HUMAN RESOURCE PLANNING & HUMAN RESOURCE AUDIT

HRD Audit methodology observation

Presented byPalak D. Barot (03) Presented toProf. Rahul Dalvi

Introduction

What is HRD Audit?

Is a comprehensive evaluation of the existing HRD

Structure, Strategies, Systems, Styles, Skills/Competencies& Culture

In the context of the short- and long- term plans of a company.

HRD Audit

Audit is like weekly/monthly/annually health check up It plays a vital role in installing a sense of confidence in the management and HR functions of an organization.

Scope of HRD Audit

Encompasses all the areas like

Manpower

planning Goals, policies and objectives Promotion and transfer policies Performance appraisal systems Training and development functions

Why do most of companies want HRD Audit???

1.

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To make the HR function business-driven To take stock of things & to improve HRD for expanding, diversifying & entering into a fast growth phase For promoting professionalism among employees and to switch over to professional management To find out the reasons for low productivity & improve HRD strategies For growth and diversification

Methodology of HRD Audit

Examines the adequacies and inadequacies of HRD structure, staff and their competencies, line managers and their attitudes, top management and their support, unions and their role in competence building for future Suggests mechanisms for improving all these in the business context

Different Methodology of HRD Audit

Individual interview Group interview Work shop Questionnaire method Observation

What is observation?

Way to look at the things as they exist. Involves uses of various senses Classified under different categories.

Observation categories

Physical facilities and living conditions Meetings, discussions and other transactions Celebrations and other events related to organizational life and culture Training and other HRD-related facilities

Forms, formats, reports and manuals

Physical Facilities and Living conditions

Good work environment with good work technology Necessary tools for effective functioning Motivational value

Contd..

Objectives

To assess the current status

Physical

layout of the factory and the work environment Work conditions and work facilities Record-keeping and filing School and other educational facilities Hospitals and medical facilities Canteen facility Transportation and other conveniences Sports, games and other facilities

Meeting, Discussions and transactions

Based on assumption that participants has a motivational value and groups always contribute greater value than individuals put together. Improves productivity Observation of a sample of people in group Right atmosphere need to be created for effective functioning
Contd..

Specialized sessions

Performance appraisal and counselling sessions Conflict-resolution sessions Union negotiation and meetings Training need identification sessions Classroom sessions

Contd..

Guidelines for Evaluation process:

Observations Meant to evaluate the purpose
Do people come adequately prepared for meeting? Are the objectives clear to all? Do people share the goals? How well are the meetings being coordinated? Are people participating well? Is the leader of the meeting sensitive to individual differences in participation and other group dynamics? Do people listen to each other? How are conflicts being handled? Is the meeting waste of time or its adding value?

Celebrations and Events

On an average every employee spends more than 60% of his waking life in the organisation everyday. Organisation is his/her 1st home Important for organisation to ensure that his/her personal and social needs are attended to Observed to assess the motivational and culturebuilding value
Contd..

Types of events that can be observed

Annual day Cultural events Sports days Opening ceremonies of any new facilities, departments, etc. Celebration of festivals Birthday and other similar celebrations Celebration of accomplishment
Contd..

What to observe?

Participation Organizational aspects Status differences Ceremonial roles of top management

Is it helping people to get closer and develop a WE feeling?

Training and other HRD facilities

Systematic learning and competency building of organization's employees Creates a right mindset for change Determines significant extent whether learning will be productive or waste of time

Contd..

Arrangements to be made for T&D

Ambience of the training Training rooms facilities Library facilities Meeting and discussion rooms facilities Classroom facilities Administrative facilities Audio-visual facilities Seating arrangements and their convenience

Forms, formats, reports and manuals

Written material indicates lot about the character of the company

Well developed annual reports are an indicator of the external customer orientation and internal documents indicate the internal customer orientation

Language used can be used for understanding the culture of the organization

1st signal to new entrant or visitor to the organization

Checklist of documents can be used for observation

Contd..

Documents to observe

Annual reports Appointment letters Transfer letters Training, evaluation and follow-up formats Product information brochures Company information brochures Newsletters Manuals Notices on notice boards Posters, memos, announcements Appraisal forms Application forms for recruitment Joining formalities for new inductees

Contd..

What to assess?

Do they produce a sense of belonging? Do they communicate a sense of respect? Are they professional or bureaucratic in terms of language and explanations? Are they clear in their objectives? Are they readable and communicative?

How are they organized and displayed?

Are they genuinely intended to serve some purpose or merely routine? Are the informative or hiding details and prone to rumours?