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Role of Personnel Manager

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Personnel Management

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With the increasing importance of the human aspect and growing intricacies in the management of labour issues, the place of personnel management in the management set up in any organization is very important. In every organization, a separate department is set up as personnel management in which a personnel manager is designated as the head of the department.

According to Flippo, ‘Personnel Management is planning, organizing, compensation, integration and maintenance of people to contribute to organizational, individual and societal goals.


Role of The Personnel Manager

Human resources are one of the most important and true assets of any company. Retaining this asset should be of prime importance for the company. Here, a personnel manager plays an important role as he or she is the link between management and employees. 

His role can be summarized as:

  • He becomes a counsellor whenever required. He counsels the employees with the issues and grievances that they are facing which is affecting their productivity.

  • He acts as a representative. Since he is in direct contact with the workers, he becomes a spokesman in committees. He heads the company during training programs as well.

  • He is an advisor to the line managers and assists them in dealing and solving various personnel matters of the staff.

  • The policies of the personnel are formulated effectively by the personnel manager. Hence, he is providing assistance to the top management.

  • He acts like a mediator - A linking pin between employees and management.

  • He ensures consistent administration of the personnel policies of the organization.


Functions of A Personnel Manager

The main four functions of a personnel manager are as below:

  • Planning of Manpower

  • Recruitment 

  • Selection

  • Training and Development

Manpower Planning

Manpower planning is also termed as human resource planning. It involves ascertaining the right number of people required for the right kind of job at the right place and at the right time that fulfils the goals of the organization. Human resource planning should be a systematic approach to be effective. A procedure is set out for this. The procedure is as follows:

  • Study of the current manpower inventory

  • Forecasting of required manpower for future

  • Developing manpower programs

  • Designing training programs

Recruitment

Recruitment is an approach to haunt the future employees of the organization and stimulate the right and qualified people to apply for the opportunities open for them in the organization.

Recruitment is of two types:

  1. Internal Recruitment

  2. External Recruitment

Internal Recruitment

As the name suggests, this type of recruitment takes place internally, within the organization. Sources for internal recruitment are readily available to an organization. The sources can be transfers, re-employment of the ex-employees and promotions. Internal recruitment is advantageous as the current employees get motivated with a better opportunity or promotion given. However, the downside of internal recruitment is that it refrains the new talent outside the organization and all the manpower cannot be filled through internal recruitment. Hence, the organization needs to hire manpower from outside.

External Recruitment

External recruitment means recruiting or hiring from outside the organization. This kind of recruitment involves a lot of planning, time and money. The different sources from which external recruitment can happen are advertisement, employment agencies, recommendations, educational institutions, etc.

Selection

How well an employee performs and an organization's success depends on how effective the selection process is. The selection process is the process of narrowing down the most suitable and qualified employee for the job opening in the organization. An organization saves a lot of money and time in training when it hires the right candidate for the right job.

The employment selection process takes place in the following order:

  1. Preliminary Interviews: This process involves removing unqualified candidates who do not meet the required criteria for the job opening in the organization. Preliminary interviews are also called screening interviews.

  2. Application Blanks: This is the next process for those who clear the preliminary interview. They are asked to fill the application blanks. It has the data record of the candidates such as name, age, previous employment details, qualification, etc.

  3. Written Tests: This is the process where a candidate’s aptitude is tested. The written test involves testing their reasoning skills, their knowledge on the subject given, personality traits, etc.

  4. Employment Interview: This process is a one-on-one, face-to-face interview with the potential candidate. A panel of interviewers from the organization discuss with the potential candidate to assess his personality and to know if he is best suited for the required opening in the organization. This should happen with utmost honesty from the interviewer’s side and the judgment should be unbiased.

  5. Medical Examination: Once the candidate gets selected in the one-on-one interview, he or she should undergo the medical test to make sure he is physically fit for the job given.

  6. Appointment Letter: After the reference check of the employee is done, a formal appointment letter is handed to the employee which contains details like the package, benefits from the company, leave policy, joining date, etc.

Training and Development

Training and development is an on-going and never-ending process in the organization. However, a new employee gets a thorough training on the skills and knowledge that is specifically required for the job that has been offered to him. The company trains the employee to enhance the skills and capabilities to do a particular job. Training increases the productivity and effectiveness of the employee. This process involves a lot of planning, money and time.

FAQ (Frequently Asked Questions)

1. What are the 4 levels of Management?

Ans: The four levels of management include:

  • Top-level Managers

  • Middle Managers

  • First-line Managers

  • Team Leaders

2. What is the difference between Personnel Management and HR Management?

Ans: Though HR management is similar to that of personnel management, yet they hold some differences. These differences are:

  • HR management is a much-advanced form of personnel management. HR management is specific management of the human resources of any organization. The primary focus of the personnel management is towards the welfare of the employees and maintaining proper relations of the employees with the organizations. Whereas, the HR management concentrates upon motivating and developing leading to the proper maintaining of the human resource. 

  • The HR management concentrates more upon the administrative functions while the personnel management satisfaction is attained through personnel function. 

  • The personnel management aims towards increasing business and the HR management concentrates upon the productivity and work culture of the organization.