After indentifying job analysis, job description and job specification, the company needs to reach to design an advertisement for their recruitment. There are different ways to advertise such as via newspapers, internet, TV and so on. However, newspapers and Tv is one of the most popular. The company can advertise on some popular media such as: newspaper “Thanh Nien”, “Sai Gon economic”, “Tuoi Tre”; nation channel VTV 1, VTV 3, VTV6…This will help the company appeal to a much wider audience, get a bigger cross section of people from different backgrounds. Besides, job advertisement also gets the company’s brand name become more popular to the customers. Job advertisements should aim at procuring a small number of well-qualified candidates quickly and as cheaply as possible. ( See Advertisement on Appendix 1)
Task 1b, 1c: Suggest suitable methods for selection and contribution to the selection process
Selection process is the choosing from a number of candidates the one most suitable specified position. To get highest result, the manager must decide the suitable and exact of candidates. There are many methods that we can sort out and choose these candidates who the most suitable to invite them for interview. Methods of selection include the following:
- Application forms: This method is used to review all records of candidates such as Application form, CVs, Certificates…
- Online screening and shortlists: It reviews, screen candidates’ knowledge, skills by online checking.
- Interviews: This is most popular methods of selection. You can use 10 methods of interview to select candidates.
- Tests: Test methods include Ability testing, Aptitude testing, Personality test
- References: Involves assessment of an individual by a third party, usually a former work colleague or boss.
- A group selection method is a method of recruitment and selection. It include 3-5candidates who discuss about a topic or some ones given by employer.
- Work samples involve an individual or group of candidates completing exercises that they would be required to undertake as part of the position.
- Assessment centers: Assessment centers provide an opportunity to review and assess the performance and ability of candidates in a variety of ways including individual and group exercises, case studies, role- plays, and presentations.
Effective selection can be done only when there is effective matching. By selecting best candidate for the required job, the organization will get quality performance of employees. By selecting right candidate for the required job, organization will also save time and money. Proper screening of candidates takes place during selection procedure. All the potential candidates who apply for the given job are tested. Selection involves choosing the best candidate with best abilities, skills and knowledge for the required job. Selection process of the candidates involves an extensive 4 way process which includes:
- Step 1: Filling of application form
- Step 2: Checking the references
- Step 3: Written tests
- Step 4: Interview
Firstly, all the candidates are required to fill an application form which includes basic information about the individual e.g. name, address, age, sex, education, work experience, interests, hobbies, references etc. It’s basically like a bio data. Once, the application form is duly filled by all the candidates, the candidates not suiting the requirement of the job are short listed and those who are apt are further undergone with the process.
In the second stage, the references, which are given by the candidates, are checked via telephone, mails or sometimes by personal meetings.
In the third stage, there are certain tests, which the candidates need to qualify such as aptitude test, specialization tests, knowledge tests, IQ test, physiological tests etc. These tests are conducted because the company generally requires highly qualified personnel suiting the requirements of the jobs. Once the tests are conducted, those who qualify the tests are called for personal interview.
This is the last stage for selecting the employee. It includes an extensive interview of the candidate by a jury panel. It’s a detailed interview considering all the aspects of the job for which the candidate is suited. Each and every aspect of the job is considered and discussed upon. Sometimes more rounds of interviews also may be carried out to further short list the candidates depending on the nature of the designation of the job.
Selection is the process of evaluating the qualifications, experience, skill, knowledge, etc, of an applicant in relation to the requirements of the job to determine his suitability for the job. The selection procedure is concerned with securing relevant information from applicants and selecting the most suitable among them, based on an assessment of how successful the employee would be in the job, if he were placed in the vacant position.
The selection process has two basic objectives:
- To predict which applicant would be the most successful if selected for the job
- To sell the organization and the job to the right candidate.
The selection process is based on the organizational objectives, the job specification and the recruitment policy of the organization. The various selection processes are initial screening, application forms, selection tests, group discussions, interviews and reference checks.
In the selection process, being the project manager of the promotional plan, I have to meet regularly with all people involved such as Human Resources manager to ensure quality in the process. First, I must start by locating the organization’s policies and procedures for selection. Secondly, I have to prepare a plan for supporting HR department and line managers in an upcoming recruitment event in the organisation, or a plan for ongoing support for all recruitment activity. Thirdly, I will interview key positions such as marketing specialist, IT specialist. Besides, I will make a list of other position which will be interviewed by Human Resources Manager. In this case, the recruitment will affect directly to the success of the new products. Therefore, the project manager plays a very important role in the selection process.
Task 1d: Apply legal, regulatory and ethical considerations to the selection process
Legal, regulatory and ethical considerations play an important role in the selection process. Over the years, the government has created laws to provide a framework between employers and employees. A number of these laws relate to diversity in the workplace. These are designed to make sure everyone has the same opportunities. These laws set the minimum standards that businesses must comply with.
First of all, labor contract is an agreement between an employer and an employee which sets out their employment rights, responsibilities and duties. These are called the ‘terms' of the contract. In order to have a labor contract that can ensure the right of both parties the company and the employees; the company has to study all about Labor Law of Vietnam, which is governed by the Labor Code of the Socialist Republic of Vietnam. Vietnam has been integrated into World Trade Organization (WTO), so, Labor Law in Vietnam is also following Labor Law International. Labor Law defines the rights and obligations of the employee and the employer, the labor standards and the principles for labor use and management, thus contributing to the promotion of production. Therefore, it plays an important role in social life and in the legal system of the country.
Inheriting and developing the labor legislation of our country since 1945, the Labor Code institutionalizes the renewal line of the Communist Party of Vietnam and concretizes the provisions of the 1992 Constitution of the Socialist Republic of Vietnam on labor and on the use and management of labor.
The Labor Code protects the right to work, the interests and other rights of the employee. At the same time it protects the legitimate rights and interests of the employer, thus creating conditions for the establishment of harmonious and stable labor relations, helping to develop the creativeness and talent of the intellectual and manual workers as well as of the labor managers, in order to achieve high productivity, quality and social progress in labor, production and service, efficient use and management of labor, thus contributing to the industrialization and modernization of the country in the cause of bringing prosperity to the people and strength to the nation and building a just and civilized society. The labor law of Vietnam has 17 chapters and 198 articles which related to aspects such as salary, general provision, employment, labor contract and so on. Take a case in point, on Resolution No. 60/CP December 27, 2004, the Article 107 of the Labor Code was amended as follows:
Employers are responsible for the compensation for workers with occupational accidents or occupational disease:
- At least the salary for 30 months and allowance (if any) for employees has been reduced working capacity by 81% or for relatives if workers die of occupational accidents and occupational diseases without fault of the workers. In case, if fault belongs to the employees, the benefits are also an amount at least the salary for 12 months and allowance (if any).
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At least with 1.5 months of salary and allowance (if any) for people with working capacity decline between 5% and 10%. If it has been reduced working capacity by over 10% to fewer than 81 %, there is 1% plus 0.4 months of salary and allowance (if any) if there is no fault from the workers. Where the fault of the workers, is also subsidized an amount at least equal to 40% of compensation are regulated by the corresponding rate above.
Besides, maximum age for employment is 55 for men and 50 for woman. The working time is 8 hours per day and 6 days per week. If the employees work overtime, the company or the employers have to pay extra money for the employees follow time that they work.
The success of the new product Ringing Star S213 Touch Phone in Vietnam will depend on the promotional plan of the team. Therefore, the company has to policy selected for jobs and recruitment candidate’s suitability. Employers should only discriminate according to ability, experience and potential. All employment decisions should be based solely on a person’s ability to do the job in question; no consideration should be taken of a person’s sex, age, racial origin, disability or marital status. Discrimination against various groups in an organization has been made unlawful and legislation, which relates to equal opportunities and discrimination include the following:
For Rehabilitation of Offenders Act: it is contains a table of the time intervals that must pass by before a conviction becomes spent. It is unlawful for an employer to deny someone a job solely on the grounds that the applicant has a spent conviction and if the person is asked to declare on an application form whether he or she has a criminal record, the applicant is legally entitled to ‘forget’ about ever having been convicted.
For the Disability Discrimination Act: this legislation introduced new rights for disabled person in the areas of employment, education, public transport and access to goods, facilities and services. It provides for disabled people not to be discriminated against in a variety of circumstances including employment.
For the Equal Pay Act: is intended to prevent discrimination between men and women with regards to the terms and conditions of employment.
For sex, the Sex Discrimination Act renders it unlawful to make any form of discrimination in employment affairs because of marital status or sex. Employers are liable if their subordinate’s discrimination is also unlawful. It is also covers unfair discrimination against people who are married.
For race, the Race Relations Act: the term ethic has been held to be much wider than race. It uses a broadly similar approach to that of the Sex Discrimination Act and uses the same categorizations of direct and indirect discrimination and victimization.
Task 2a: Identify the mix of knowledge, skills and experience necessary from the team members to accomplish the project
A team is any group of people organized to work together interdependently and cooperatively to meet the needs of their customers by accomplishing a purpose and goals. Teams are created for both long term and short term interaction. The characteristics of a team is that its members voluntarily co-ordinate their work in order to achieve group objectives. Teamwork is essential for competing in today’s global arena, where individual perfection us not as desirable as a high levels of collective performance. Working teams can be rewarding, but at times it can be difficult and downright frustrating.
In this case, the requirement of the company is built up a team to design a promotional plan for new product of the company. Therefore, the role of this team is very important and it affects directly to the success of new product of the company. Each member of the team must suit to the requirement about work experience, skill and knowledge.
Work experience is one of the most important characteristics the affect the performance of employees. In an ever increasing competitive market, work experience is very necessary. If the employees have more work experience, they can understand more about their work and give out good suggestions and ideas. Besides, experienced employees can understand clearly about the world of work and an awareness of their own skills and abilities. Work experience allows theory and practice to be closely linked. This relationship is essential to higher education especially in this field. Moreover, experienced employees can use work experience to build on their strengths or work on their weaknesses. Understanding strengths, skills and interests will help the employees work more effectively.
Knowledge is usable information. We can see knowledge as a personal capacity like a skill, experience and intelligence. Team knowledge are high effective at generating, accessing, knowledge, skill and experience necessary to address issues and exploit opportunities can achieve the advantage of over competitor.
First of all, in this case, the members of the team must have knowledge about Vietnam Law. This is very important when they need to do a contract with customers or others company. Besides, before giving a decision, the member of the team has to consider whether it follows the law or not in order to prevent from fine and litigation.
Secondly, the members of the team must have good knowledge about the products. With the sales promoters, they must have basic knowledge about the products such as its usage, benefits and price. The customer relation engineer has to know all things about the touch phone in order to solve all problems given by the customers. Besides, the market researcher needs the information about the phone to indentify effectively and rightly who is their main competitors in the market.
Thirdly, Ringing Star S213 Touch Phone is new to the market so the members of the team has to have knowledge about Vietnamese market and the buying behavior of the customers in order to have an effective promotional plan that suit with the culture and living condition of Vietnamese people.
Finally, the members of the team must have basic knowledge about IT technology such as using Microsoft Word, surfing the Internet, using mail and so on. In these days, technology plays a key role in the success of the company. Therefore, the members of the team must be able to use and apply new technology in their work effectively.
Skills are also the most important. First of all, team often deals with problems. Sometimes, it appears, that's the whole reason why a team is created — to address problems. Good team players are willing to deal with all kinds of problems in a solutions-oriented manner. They're problem-solvers, not problem-dwellers, problem-blamers, or problem-avoiders. They don't simply rehash a problem the way problem-dwellers do. They don't look for others to fault, as the blamers do. And they don't put off dealing with issues, the way avoiders do. Team players get problems out in the open for discussion and then collaborate with others to find solutions and form action plans.
The second important skill that the members of the team should have is negotiation. Negotiating is a delicate process and a lot of thinking must go into it, both before it actually gets underway, and while it is going on. When the parties involved in a conflict want to work toward an amicable resolution, they must engage in a communication process to decide what kind of a deal would be acceptable to both. In other words they must negotiate to reach an agreement. In this case, we work in a team so it is necessary to reduce the conflict between members in a team and ensure the quality of the work.
Thirdly, teams often deal with changing conditions — and often create changes themselves. Good team players roll with the punches; they adapt to ever-changing situations. They don't complain or get stressed out because something new is being tried or some new direction is being set. In addition, a flexible team member can consider different points of views and compromise when needed. He or she doesn't hold rigidly to a point of view and argue it to death, especially when the team needs to move forward to make a decision or get something done. Strong team players are firm in their thoughts yet open to what others have to offer — flexibility at its best.
Finally, the members in the team must have good communication skill. Communication is very important to a business . No organization can succeed or progress, build up reputation, and win and customers without effective communication skills. In fact successful communication is the pleasant between the seniors and sub ordinates, between the workers and the , between the customers and the sellers good and efficient system of communication helps in better coordination and efficient control. It results in clear understanding, good production, healthy within the organization willing cooperation among the various levels, if businessman can communicate effectively and successfully. Profit and prosperity shall knock at of firm, organization or shop keeper through effective system of communication. Poor and system may result in mismanagement, bad business and sure show down. Communication can build or destroy trust depending or use of words. A poorly worded message or talk may result in communication breakdown. On the other hand planned and well meant communication helps in better service, removes misunderstanding and doubts; builds up good will, promotes business and earns favorable references. It is the key to in business and trade. Therefore, the members of the team must good at this skill in order to keep the good relationship within the team and between the company and their customers as well as suppliers.
Task 2b, 2c: Analyze dynamics within teams, stimulate and promote a team spirit which helps motivate and provides support to team members and also clarify expectations of relationships
Team dynamics in the workplace is one of the vital ingredients necessary for growth and progress. Teams are formed or brought together in an organization to achieve specific organizational objectives. In an organization team dynamics often acts as a synergy for organizational members to input their ideas and creativity to further improve and innovate themselves in their work. Team values are the beliefs that are important to all members. Values are rules that can dictate the behavior of individuals. To build positive relationships, there are four types of differences to consider. The challenge is to find the unique combination of values that the team supports and that meet individual needs, so each member follows them for the benefits of the entire team.
- Interpersonal styles—whether a person talks fast, uses hand gestures, or withdraws quietly.
- Personal work styles—how a person is organized or not organized, and how they set priorities. We all like to do certain tasks and not others, but we may not appreciate how our actions affect the people around us.
- Experience and Background—New people may come in and want to change everything; veterans can be unwilling to consider new ideas.
- Communication styles—how people get information to others. Working effectively with people who are different is essential! Some examples of good individual values are:
- Honesty—being truthful with others
- Quality—striving to achieve the best results
- Friendliness—building positive relationships
- Thoroughness—completing whole jobs or projects in a thorough manner
The encouragement of team working has been adopted as a key strategy for building flexible and adaptive organizations which can cope well with turbulence in business environment; which provides the kind of flexibility and innovative behavior which is required. Besides, team working provide integrative thinking that actively embraces change is more likely in companies whose cultures and structures are also integrative. Such organizations reduce rancorous conflict and isolation between organizational units; create mechanisms for exchange of information and new ideas across organizational boundaries; ensure that multiple perspectives.
Building a good team is the most important thing to achieve a successful project. With the right attitude, a team will overcome almost any difficulty to succeed in its goals. In most projects there will be times when only the determination of the team can overcome the difficulties and carry the initiative through to success. Even when there is no pressure, the team's spirit and enthusiasm will be reflected in the quality of the solution and the extent to which other people buy-in to it. Team spirit is the most important and fundamental aspect of teambuilding. It is a combination of respect, trust, interconnectedness and enjoyment amongst a group of individuals who work towards agreed common goals. These qualities are essential to success, for every individual must feel needed, valued, respected and wanted. In addition, it is a feeling of a loyalty and a group of people who pull together. Team members begin to envision what they can create together to sense the possibilities for developing breakthrough solutions or delivering unparalleled service. Typically, every in team has to pull together.
In order to build a winning team, the members must be informed about team identity, its goals, and team solidarity.
Team identity will help people in the team consider themselves as a part of the group. As the manager, I will reinforce the sense of identity of the group.
- Name: team-A is the suitable name for my team. This means that our team wants to be successful in this project and compete effectively with the other company.
- Uniform: the uniform for the team will be red t-shirt with the picture of the new phone and the slogan of the team. Red means champion and red also means as active, creative and intelligent.
Team solidarity will help to develop the cohesion and loyalty of the member for the team. In order to achieve this, being a leader, I must create good relationship between members in the team. This will bring a comfortable and cooperative working environment for the team. Besides, if there are problems between people working in a group, then this can have a negative impact on their individual performance. This will affect directly to the quality of the project. Therefore, the leader has responsibilities to solve conflict and reduce misunderstanding within the team. In addition, the leader must control the competition in the team. Although, competition is good because it creates creativity and motivation, it will reduce the solidarity of the team. That is why the leader must lead their members into a same goal and encourage them to help each other to ensure the quality of the job.
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An unambiguous, measurable and time certain goals need to be established when set up a team. The goals must be understood by each team member, such that each team member can clearly articulate them. Goals must be measurable, or at least verifiable. Without measurable goals, teams may lose direction and will not be able to gauge performance or determine progress. Goals need to have defined, dates for accomplishment. A sense of urgency keeps teams motivated and moving towards goal achievement. In this case, besides introducing the new products to the market and make its close to customers, our team’s goal is also sell 1000 phones on the first month launching to the market.
Task 2d: Encourage team members to develop roles during their team assignments
In order to encourage team members, the company has to help their employees understand their role within a particular team. By this, they can develop their strengths and manage their weaknesses as a team member, and so improve how they contribute to the team. Here are the suggested methods for encouraging team members:
The role of the project manager in the team is Monitor & Evaluator and Coordinator. Being a leader, I must good at analyzing and evaluating ideas that other members come up with in order to give best solutions for all problems. Besides, leader have to guide the team to what they perceive are the objectives.
Sales promoter takes the roles as Resource Investigator and Shapers. In this case, the sale promoter must be innovative and curious. They explore available options, develop contacts, and negotiate for resources on behalf of the team. They are enthusiastic team members, who identify and work with external stakeholders like customers to help the team accomplish its objective. Besides, sales promoter must have energy and be active to catch up with new ideas for the project. In addition, sales promoter is also an implementer because they turn the team's ideas and concepts into practical actions and plans. Customer Relation Engineer is the Specialist who have specialized knowledge about technology and systems of the new phone. They pride themselves on their skills and abilities, and they work to maintain their professional status. Their role is to help customer solve problems about the hardware as well as the usage of the phone.
The market researcher is a Team Worker who provides support and make sure that people within the team are working together effectively. They provide information about the market for the project manager and sales promoter in order to help them build a suitable promotional plan for the company. Besides, they are also Resource Investigator who identify and work with external stakeholders to help the team accomplish its objective.
By understanding the role within a particular team, the employees can develop their strengths and manage their weaknesses as a team member, and so improve how they contribute to the team. Besides, team leaders also need to understand the role of members in the team to help create more balanced teams. Teams can become unbalanced if all team members have similar styles of behavior or team roles. If team members have similar weakness, the team as a whole may tend to have that weakness. If team members have similar team-work strengths, they may tend to compete rather than co-operate for the team tasks and responsibilities that best suit their natural styles. Moreover, this will help ensure that necessary team roles are covered, and that potential behavioral tensions or weaknesses among the team member are addressed.
Task 2e: Empower teams to develop their own ways of working independently and to rely on their own capabilities within pre-set boundaries
Empowerment is a process that challenges our assumptions about the way things are and can be. It challenges is the basic assumptions about power, helping, achieving and succeeding. The aim is to enable employees who actually have to deal with problems to implement solutions quickly and without recourse to supervisors and higher levels of management. Empowerment is a general approach to operational management, requiring not just the passing down of power and responsibility through a hierarchy but also that the individual worker actively contributes to improving the performance of tasks. Benefits to empowerment include: decision-taking at the most suitable levels; facilitation of performance management; faster and more flexible responses to customer requirements; better relations between management and customer contact employees; provision of an early warning system regarding customer dissatisfaction; the encouragement of individual creativity and initiative, commitment to the enterprise and team spirit and immediate correction of mistakes.
An effective action plan is only as good as its execution, and empowering members of the team doing that execution is the key to its success. This is because the success of the organization depends on the performance of the employees. Around the world, what makes any organization successful is how well-motivated the employees are. In this case, being the project manager, I must have responsibilities to empower the team to ensure the quality of the promotional plan for new product Ringing Star S123 Touch Phone of the company. To develop the roles during the team assignment, we must have:
1. Clear Objectives. If staff is to commit to the success of the organization, they need a clear understanding of the objectives and purpose of the team effort. This enables participants to feel comfortable and confident about their contribution to the overall success of the institution.
2. Rewards. It is a basic human instinct for workers to tend to their own self-interests first. Therefore, they expect employers to reward them for a successful performance.
3. Recruiting the right people. This makes the job of the manager easier, and it can reduce conflict among the team members. Hopefully, well-chosen team members will work together for the common good of the company.
When this happens, a company becomes successful in the marketplace.
4. Establishing basic rules for getting the work done. This needs to happen at the outset, so the team members will understand how they are to proceed and how conflicts will be settled. Team members also need to know how decisions will be made and how results will be measured.
Keeping them in the dark about these things only leads to difficulty. Making each and every member of the team accountable for performance is vital to the attainment of goals and objectives.
5. Promotion of curiosity. This leads to high-energy teams that solve their own problems and go beyond the usual mediocrity that characterizes so many companies in the 21st century.
Managers who wish to distinguish themselves open the floodgate to the unique contributions their employees bring to the team, rather than insisting on generating all the ideas themselves.
6. Promote urgency. In order to make the team perform at a faster pace and give best results, promote urgency in completion of the task and it will lead to good results.
Keep tabs on all the work that has been completed and periodically keep team members informed about what they have accomplished, which in turn will motivate the team to perform well. Team leaders can do many things to achieve high performance of the employees.
REFERENCES
- HNC/HND Management People- page 6
- HNC/HND Management People- page 13
- HNC/HND Management People- page 34
- HNC/HND Management People- page 34
- HNC/HND Management People- page 58
- HNC/HND Management People- page 75
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APPENDIX 1
HNC/HND Management People- page 6
HNC/HND Management People- page 13
HNC/HND Management People- page 34
HNC/HND Management People- page 34
HNC/HND Management People- page 58
HNC/HND Management People- page 75
