram, Professor, SIMS

A Gallup study found that around half of the employees leave their jobs because of their bad boss. “ Having a bad superior is bad for the employees in two ways first of all employees feel horrible during work and this misery also continues at home. One in five employees has experienced that their career hurt by their bosses. As per the study it is found that the employee with a bad manager performs at a level 20 % lesser compared to an employee with a good boss.

The horrible bosses who hurts the employee morale the most

• The Micromanager

Many times we may get a creepy feeling that someone is looking at you and it is your boss who has got some serious message for you or who wants to control your every aspect of work. It becomes highly impossible to take decision without his approval and every time you are expected to rework as would always have his inputs handy. It is better not to fight with your micromanaging boss as it worsens matters. Do not rebel against this kind of a boss and be tactful and don’t complain or ignore your boss directions.

2) The Crooked Politician

These type of bosses are visionaries and are highly skilled enough to know the steps they need to take to be successful they have social tact and the people who work for them are fooled by their charisma into thinking that they must be good people. This type of boss often sets the tone for what is considered acceptable but employees aren’t always as skilled in pulling off deviant behaviours. Sometimes they are the ones who get caught and face the penalties other effects for working under the crooked boss is becoming disillusioned and losing the passion for their work after they realize that their bosses cheated their way for their positions.

3 The Workaholic

As per the latest headlines bank interns falling dead after working long hours created a stir as it shouldn’t be a surprise that working under a supervisor who completely disregards work life balance is miserable. A workaholic boss is toxic for all employees as he expects everyone to work under same enthusiasm. So working under a workaholic boss messes up the work life balance of employees.

4. The Ghost

The ghost bosses are the one who is rarely found and hardly interacts with his team members. He comes for work, closes his office door and then emerges only after the work day is over. He doesn’t give any directions, guidance or help. The only time when the employee sees a ghost boss is when a crisis arises. This type of boss will remain silent till the last hour and one fine day you have to go form the company because of poor performance.

5. The Bully

Bully bosses are the ones who crave power and have no compunctions and going to any extent such as behaving aggressively for achieving their desires, they don’t care who they run over and are not guilty about causing harm to other. They are the one of the worst kind of boss employees can come across. However these actions tend to leave longer lasting wounds when abusive supervision continues for a long time.

 

MAXIMIZING WAREHOUSE SPACE BY MATERIAL HANDLING EQUIPMENT

Dr.D.SathishKumar, Professor

Sankara Institute of Management Science

Warehouse storage space is more expensive, it makes sense to make the most of the warehouse storage capacity to reduce carrying costs and increase material handling efficiency.

Making some changes in warehouse operations will pay off with big savings.

Forecast Accuracy and Inventory Management:                      

           Inaccurate forecast results in excess inventory that complicates warehouse inventory management. Modern forecasting tools include best-fit algorithms and take seasonality and planned promotions in to account. Improved forecasting will save money on inventory acquisition, handling costs and obsolescence.  An Effective ERP or inventory management solution will help by generating inventory requirements to reduce on-hand inventory without reducing customer’s service levels or increasing stock outs. Fewer inventories takes less space and overall warehouse storage management performance will improve.

Effective Warehouse Layout Design

            Analysing the physical characteristics of the warehouse, the materials to be stored and the material flow, design the warehouse to optimize storage. Materials which are picked at regular intervals are stored near the entrance of the warehouse to minimize travel time within the warehouse. Small and large items should be stored in different racks to optimize shelves spacing and minimize the chance of losing.

Effective Space Utilization:

           Warehouse space management to be viewed in all directions. The right industrial storage systems can be implemented instead of adding more space to the warehouse. The right warehouse storage systems make all the difference in operational efficiency.

Improving Warehouse Material Handling Equipment:

        The right material handling equipment can increase productivity and improve safety for the warehouse. The choice of the material handling equipment should be based on the warehouse design. Material handling equipments is the key to operational efficiency for the warehouse. Trained team members are advised to operate the materials and maintain regularly.