Unit IV
Personnel management
Human resources management can be defined as acquiring, using, and maintaining a satisfying workforce. This is an important part of management related to relationships between employees in the workplace and within the organization.
According to Flippo, "Human Resources is the planning, organization, compensation, integration, and maintenance of people with the goal of contributing to organizational, personal, and social goals."
According to Brech, "Human resources management is primarily a part of the organization's human resources."
The Nature of Personnel Management
Human Resources Manager Role
The HR manager is the HR manager. He performs both administrative and operational functions of management. His role can be summarized as follows:
Personnel Management Functions
The following are the four functions of HR management.
Definition of Personnel Management
HR management is also known as HR management or transactional HR work. Such governments focus on employee-company relationships. During the course of the transactional task, the data is also transferred to third parties. For example, payroll is transferred to the responsible authority.
Purpose of Personnel Management
The main purpose of HR management is to be able to maintain and provide up-to-date and accurate HR data. This ensures optimal internal communication within the company. In addition, efficient management work is a prerequisite for smooth internal cooperation. In general, it is the task of HR managers to organize and simplify all processes related to company employees.
By performing tasks efficiently and accurately, HR can achieve the goal of establishing, maintaining, or expanding employee satisfaction. A high level of employee satisfaction and a functioning HR management system create a decisive advantage for the enterprise. When employees are happy, they work more productively and creatively, get sick less often, and become more loyal to their employers.
Human resources management task
HR management tasks can be divided into two categories: tasks for operational or legal reasons, or tasks for planning HR policies and strategic decisions. The latter includes key management statistics, performance comparisons, or employee survey assessments. Tasks that occur for operational reasons or are based on legal issues may be the processing of work time tracking systems, social security, wages, statistics, employee hiring or dismissal, and even employer references. there is.
As a general rule, companies use a personnel information system that helps their personnel department perform their tasks. The system records and collects personal data for each employee from a personnel file or manage payroll and time records, personnel statistics, travel expense accounting, and position plans.
Core HR management tasks:
Office Personnel Relations
What is the definition of employee relationship?
The definition of employee relationships refers to the organization's efforts to build and maintain positive relationships with employees. The organization wants to maintain employee loyalty and work involvement by maintaining positive and constructive employee relationships. The human resources department of an organization usually manages the efforts of relationships with employees. However, some organizations may have the role of a dedicated employee relationship manager. The typical responsibilities of an employee relationship manager are to act as a liaison or intermediary between the employee and the manager, as well as fair compensation, beneficial benefits, proper work-life balance, and rational includes advice on creating or creating policies on employee issues such as working hours. When it comes to relationships with employees, the HR department has two main functions. First, human resources can help prevent and resolve issues and disputes between employees and management. Second, we help create and implement policies that are fair and consistent for everyone in the workplace.
To maintain good relationships with employees, organizations must first consider them to be stakeholders and contributors to the company, not just paid workers. This perspective encourages managers and executives to seek employee feedback, appreciate their opinions, and consider employee experience in making decisions that affect the entire company.
Why relationships with employees are important?
A company that has a good relationship with its employees has many benefits. In general, employee involvement, motivation, understanding, and maintenance are easy.
Here are just a couple of benefits of building a positive employee-related workplace.
Employee Involvement
According to a survey of employee involvement, 90% of leaders understand how important employee involvement is. However, only 50% know how to deal with this issue.
Relationships with employees play an important role here. Companies with good employee communication have proven to have a much higher employee involvement rate.
Here are some tips for improving employee communication and increasing employee engagement.
Employee Satisfaction
Employee involvement is often related to employee satisfaction. Employees with low engagement are less satisfied. Poor employee relationships can be one of the main causes.
In addition, 65% of US employees say that employer communication affects job satisfaction. Forty-five percent of them say their employers are not communicating well with their employees.
Employee Productivity
Employee satisfaction and engagement increase employee productivity. Companies with well-structured employee relationships enjoy higher productivity, revenue, and profits. In addition, organizations with high-engagement employees have an average three-year revenue growth rate of 2.3 times that of companies with low-engagement teams.
Employee Retention
Employee Advocacy
Employee Experience
Employee Empowerment
How to implement an employee relationship plan?
The first step towards planning and implementing a successful employee relationship strategy is to have a well-written set of policies in place.
Employee relationship policies should explain employer philosophies, rules, and procedures for dealing with employee-related issues and resolving workplace issues.
In addition, it is important to understand that employee relationships programs are not a one-size-fits-all solution.
What works for a company with 100 employees in the United States may not work for a company with 5,000 employees in China. In other words, employee relationships programs depend on the size, location, industry, culture, and many other factors of the company.
However, every good employee relationship plan has some characteristics.
What do employee-related professionals do?
Especially in large companies, it is important to have employee-related professionals to improve communication with employees.
These professionals are part of the Communications or Human Resources department. Their main task is to inform employees and ensure that company policies and procedures are followed.
Employee Relations Specialist Duties and Responsibilities
Here are some of the most important obligations and responsibilities of employee relationship managers and specialists:
Office Supervision
"Director" consists of two words: "super" (excellent or extra) and "vision" (visual or perspective). The literal meaning of the term "supervisor" is to "supervise" or "inspect" the work of others. Therefore, "supervision" refers to the work of others, the act of inspecting or supervising whether they are working properly.
A business organization has "supervisors" and "subordinates." According to M.S. Vitoles oversight refers to direct and immediate guidance and control in the performance of a subordinate's duties. Therefore, the activities of the director relate to the direction, guidance, management and supervision of his subordinates. The supervisor performs these tasks. R.C. Alan calls it a "responsible job" above the "work job".
Supervision is the instruction, guidance, and management to ensure that the workforce is functioning as planned and maintaining a time schedule. In addition, they are getting as much help as possible to accomplish their assigned job.
The director is Latin. Super means "from above" and vision means "see". Supervision in the normal sense means supervising the activities of others. Management and supervision means "supervising subordinates with the aim of supervising employees authoritatively once they do something wrong."
Supervision should be done at all levels of management from top to bottom. Lower-level managers or front-line supervisors oversee the work of operations staff, while intermediate and top managers remain busy monitoring the work of their subordinate management members. However, in the usual sense, oversight involves coaching and coaching non-administrative members of the organization.
Director-Importance
Oversight is primarily concerned with overseeing or monitoring the performance of workers under his control. He plays an important role in the management system. He is a person who connects directly with the worker and acts as an important link between the manager and the worker
The importance of supervision is often explained as follows.
1. Issuing orders and instructions:
Workers need supervisory guidance at every stage. He answers their doubts and tells them the right way to get the job done. Subordinates can improve their performance if they know what they need to do.
2. Work planning and organization:
The boss acts as a planner and guide for his subordinates. He creates a work schedule so that the work flow is uniform and stable. Supervisors set production targets for workers and determine methods and procedures for performing their work.
3. it’s important at all levels:
Supervision means supervising and monitoring subordinates. Top management spends only 20% of his time overseeing, but the overseer (or overseer or overseer or overseer or section chief) spends about 80% of his time overseeing. Top management oversees managers and supervisors oversee workers. Supervision on the front line or firing line is of utmost importance, as the actual work is done at that level.
4. Important links between workers and managers:
The supervisor is the representative of the management and is a very important person from the worker's point of view. He communicates management policies to workers (downward communication) and provides feedback to management about what is happening at the lowest level (upward communication).
5. Motivate your subordinates:
The supervisor is the leader of the lowest rung of the management ladder. He serves as a guide to friends, philosophers, and workers. He stimulates teamwork and ensures maximum cooperation from employees. He is the one who can help you get the most out of your manpower.
6. Feedback to workers:
The supervisor compares the worker's actual performance to established standards, identifies the worker's weaknesses, and proposes corrective actions to overcome them. In this way, workers can improve their performance in the future.
7. Appropriate assignment of work:
Supervisors systematically coordinate the activities and resources of the group. He assigns work to each worker and delegate’s authority to the worker. Workers are frustrated when the work they are doing is not properly placed. If jobs are not properly assigned, some workers may be idle and others may be overloaded.
Roles and functions
1. As a key man in management:
Supervisors are key figures in the organization to make decisions, manage work, and interpret managerial policies to workers. He / she represent the manager to the workers. Therefore, management is judged to be judged by the workers. He / she are also the protagonist to get the job done. But in reality, he / she is less than the key number.
2. The person in the middle:
In this view, supervisors must work between two forces: management and workers. There are many technical and production-oriented expectations from managers, and many compensation-oriented expectations from workers.
3. Supervisor as a marginal person:
According to this sociological concept, the supervisor is excluded from the main activity and influences his department, or he / she is just at the limit.
4. Supervisor as another worker:
From this perspective, a boss is like a worker who feels unauthorized and not a manager. Only his / her designation will change.
5. Supervisor as a Relationship Specialist:
In this view, the supervisor is considered to be a relationship expert who takes care of the human side of the business.
Function
The supervisor should do the following:
1. Help his / her workers develop their innate qualities to improve their performance.
2. Help subordinates adapt to work requirements and grow.
3. Make workers loyal to the organization.
4. Provide expertise, skills, knowledge and experience to encourage workers to learn without fear or hesitation.
5. Encourage free communication.
6. Develop employee potential to the extent that supervision is not required.
7. Cooperate with other supervisors.
8. Prove a good connection between management and workers.
9. Solve personal problems of subordinates as much as possible.
10. Maintain discipline.
11. Correct the mistakes of subordinates.
12. Explore new areas of knowledge.
13. Introducing new, useful and scientific methods of production and management.
14. Have a clear understanding of his / her action plan.
15. Know his / her work, obligations, responsibilities, authority, accountability, etc.
16. Reasonably and scientifically share responsibilities and obligations to subordinates.
17. Listen to and investigate the dissatisfaction of your subordinates.
18. Delegate authority and win their trust.
The role of the director tells us very little about the broad aspects of the director and the factors that govern effective director performance. The Supervisor Performance Survey shows the following factors that explain the best supervisor performance:
(1) Preferred working environment:
The best supervisors create and maintain high performance standards in a comfortable working environment. He is goal-oriented and strives to achieve the expected results by adopting the right type of leadership to stimulate confidence and voluntary discipline from his people. A good working environment can ensure that he voluntarily accepts his authority from his people, so that obedience and loyalty can be easily ensured from the workers.
(2) Individual maturity and sensitivity:
The best supervisors acquire personal maturity and emotional stability, empathy, sensitivity to the emotions of others, and the ability to understand the emotions and emotions of those who work under his command. He has the knack for saying the right thing at the right time, never losing control under pressure or tension, and showing a good sense of humor.
(3) Relationship Specialist:
The best supervisors are practitioners of industrial psychology. He recognizes individual differences and group spirits and harmonizes interpersonal relationships. As the leader of his section, he needs to harness human emotions, emotions and attitudes for maximum productivity without sacrificing employee satisfaction.
(4) Technical work knowledge:
The best supervisors are technically competent. He has sufficient knowledge and information to quickly understand technical problems and devise the best feasible solutions. He gets the job done easily.
(5) Self-development and subordinate development:
Effective supervisors are deeply interested in human resource development. He places equal emphasis on the growth of his personality and the growth of his subordinates. He is trying to assign an interesting and rewarding job to his subordinates. A purposeful job creates interest and vitality in the work and provides employees with job satisfaction. A rewarding job will help promote his subordinates.
(6) Knowledge and execution of company plans and policies:
The best supervisors are fully aware of management plans and policies and implement them thoroughly. He also keeps up with changes in corporate policies and procedures and provides complete information.
Work Measurement
Definition:
Work measurement is an implementation of a set of techniques designed to find the work content of a particular task or activity by ascertaining the actual time required for a qualified worker to perform the task can be defined t a given performance level.
The essence of work measurement is to see what the work of a particular activity is under consideration. It helps to:
Work Measurement Techniques
Work measurements techniques help create realistic work schedules by properly assessing human work. This helps check workers and avoid idle time by comparing the actual time spent by the worker with the time allowed.
Procedures Related To Work Measurement
Purpose of work measurement:
The main purposes of work measurement are:
(1) The target time for each job can be scientifically estimated, and this estimation can prepare a realistic schedule and necessary personnel.
(2) By comparing the basic times, it is possible to make a sound comparison of alternative methods.
(3) A useful wage incentive system can be formulated based on the target time.
(4), it may lead to an appropriate balance of work allocation.
(5) Helps analyze activity to perform jobs with the aim of eliminating or reducing unnecessary or repetitive operations to minimize human effort.
(6) Standardize efficient operation methods.
(7) Standardize the conditions for efficient performance.
(8) Determine the ratio of humans and machines to use both effectively and efficiently.
(9) To provide information and foundations for production planning and scheduling activities.
Control Process
Proper performance of management controls is critical to the success of your organization. After the plan is about, management must take a series of steps to make sure that the plan is executed. The essential management process steps are often performed in almost any application, like improving product quality, reducing waste, or increasing sales. The essential control process involves the subsequent steps:
Setting Performance Criteria:
The manager must convert the plan into performance criteria. These performance criteria can take the shape of goals, like revenue from sales over a period of your time .The standards must be achievable, measurable and clear.
Actual performance measurement:
Without measuring performance, you can't make certain that the standards are met.
Compare actual performance to standards or goals:
Approve or reject the merchandise or result.
Deviation analysis:
Administrators got to identify why the standards aren't met. This step also includes determining if more control is required or if the quality must be changed.
Take corrective action:
After the rationale for the deviation is identified, the manager can develop an answer to the matter of meeting the standards and make changes to the method or behavior.
Consider a fictitious company, the XYZ Group, whose profits on luxury sunglasses have diminished thanks to employee theft. Senior managers make plans to eliminate the occurrence of employee theft. it's been determined that an item has been stolen from the company's warehouse. Executives set a zero theft ($ 0) goal within three months (step 1). The corporate is currently losing a mean of $ 1,000 a month thanks to employee theft.
To prevent unwanted activity, XYZ installed cameras within the warehouse and placed locks within the cabinet where the foremost expensive sunglasses were stored. Only the warehouse manager has the keys to those cabinets.
Three months later, the XYZ manager will contact the bookkeeper to urge sales and inventory figures for the last three months (step 2). The manager then compares the numbers to the previous period, taking under consideration deliveries, returns, and defective orders (step 3). the corporate decided to possess lost $ 200 within the first month, $ 300 within the second month, and $ 200 within the third month thanks to the theft. this is often an improvement, but it hasn't reached its goal. The administrator then makes suggestions for adjusting the system (step 4).
XYZ senior management approves the proposal to determine a intolerance policy against employee theft. Now, if there's evidence that an employee has stolen sunglasses, that employee's job is completed. The worker Handbook has been updated to incorporate changes, and XYZ executives meet with all warehouse employees to speak policy changes (step 5).
Control Timing
Controls are often categorized consistent with the time a process or activity occurs. Time-related controls include feedback, proactive, and simultaneous controls. Feedback control is about the past. Proactive control predicts future impacts. Concurrency control has relevancy to this.
Feedback
Feedback occurs after an activity or process is complete. It's reactive for instance; feedback control involves assessing a team's progress by comparing production criteria to actual production output. Production will continue once the standards or goals are met. If not, you'll make adjustments to the method or standard.
As an example of feedback control, a sales goal is about, the sales team works to realize the goal for 3 months, and at the top of the three month period, the manager confirms the result and therefore the sales goal is achieved. Determine if it had been as a part of the method , the manager also can implement changes if the goal isn't achieved. Three months after the changes are implemented; the manager reviews the new results to ascertain if the goals are achieved.
The disadvantage of feedback control is that you simply can only make changes after the method has already completed or the action has been performed. things may have ended before the administrator noticed the matter . Therefore, feedback control is best fitted to processes, behaviors, or events that repeat over time than non-repeating processes, behaviors, or events.
Proactive Control
Prophylactic control, also referred to as pre-control, preventive control, or feed forward control, involves predicting problems instead of expecting bad results and responding later. It's about prevention or intervention. An example of proactive control is when an engineer runs a test on a prototype vehicle braking system before the vehicle design is mass-produced.
Proactive Control looks forward to problems which will reasonably occur and devises ways to stop them. you cannot control the unexpected An unlikely incident like "God's act".
Simultaneous Control
Concurrent control provides monitoring during a process or activity. Simultaneous control could also be supported standards, rules, code, and policies.
An example of simultaneous control is fleet tracking. Fleet tracking with GPS allows administrators to watch company vehicles. The administrator can determine when the vehicle will reach the destination and the way fast it'll move between destinations. Administrators can plan more efficient routes and warn drivers to reroute to avoid congestion. It also discourages employees from performing personal errands during working hours.
In another example, Keen Media seeks to mitigate employee inefficiencies by monitoring internet activity. Consistent with company policy, employees keep a digital record of their activities during working hours. IT staff also can access an employee's computer to work out what proportion time is spent on the online to try to personal matters or "browse the web."
What is the purpose of the performance standard?
Before considering the purpose of the performance standard, let's take a step back and define performance management.
The performance criteria are as follows:
Therefore, if performance is inadequate, the employer or supervisor should issue a Performance Improvement Plan (PIP). The purpose of this document is to help improve employee performance.
PIP occurs during the review phase, the final phase of the performance management cycle. Simply put, this is the phase in which managers track employee performance by making assessments. We mentioned earlier that this cycle begins with the setting of performance criteria.
Performance management currently includes three levels within the organization.
What are the three levels of performance?
Performance management are often focused on the whole organization or its departments. What's more, it can emphasize the performance of individual employees. Therefore, there are three levels of performance management.
The purpose of this level is to achieve the goals of the entire organization. Therefore, this is the highest rank in your organization to use performance management standards.
To achieve these goals, company management strives to answer these questions.
Does this company have a strategy to reach that goal? If so, is the company implementing this strategy?
Is your organization producing the expected results?
Operational Performance Management
The purpose here is to achieve operational goals. This level focuses on processes within the organization, such as projects and activities. Therefore, the purpose is to see if these particular projects / activities are working.
Individual Performance Management
Finally, this level emphasizes the performance of every employee within the company. The process begins by setting work goals and criteria, reviewing employee performance, and improving each employee's learning skills.
To achieve these goals, company management needs to get answers to these questions.
When reviewing an employee's work, performance criteria are your reference point. These standards are very important because they analyze different areas of performance. Let's look at how to properly determine performance criteria and what to consider when doing so.
What should be considered when establishing performance standards?
There are four points to consider ensuring that the criteria are suitable for a particular position.
Having motivational performance standards gives workers inspiration to do their jobs better. In addition, if you can see the progress within the project, this will be a driving force.
Key takeaways:
Correspondence: Handling Correspondence
The most convenient thanks to reach people is to send a message by text or letter. These are some sorts of communications utilized in business. this is often called business communication. Get wont to business communication.
Suppose you're given a course project at a university. There are 6 people in each group. for instance, you and your other five friends plan to attend the subject. How does one contact them? Is it always possible to satisfy them? Is it always possible to speak to them?
Suppose you would like to ask a professor something. for instance, he isn't in town at that point. How does one answer the question? does one want to attend for him to return back? number! you'll contact them by sending them a text message or writing an email.
Business communication
Just as we express our opinions, opinions, thoughts and concepts by writing them. Business people also feel the necessity to precise themselves. it's not always possible for them to recollect all the small print of their business.
They use the only way of expression: written language. written language within the business world is business communication.
Meaning of Business Correspondence
All communication within the sort of letters is communication. Business people express themselves through business communications. you'll also ask questions and uncertainties through business communications.
Businessmen write and receive letters in their daily lives.Communication between or within two organizations falls into this category. Supplier letters, complaint letters, inquiry letters, and job seekers are just a couple of examples.
Importance of business communication
Business communications help some organizations achieve their goals. Through it you'll achieve your goals.
1. Maintain a correct relationship
Not all companies or organizations are always ready to reach a selected person. This costs any business. Here, business communications are often a rescue for any business.
This helps maintain a correct relationship between the parties. Business response strengthens your business. it's also useful for internal communication. This makes communication within the organization clearer and more accurate.
2. Evidence
Written communication is evidence. Business communications help business people keep a record of all the facts. These written records function evidence.
3. Creating and maintaining goodwill
This helps create and maintain goodwill between the enterprise and its customers. Inquiries, complaints, suggestions and feedback letters can help your company grow and maintain its credibility.
4. Cheap and convenient
Cheap and convenient business communication.
5. Formal communication
Business communication acts as formal communication between the 2 . it's going to be a seller and a buyer. It is often between an employee and an employer. The language used is formal and logical.
It helps to disambiguate and doubt the people involved within the business. Formal communication in business is protected and accepted.
6. Contribute to business expansion
Business communications help businesses achieve their set goals. It also ensures business expansion. you'll grow your business by not dalliance and making good use of human resources.
Information about some resources, products, and markets is straightforward to make. you'll also spread the news of business expansion with it.
Types of business communication
There are many sorts of correspondence. Get wont to a number of them.
1. Internal communication
This refers to the correspondence between individuals, departments, or branches of an equivalent organization.
2. External communication
This refers to the correspondence between two individuals. These aren't from an equivalent organization. All communications outside the organization are external communications. Customers and suppliers, banks, educational institutions, and government agencies fall under this category.
3. Daily communication
Refers to daily etiquette. The communications made for inquiries, orders, replies, acknowledgments, invitations, and booking letters are routine communications.
4. Sales support
Refers to communications associated with sales. Sales letters, sales reports, invoices, and order confirmations are on sale. Invoices and financial statements are examples.
5. Personalized communication
It refers to a response supported emotional factors. Request letters, recommendations, and Congratulations. Referrals, permits, and denials of conditions are some examples.
6. Circulation
This refers to the communication of commonalities to several people and businesses. Notifications, bid announcements, address changes, and new branch openings fall under this category. Introducing new products is one example.
Drafting Correspondence
Understand the drafting of communications
Effective communication guarantees efficient and economical communication services. Drafting communications improves the goodwill of the organization. The responsibility for drafting communications is based on the nature of the communications and the type of organization. In general, routine communications are created by lower-level clerk. Important and confidential communications are drafted by the organization's executives.
Larger organizations also have more traffic.
The required messages or information are collected from various sources.
Stages related to drafting
1. The required messages or information are collected from various sources.
2. The style of the letter depends on the nature of the communication.
3. A rough copy is made in the early stages.
4. The rough copy will be forwarded to the appropriate person for any necessary additions, deletions, or corrections.
5. Once again, the employee who created the rough copy reads the rough copy.
6. Rough copies may be handed over to a typist or computer programmer for production.
7. Again, the copy made will be read by the person who drafted the copy. If there are any corrections, you can make the corrections.
8. The copy made will be arranged for signature from the responsible person involved.
9. The signed copy is also verified by the employee working with the communication.
10. Now you are ready to send the letter.
Principles of drafting communications
Littlefield and Rachel set the principles for drafting communications. They are shown below.
1. Determining purpose: Generally, there is a main purpose of communicating some information and a secondary purpose of communicating usefulness and goodwill.
2. Message planning: Before you start communicating, you need to collect ideas from the entire office and arrange them in a logical order.
3. Use of language: You should choose a conversational language for the purpose of clear direction and simplicity.
4. Compact and clean: The message should lead to the completion of the job. All questions should be answered in communication.
5. Brief explanation: All points should be briefly explained.
6. Courtesy: All communication must be polite, compassionate, friendly and helpful.
7. Read the proofreading carefully: Good documentation can be spoiled by grammar and typos. Mistypes can be related to spelling names, improper placement of words and letters, incorrect numbers, and sentence order. Also, you may not be able to enclose what you need. Therefore, careful calibration is required for a complete and valuable response.
How to draft communication
Careful drafting of office communications is required to maintain the efficiency of office functions. The goodwill of an organization is increased through qualitative communication. The responsibility for creating a communication is based on the type of communication. In general, routine communications are drafted by clerks, modified by supervisors, and approved by executives. However, the following communication methods are used to create the communication:
Here is a brief description of how to draft a communication:
1. Draft letter
Oralizing letters is an important and generally accepted method for generating communications. The following dictation methods can be adopted.
1. Oral to a journalist
This is a popular and widely accepted format for dictating letters. Executives dictate the content of the letter to the shorthand typist. The quick reporter can then convert the dictation into a specific business letter. Therefore, drafted letters can be quickly reviewed and signed by executives.
The main advantage of this method is that there is no time loss and the accuracy of the characters is high. The reason is that there is face-to-face contact between executives and journalists. The main drawback of this method is that both executives and journalists need to be present when dictating.
2. Dictation to the dictation machine
Executives dictate a letter containing destination details with a reference number to a machine called a Dictaphone. The message is recorded on the machine using tape or disc. The typist can then transcribe and type the characters. Executives can dictate letters at their own convenience, and typists also type letters at their own convenience. Both executives and typists cannot physically exist at the same time. Therefore, this method is almost economical and convenient.
3. Drafting communication
The secret letter was personally written by an executive. From time to time, executives can give a rough overview of the letter. The journalist then prepares the letter in its entirety, and the typist types the latter letter.
2. Form letter
Some letters are sent by organizations that have stereotyped answers and texts. The same type of information may be provided to many people every day. Therefore, the organization can follow the printed form or card instead of writing a letter individually each time. These are known as form letters.
According to J.C. Denyer, a form letter is a standardized letter that businesses use to answer all communications of a similar repetitive nature and is used to provide the same information for many communications.
The body of the letter is already printed on these forms and you only need to include your name, date and recipient details when sending the letter. This type of task is assigned to a designated clerk. Form letters can be useful for confirmations, debt collections, price inquiries, delivery date requests, reminder letters, and more.
Benefits of form letters
There are several benefits to using a form letter. A brief description of them is given below.
1. Save time by avoiding writing individual letters to everyone.
2. Form letters are easy for juniors to handle. This saves costs for supervisors and senior clerical staff.
3. Incoming letters that require regular replies can be easily answered using the form letter.
4. The handling of communications is uniform and there are no personal differences.
Disadvantages of form letters
The main drawbacks of form letters are:
1. The form letter has no personal touch. Therefore, we may neglect our customers' feelings.
2. The form letter will be created in the specified format and style. Therefore, it is unlikely to affect the recipient.
3. All customers are treated equally in business. Sometimes it is necessary to discriminate between customers.
4. Form letters cannot be used to meet the needs of individual customers.
3. Use standard paragraphs
Many subjects are dealt with from time to time. Similarly, in other words, the same type of treatment may be given to several subjects, for which standard paragraphs may be devised and used. Proper care should be devoted to feeling a personal touch through standard paragraphs. Idioms and phrases used at the minimum level. The dictator should create an impression of how to dispose of all letters carefully and devotedly through standard paragraphs.
Benefits of standard paragraphs
Using well-developed standard paragraphs has the following advantages:
1. You can save time and effort by writing letters repeatedly
2. Ordinary employees can do a better job.
3. The speed of work leads to higher output.
4. Use carefully selected words, sentences and paragraphs for better results
5. This job may be interesting to the correspondent, as the entire letter is not standardized.
6. Standardized paragraphs avoid inappropriate, flawed, or inappropriate languages.
7. The work of checking the carbon copy is reduced, which leads to efficiency.
8. There is a need for less supervision and there is a minimum supervision cost.
9. There is no personal prejudice and all customers are treated equally and equally.
10. New correspondents can be easily trained by dictation
Disadvantages of standard paragraphs
The drawbacks of standard paragraphs are listed below.
1. Standard paragraphs can be used indiscriminately. In this way, personal touch can be lost.
2. Inappropriate and incorrect standard paragraphs can make a bad impression on customers and affect the goodwill of the organization.
Standard paragraph suggestions-
The following steps may be taken to enhance the usefulness of standard paragraphs and the reputation of the organization.
1. Each paragraph should be carefully created by someone who has a good knowledge of the work.
2. Standard paragraphs should be tested and revised regularly to match the changing circumference.
3. Each paragraph dealt with only one issue.
4. If the need arises, non-standard verbal dictation can be used.
5. These paragraphs should form part of the office correspondence manual.
4. Outline letter
The executives of the organization do not have time to draft the letter. Sometimes you don't have time to dictate a letter. Therefore, busy business owners only need to write down the outlines and points covered in letters and circulations. The actual drafting of the letter is done by a secretary or correspondent.
5. Self-drafting of communications
Drafting a written letter is one way to do this. This is usually done by the executives of the organization. This method is performed every time a critical, complex, or confidential communication draft is created.
Key takeaways:
Computers: Application and Advantages
Computers have revolutionized the way businesses operate in their respective industries. Technology is so advanced that people who aren't using computers in their business are lagging behind. These non-computer businesses can be at great disadvantage to their competitors.
In particular, computers speed up the overall workflow of a business and reduce costs from every stage of performing a job / task in the business.
And every kind of business needs good computer applications.
Computer use in business
Computers can support different entities in different ways. Businesses have access to different types of software applications to meet different needs. These help companies manage files, documents, schedules, deadlines, and the overall workflow of all sections / departments.
Computers can also help your business by organizing all your information in a very accessible way. A typical business usually deals with large amounts of data (employees, products, orders, services, pricing, payroll databases, etc.).
Here are some common use cases for computers (from small businesses to large businesses):
Importance of computer applications in business
In this modern age, business cannot run smoothly without a computer and an internet connection. From restaurants to banks, from simple farms to plumbers, from lawyers to tax service providers every business in this world needs to use computer applications to improve their business ROI.
There are several areas where computers are usually useful for business –
1. Self-sufficiency
The application of computers has made businesses more self-sufficient in staff and businesses. This is to allow the computer to perform tasks that previously had to be outsourced. For example, companies can now use office software to prepare materials for employee training.
Desktop publishing software helps businesses create marketing materials. An online tax and accounting program allows businesses to prepare their own taxes. As a result, the company can carry out its dominant business.
This can be done while staying within the company, making the company more independent and less susceptible to errors. The error can be committed by an outside party. However, computers limit such opportunities.
2. Cost effective
Emerging technologies open up new tools and services. Services will be more affordable and companies will be able to save on staff salaries and office equipment.
By applying computers, people can work faster and more efficiently. It is possible for a company to hire fewer staff and save money. In addition, relatively inexpensive, networked computers allow businesses to store data more easily, saving on external file storage costs.
As a result, businesses no longer have to buy items such as copiers, fax machines, and typewriters that were used before the computer was no longer in use.
Correspondingly, you can launch potentially profitable businesses and spend less overhead. The email feature reduces shipping costs. Software applications reduce the need for large accounting departments. Computer applications enable efficient video conferencing, which in turn reduces the need for travel.
All the resources saved reach consumers more efficiently. The customer is then offered much more affordable products and services.
3. Speed
Computers help accelerate other business operations. This speed can be implemented in receiving consumer feedback, ordering raw materials, and inspecting products. As a result, using a computer is faster.
As a result, enterprises can operate much faster and produce better quality results.
4. Cheaper R & D
R & D, or R & D costs, is also significantly reduced by computer applications. Researchers can now conduct research using the Internet. Computer software applications help researchers develop and produce new products and services.
For example, instead of a company conducting or deciding on a direct focus group for a potential new product.
Companies can conduct extensive online research on what their target market is at a much lower cost.
In addition, new models of products can be manufactured online using virtual images and drawings, even if they are not hand-painted.
Created using software applications, these interactive models can make the product and its capabilities more feasible. This allows you to bring a product to life at a much lower cost than creating an actual physical model of a particular product.
5. Sale
Computers help increase the sales and profits of companies that use a company's website. Today, many companies use online media and operate 24 hours a day. This gives customers around the world the opportunity to purchase their products and services.
List of popular business software and computer applications-
Apps and software vary from company to company and are difficult to get on the list. Still, here's a list of all the popular applications that most businesses use:
Application Name | Use Cases |
Microsoft Excel or Google Sheet | Employee or Salary Sheet, Basic Calculation |
Microsoft Word or Google Doc | For Document Creation |
Microsoft PowerPoint or Numbers (Mac) | For Presentation Making |
QuickBooks | Accounting |
Wave | Invoicing |
Skype/Slack/Zoom | Team Collaboration & Online Meeting |
Asana/Trello/Base Camp/Ever note | Project Management & Meeting Notes taking |
Drop box or Google Drive | File & Document Storage |
PayPal, Square, Stripe | Payments & Invoicing |
Rescue Time | Time Tracking |
Sales force/Zoho/Bitrix24 | Customer Relationship Management |
Advantages:
Technology changes the definition of the phrase "do business." Computers allow you to create more documents than typewriters or mimeograph machines. Computers simplify commerce and enable products and services to be sold worldwide. With them, you'll file and store more information than thousands of file folders and cabinets.
Computer for General Business
In an office with a computer network, you can communicate over your company intranet or the Internet. Intranet is very valuable. You can process sensitive information within your company's network without worrying about unauthorized users accessing your organization's private network. Computers are also needed for organizations that have teleworkers or remotely located employees. In these situations, the computer issued to the remote employee remains the property of the company and is returned when the employee leaves the company. To protect corporate information, businesses may implement policies that prohibit the personal use of company-issued computers.
Business computers are used to create communications, handle accounting tasks, and perform research functions. A huge number of software applications are available for organizations or business processes of virtually any size. There are many advantages of computers for conducting common commerce, one of which is to improve the accuracy of the functions previously performed by staff.
Computer for HR
A personnel information system called HRIS is very popular. HRIS allows you to process applications and many other features quickly and efficiently. Right Team Inc. stated in the white paper series "E-HR: HR Technology Revolution-Definition and Benefits": “The state-of-the-art HR system provides the underlying data, tools and technology to manage. Perform HR activities in an integrated environment.”
The HRIS system collects data for federal, state, and local reports, such as the Equal Employment Opportunity Commission, which some companies need to send to government agencies. The HRIS system also sorts employment data, processes salaries, calculates employee benefits, performs personnel audits, analyzes turnover rates, surveys opinions and collects employee responses to retirement interviews. Computers are indispensable and of great value to the human resources department. Employment behaviour produces a large amount of paper. Utilizing HRIS is an ideal solution for collecting and storing HR data.
Computers to expand your business reach
Globalization is a fashionable way to describe how companies can reach their customers, or how organizations create materials and items for end users from anywhere in the world. Computers allow you to sell your company's products and services to customers in your region and around the world. As Ghana web states, "With the introduction of computers and the Internet, the world has become a global village where individuals, businesses and countries can exchange goods and services."
Without the benefits of work computers, choosing demographics to identify and approach the market consumes a huge amount of staff time and energy. Computers provide cost-effective features for production, sale and shipping. Manufacturers use computers to make everything from ready-made garments to automobiles.
The impact of computers on small businesses
Computers have had a major impact on the operation of small and medium-sized enterprises. The growth of personal computers and computer networks continues to impact large and small businesses. The abundance and accessibility of data available online means virtually anyone can start a little business with just a computer and an online connection. Computers also affect the way small businesses do business.
Getting Started
Computers make it easier to start out a little business. With just a computer and an internet connection, you can start a business like writing a blog or buying or selling goods at home. You can also perform administrative tasks such as paying business invoices, keeping tax records, managing payroll on your computer, and marketing your business online.
Mobility
Computers increase the opportunities for places where you can run your business. If you own a laptop pc with wireless internet capabilities, you'll do business in an airport lounge, bedroom, library, or Wi-Fi cafe. This type of mobility also means that your business is not restricted to normal business hours, giving you greater flexibility.
Productivity
Computers can have a positive and negative impact on the productivity of small businesses. 24/7 access to the internet means you can increase your working hours, and tools like email and instant messaging allow for easy communication. However, the Internet offers the temptation of browsing, not work, which can be distracting for you and your employees.
Need for training
Questia Media America states that proper training in computing system applications and usage is critical to the successful use of computers in small businesses. As a result, employers or employees who have difficulty learning a new computer system or are reluctant to implement it may require additional training or coaching. This learning curve can temporarily reduce business productivity and service levels.
Employee flexibility
The Yale-New Haven Teachers Institute reports that the development of computer technology has increased the number of work functions that can be performed from home. For small business owners who are directly competing with large companies for talented workers, offering telecommuting options can provide a competitive advantage in hiring and retaining workers. I can do it.
Computer use in business
Almost every business you can think of uses a computer in some way to perform its function. From reporting to communicating with clients, computers do a lot to improve business efficiency. Computers have come a long way since the days of pens, paper, and folders stored in dusty storage compartments. Computer uses are simply endless.
Enterprises not only use computers to perform different functions, but also use different types of computers to perform those functions. These features include laptops, PCs, servers and even smart phones. Computers enable concepts such as flexible work schedules and remote workforces, allowing employees to work anytime, anywhere, whenever they want.
Computer is employed for communication
Computers are a crucial tool when it involves establishing contact with clients. They’re important when it involves maintaining that contact. this is often a really important computer application in your business, enabling you to speak together with your clients via email, IM, Skype, collaboration software, and a spread of other communication solutions that your enterprise may use.
If a corporation can stay in-tuned with its customers, it'll be easier for them to contact them and invite more information about the services and products they provide. It also makes it easier for businesses to supply customer support to their clients during a timely and efficient manner. Businesses also can keep their clients up-to-date on new developments about their business.
Communication goes beyond corporate clients. Companies also got to communicate with their employees, and computers play a crucial role. Rather than dalliance one-on-one with employees, managers can simply email employees or send messages on other acceptable communication platforms. This protects time and improves internal business communication.
Computer is employed for marketing
Computers allow businesses to perform a spread of tasks to urge started, with the assistance of the web, computers can assist you map your business. Using computers, IT developers' business teams can use media during a sort of formats, including text, images, and videos, to make professional websites with compelling graphics and content. They perform program optimization (SEO) on their websites to point out them prominently in Google's search results, attract traffic, and ultimately sell their products to website visitors.
Computers allow businesses to make and run entire marketing campaigns across all social media platforms on the web. Companies can use special software to make ads for websites and social media platforms.
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