effective people communication

8/2/2019 Effective People Communication

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EFFECTIVE PEOPLE

COMMUNICATION &

INFORMATION

Understanding The Importance Of

Employing suitable people as wellas communicating & Presenting

Information at Brookside Ltd.



George Banda Page 1

Task 1A

Describe what recruitment, retention process and documentation Brookseide

Ltd will use to recruit new staff

Recruitment

There are various types of recruitment options, including newspapers, recruitment websites, job

fairs, temporary agencies and human resource departments. The use of outside agencies and

recruiting companies allow HR professionals and managers to handle more in-office business.

This saves companies a lot of time and money in their search for star candidates.

Company Website

Brookside Ltd may recruit employees by posting a job search or listing on the company website.

This will allow the recruits to read the job descriptions of each job before they apply for the

position. If potential candidates feel they can do the job, they can then apply to Brookside

directly, by filling out an application, and attaching a resume, cover letter or any other required

documentation. Some employers give a contact person versus allowing the recruit to apply

online. The contact personnel can then contact the recruit and go into more depth on the vacant

position.

Temporary Agency

A temporary agency helps employers recruit, without having to take time out of their busy

schedules. Employers will tell the temporary agency the type of employees they prefer, and all

the specifics of the job. The temporary agency then posts for the position, or goes to a pool of

applicants on file. The temporary agency representative will administer any test that the

employer requires with the employees, and conduct interviews. The temporary agency rep willsend over the employee she feels will best suit the position to either work or conduct an in-house

interview.



George Banda Page 2

Newspapers

Newspapers play a significant role in recruiting employees. Employers will advertise open

positions. This helps keep the interviewing process down, because prospective candidates will be

given a contact email or address to send their credentials, and recruiters can weed through the

resumes, then conduct interviews when they find the best suitable candidates.

Web Recruitment

The Internet is playing a major role in employee recruitment. Sites, such as Career Builder, Hot

Jobs, Indeed and Monster, allow companies to post job listings for vacant positions. Some sites

even allow the recruits to create their own profile, where they will post their resume and other

employment specifics online, and employers can view these profiles without conductinginterviews. This helps the employers find the best possible candidate for the position.

Job Fairs

Job fairs allow businesses to send company recruiters to the event, usually in a venue that holds a

large capacity of people, and find employees to come on board with their company. These job

fairs are advertised on the radio, in newspapers and online. Employers set up booths or tables and

have pamphlets and other company information, and pass out business cards to prospective

employees.



George Banda Page 3

Retention Process

Companies always are trying to increase their rates of employee retention, because finding,

hiring and training new employees can become a drain on company profits if it happens too

frequently. Employees might leave a company for a number of reasons, including bad

management, a demoralized work environment, unsafe working conditions or a better offer from

another company.

Hire the Right People

Problems with employees can begin the day they are hired. If you hire someone who is not right

for your organization, you are setting yourself up for problems. This doesn't only apply to

education or technical skills, but also to personality, as well. There is room for diversity of styles

within a company but only up to a certain point. A new employee needs to have the right "fit,"

both professionally and personally, to fit in with the existing way of doing things at the company.

An extensive hiring process that involves multiple interviews can help to ensure that you are

hiring the right people.

Treat Employees as Individuals

Nobody likes to be treated like a number. If you run a large organization with many employees,

you might be pressured by work and time pressures to neglect the individual needs and

preferences of your employees. If you do this, don't be surprised if they begin disappearing.

People appreciate being treated as people, and your efforts to do this as an employer will not go

unnoticed. Greet your employees by name, do what you can to customize the work environment

to their preferences and assign tasks that are appropriate to individual strengths and interests. To

do any of these things, you need to take the time to know your employees.



George Banda Page 4

Offer Good Pay and Benefits

However much an employee might love her job, chances are that she is there primarily for the

money. If she is offered a position elsewhere with substantially higher pay or benefits, she might

make the jump. The best way to avoid this is to pay your employees enough that your

competitors are not likely to outbid you. This can be a drain on company resources and

obviously cannot be taken to extremes. At the same time, highly paid employees will tend to be

more motivated and productive, thus creating more wealth for the company that can be put into

high wages.

Create a Positive Corporate Culture

Many employees who leave their job cite incompetent management and a stressful work

environment as their main reasons for jumping ship. Even with good pay and benefits, a

workplace can be an unpleasant place to spend 40 hours a week if it gets overrun with negativity,

unhealthy competitiveness or backstabbing. If you manage a workplace, set a good example by

being open and friendly with everyone and encourage the importance of a positive and

welcoming workplace. Employees who enjoy their workplace and their coworkers will be more

likely to stick out the tough times at a company rather than looking for a better offer somewhere

else.



George Banda Page 5

Documentation

Employee documentation is important for several reasons. Documentation justifies employment

actions, from recruitment and selection to resignation, retirement or termination. Training and

development and compensation and benefits are parts of employee documentation as well.

Maintaining accurate and complete documentation supports human resources objectives, such as

succession planning and promoting from within. Employee documentation, when prepared

carefully, confidentially and according to company policies, is the backbone of a human

resources department.

Recruitment and Selection

Even if your recruitment and selection process starts with online application submission via an

applicant tracking system, documentation is still an important component of the hiring process.

At a minimum, the hiring process includes preliminary telephone screenings, face-to-face

interviews and interviewer evaluations. Documentation is essential to this process--taking notes

during personal interviews is practically a requirement to help make a wise hiring decision. In

addition, if you want to pass along a candidate's qualifications to another hiring manager, it helps

to share your interview notes. Interview notes contain your personal assessments and opinions.

Therefore, unless notes from the recruitment and interview process contain test scores or restate

certain facts about the candidate's skill set, this type of documentation does not usually become

part of the personnel file. Importantly, employee documentation also substantiates employment

eligibility.

Employee Training and Development

Documenting employee performance is important for maintaining job satisfaction, productivity

and engagement. Your performance management system includes a number of components, such

as job descriptions, informal feedback, training, disciplinary action and annual performance

evaluations. All of these components require documentation for your performance management

system to stay on track. Lack of documentation is close to lack of communication in this area.



George Banda Page 6

Employees depend on feedback to inspire motivation and raise employee morale. Without

documentation, employees lack the tools necessary to meet the employer's expectations.

Compensation and Benefits

Employee documentation is an essential element of your compensation and benefits structure.

Without this type of documentation, it is impossible to track employee wages, merit increases,

year-end bonuses and mandatory and voluntary deductions. Documentation also maintains

employee benefits status, such as health care options, dependent care and flexible spending

accounts. The payroll division records much of the employee documentation in this area;

however, your privacy officer has exclusive access to all medical-related documentation to

preserve the confidential nature of employee information.

Employment End

When an employee's tenure with the company comes to an end, documentation is extremely

important. Regardless of the reason, you must prepare and file paperwork that documents this

employment action. If you terminate an employee, documentation will justify your decision.

Employee discharge related to poor performance, policy violations or gross misconduct require

documentation to support the involuntary termination. Should the employee decide to file a

complaint for wrongful discharge, documentation can protect your company assets if the

complaint escalates to litigation. If an employee retires or resigns, documentation is necessary

for continuing health and income benefits.



George Banda Page 7

Task 1B

Describe the main employability, communication and personal skills required

for the people applying for a Human Resource Management job role at

Brookside Ltd.

Skills

A human resource manager needs to possess strong verbal and written communication skills. She

should be motivated, highly organized and an accomplished problem solver. An HR manager

should be able to identify her company's needs and recruit and hire accordingly. She frequently

interacts with upper management, and must be able to work well independently and as part of a

team.

Human resource managers oversee the human resource department and in larger companies such as

Brookside Ltd, they supervise subordinate workers in the department. The department will be

responsible for developing and managing employment programs such as defining the work

responsibilities and tasks for various job positions; developing job evaluation programs and

developing tests for employee assessments. This means that the human resource department must

work in close association with other departments in Brookside Ltd in order to assess personnel needs.

The human resource department may also come up with reward and retention strategies to help the

Brookside Ltd retain top performing employees. The department may also be responsible for

orientation and training programs to help new employees integrate well and settle within Brookside

Ltd. Compensation and benefits packages may also fall under the purview of human resources

Effective oral and written communication skills. The employee should be able to communicate

with colleagues effectively and there should be an understanding between them.

A worker with strong time management skills may be able to speed up the pace of progress

in the workplace and avoid lost productivity due to wasted time or poor prioritization.



George Banda Page 8

Task 2A

Outline electronic and non-electronic methods for communicating business

information using examples for different types of audience.

Landline and Cellular Phones

Telephone communication remains primary in business communication. Whether making the

sale or scheduling a follow-up, the phone conversation has the ability to reaffirm confidence that

other types of communication cannot. With the increased use of cellular phones, it is safe to

assume that your client will have access to a phone, even when other types of communication are

unavailable.

Webcams, Internet Calls and Conferencing

The advances of the Internet now allow businesses to take the telephone call one step further

with webcams and Internet calling. Not only does Internet calling allow for a more clear call

sound, but it also allows you to see and interact with your caller as if he were in the room. This

technology allows immediate interactions when you need to show or present your caller with

something you are unable to send electronically. It also allows for more productive meetings and

conferences with multiple callers who need to provide immediate responses to the matters at

hand.

Email

Email has been developed into a prime form of business communication and allows for a fairly

swift issuance of information. It allows you to send and receive documents, proposals and

presentations in a timely fashion. Even options such as scanning and imaging allow businesses to

send signatures and contract information in light speed. It also allows you to maintain a copy of

the information sent and received for reference and records. Businesses use email as a way to



George Banda Page 9

market new products and services to customers, both current and prospective. In addition, it is

used as a form of communication with customers for service and sales.

Instant Messenger and Text Messaging

Instant messenger and text messaging have emerged as strong and reliable types of

communication. Providing instant connections and real-time responses, these forms of

communication are ideal for interoffice communication and business travel instances. Emerging

as an ideal interaction for customers seeking service or answers to questions, instant and text

messaging will find itself in the forefront of business communication.

Blogging, Internet Chat, Social Pages and Virtual Worlds

Internet options have branched to include blogging, Internet chatting, social pages and virtual

worlds. Analysis shows that people are participating in these online communication forms in

record numbers. Strong marketing and service analysis shows that people, especially customers,

provide clear opinions on products and services online. Businesses now recognize that there is a

void that their responses, products and advertising can fill. These types of communications are

emerging as a successful and inexpensive branding option.

Faxing

Although faxing is not the most selected form of communication, it remains a solid force of

communication in the business world. Faxing allows for a swift sending of documents and is

readily available throughout businesses of all sizes. Although this form of communication

eliminates immediate responses and results in a substandard appearance, it is a clear option for

sending signature documents and forms.

Mail

Mail carriers are of great important in the business world. Although delivery and receipt cannot

be immediate, businesses use mail to send products and documents to other businesses and

customers throughout the world. It is used to communicate, market, sale, service and confirm.

Unlike other types of business communication, it provides the recipients with original hard

copies and tangible products.



George Banda Page 10

Whether standard or electronic, the types of business communication are flourishing. Weighing

the pros and cons of their use as it applies to your company is important. Each company must

establish communications to fit the company and its customers. Successful companies will also

recognize changes in communication and adapt as needed.

Age & The attention span of people.

Most people who are younger can concentrate for less time whereas older or more educated

people can focus or listen for a longer period of time. Younger people respond more to videos,images and PowerPoint presentations, whereas older people can read for a long time such as

reports etc.

Age, gender and ethnicity to illustrate your explanations

This a good way to interact with the audience by reflecting on their ethnic background, interest

and their experiences. Also draws from the experiences of men and women in a positive ways.Special needs of audience Accessibility Large fonts in leaflet should be used for people who are

partially sighted and colors like green and yellow should be avoided due to visually impaired

people.

People who need to lip read should be sat at the front so the speakers can face towards them.

Some people who have mobility problems, such as wheel chairs need to have enough space to

come so therefore chairs along the side should be removed.

Newspapers are another way communicating non electronically and a wide range of people canaccess and communicate. Here the problem is that is limited to the literate people so the illiterateones will not understand.

Memo and letters

This is a good way communication to people. This can be used to communicate with a certain

individual/individuals. This is a good way of communicating as the information beingcommunicated can be stored even for future reference.




Task 2B

Provide information selected on staff retention from three sources andmanipulate it, adhering to legislation for business purposes.

The importance of staff retention

Although a moderate level of staff turnover can be good for a business, every organisation needs

to have a strategy in place to retain the high performers that give it a competitive edge.

The cost of not doing so can be severe, as high employee turnover can be very costly. It lowers

internal morale and it could harm an organisation's external reputation and cost it business.

It's essential to try to understand more about the reasons why people are resigning. There may be

positive reasons such as an attractive new job or a chance to reshape their lifestyle by working on

projects outside of mainstream work. However, more likely is that their departure signifies some

dissatisfaction with the present job.

Main reasons people leave a job

According to research the most common negative reasons for leaving a job are:

Poor salary and benefits

A lack of training and development opportunities

Dissatisfaction with management

Unfriendly colleagues

Horrendous journey

Lack of work/life balance




While companies do conduct 'exit' interviews to try and ascertain the reasons behind a departure,

because of the necessity to obtain a decent reference, people often tone down or completely

fabricate their reasons for leaving. However, analysing the data can provide valuable feedback to

improve staff retention.

Methods to find out why staff are leaving include:

Confidential attitude surveys.

Questionnaires sent to former employees around six months after their departure.

Exit interviews

Ways to improve staff retention

Improved staff retention should be the result of adopting a mix of the

following:

Ensure those being recruited have a more realist idea of what the job entails.

Improved career development opportunities.

Effective appraisals

Strong diversity policies.

A practicable means of dealing with bullying.

A good work/life balance.

A mechanism for staff to register dissatisfaction, whether it be appraisals, grievance proceeding

and so on.

Leadership training for managers.




The ultimate aim should be to make every employee feel valued and proud of the work that they

do. To develop a work culture that encourages diversity and creativity. There should also be

effective anti-discrimination policies in place that promote flexible working, where possible.

Adopting a strategy for staff retention is not easy but it will greatly benefit your organisation.

References

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