Major Functions of ABC Company

Questions :

1. After going through the organizational structure and the existing culture in ABC Company, identify all major positions in the departments and draw an organizational chart to support your answer.

2. List and identify the relationships between different functions/processes and explain the different functions and processes.

3. List the key aims, objectives and mission of ABC Company and draw a process map for any one of the functions.

4.  Evaluate the elements required to build a quality gateway, which focuses on the output of the process. 

5. Design a plan to promote goals and objectives for ABC Company to ensure plans are consistent with legal, regulatory and ethical requirements.

6. Write, using SMART objectives, your recommendations relating to the alignment of people and other resources, in an effective and efficient way. 

7. Implement appropriate systems to achieve objectives in the most efficient way, on time, to budget and meeting organisational standards of quality.

8. Carry out work activities meeting the operational plan through effective monitoring and control.

1.  Explain the systems required to manage and monitor quality standards of ABC Company.

2. Demonstrate a quality culture to ensure continuous monitoring, evaluation and development of the process.

3. Recommend improvements which align with the organisation’s objectives and goals and which results in improvements. Highlight the elements of your plan which are going to bring continuous improvement in the system.

4.  Write a brief report on the wider implications of proposed changes within the organisation.

5.  Advice on how to carry out risk assessments as required by legislation, regulation and organisational requirements ensuring appropriate action is taken.

6. Demonstrate the correct and effective application of the health and safety regulations and legislation applicable in ABC Company.

7. Carry out a systematic review of organisational health and safety policies and procedures in order to ensure they are effective and compliant.

 
8. Advise on how to carry out the practical application of health and safety policies and procedures ABC Company.

Major positions and organizational chart

There are plenty of positions available at ABC company. Each position in the company plays a different role. Few of the positions that are very actively involved in the business process are as follows: –

1. Recruitment Associate
2. Recruitment Executive
3. Recruitment – Team Lead
4. Recruitment – Manager
5. Client coordinator
6. Resource management executive
7. Sales Executive
8. Sales manager
9. Relationship manager
10. Directors
11. Human Resource executive
12. Human Resource Manager
13. Finance Executive
14. Finance manager
15. System Admin
16. IT manager

Organizational Structure is attached separately.

Relationship between different functions

In ABC company, there are five major functions and they Recruitment, accounts, sales, HR and IT. The recruitment team works independently but they are dependent on other teams for various things. The recruitment team will meet up with the HR professionals to understand the various policies that can be beneficial to them. On the other end, they will interact with the accounts team so that they can get details regarding their salary, advances and also taxes. Lastly, they will interact with the IT team if any problem in their computer arises.

The sales team will work directly with the management and their main job is to get in resources for the growth of the organization. The sales team works with the accounts team so that the invoice details of each client can be shared to the accounts team. The sales team will have a complete idea about the business that is expected in the near future and hence, they will share their plan with the HR team. The HR team in turn will hire the resources, quite in advance, so that the business is not affected.

Aims, Mission and Objectives of ABC Company

The HR team will interact with all the teams so that they can share the employment policies with all the employees. The attendance data will be sent by the HR team to the account team and hence, they both will have to work cordially. The HR team will also conduct soft skill trainings for the recruitment executives and recruitment associates so that they can interact with the client and also improve on other fronts.

The accounts team will be taking care of payroll and hence, the employees in the organization will coordinate with the account team for any queries with regards to salary and taxation. The interaction between the account team will be very less with the employees but they will interact with the management on daily basis so that they can get idea about the invoices and also the new clients.

Aims, Mission and Objectives of ABC company and process map of recruitment process

There are various aims, missions and objectives of ABC company but just like all the other companies, they want to excel in the field that they have chosen. Few of the aims, mission and objectives that have been formally set by ABC company are as follows: –

1. The company wants to have its presence in multiple industries so that the organization can be known among clients from different industries.

2. The company wants to increase contract recruiting as the revenue generated from contract recruitment is more than that of permanent staffing.

3. ABC company wants to be a trustworthy company for the candidates as well as the clients. This will help the clients to trust the company and on the other end, the candidates will also trust the company.

4. ABC company wants to provide a safe and healthy working environment for all the employees in the organization. This will help the employees to stay back longer with the organization.

The process for the recruitment is as follows: –

1. Receive job description from the client
2. Confirm if the candidates are available in the market as per the client’s requirement.
3. Give confirmation to the client
4. Look for resumes on job portals, social media and internal database
5. Shortlist resumes
6. Call candidates
7. Line up the interested candidate for an interview at ABC consultants
8. Shortlisted candidates can be lined up at the client’s place
9. Follow up with the client for interview feedback
10. Communicate with the candidate
11. If the candidate accepts the offer then the position is closed. If not then the recruiter will have to look for replacement.
12. Follow up with candidate till the date of joining
13. If the candidate joins then the position is closed. If not then the recruiter will have to look for some other replacement.    

Elements required to built quality gateway

Few of the elements that will help ABC consultants to built quality gateway are as follows: –

1. Most of the processes should be automated so that the manual errors can be reduced.

2. Internal database is a must for ABC consultants. The internal database should be build over the period of time. This will help the organization to have access to resumes which other similar companies don’t have.

3. An internal portal for communication with the client will be very helpful. All the interaction between the client and the client coordinator will be recorded in the portal and hence, changes in the process of ABC company can be made accordingly.

Plan to promote goals and objectives

Few of the ways by which the goals and objectives of ABC company can be achieved by way of considering the legal, regulatory and ethical requirements are as follows: –

1. The employees in the organization should be paid as per the industry standards so that the company doesn’t get into any legal complications. This will help the company to retain the employees in the company.

Process map of recruitment process

2. Process documents should be in place so that all the resources in the organization can go through the documents. This will help all the resources to strictly follow the process.

3. The employees in the organization should be paid for overtime. This will motivate the employees to work overtime when there is a project requirement.

4. Workforce planning should be done in advance so that none of the clients are dissatisfied due to lack of resources. The human resources team should train the resources as and when they are free so that the free time of the resources can be utilized.

SMART objectives for ABC company

Few of the smart objectives that would help the company to be competitive in the market are as follows: –

1. The recruitment cycle time should be reduced by 15%. This objective can be achieved by doing simple things like improving the job description or by training the recruiters. Appropriate job description will help the recruiter to attract the right candidates. Similarly, training the recruiters will help the recruiter to attract the right candidates only.

2. E-recruitment should be in place so that the recruiters can share complete information about the candidate to the client. Similarly, the client should upload the feedback on the portal so that both the companies can have complete information about the candidate who has gone for the interview.

3. Employee engagement in the organization should be increased. Increase in the employee engagement will motivate the employees to stay back with the organization. Due to attrition, the organization is losing the money that they are investing on the employees but with the help of employee engagement activities, the employee retention can be increased. To understand the employees better, the organization can undertake employee engagement survey at regular interviews.

4. The bullying and harassment issues in the organization should be reduced. It is very important to identify the problems that employees are facing and then accordingly, it should be sorted. Identifying these kind of issues will help the employees to address these issues to the management.

Ways to achieve financial objectives and quality standards

The management will decide on certain systems so that the financial objectives and the quality standards can be met. Few of the ways by which the financial objectives and the quality standards of ABC Company can be met are as follows: –

1. The interim financial statements of the company should be reviewed in timely manner so that even the slight deviations can be noticed at the earliest and actions can be taken accordingly.

2. The company should decide on the revenue that they should generate for the particular quarter. If there is a deviation then a comparison between the actual revenue and the predicted revenue should be done. The mistakes can be corrected in timely manner.

3. A quality assurance team should be set in the organization so that they can take of the quality that is achieved and standards that haven’t been achieved. This will help the recruiter to strictly follow the guidelines rather than that of being casual with regards to the quality standard.

Plan to promote goals and objectives

4. All the government and legal standards will have to be followed by the organization. The management can hire a legal consultant who can take care of the legal requirements of the business. This will help the business to be free from legal complications which may spoil the reputation of the organization in the market.

Work activities meeting the operational plan

Few of the work activities that will help the organization to achieve the operational plan that has been decided by the management are as follows: –

1. The manager should supervise the activities of the team members. It is very important for the managers to actively supervise rather than that of just waiting for the end result. If the end result is not appropriate then the management will not be able to make the changes and the manager should track the performance of each of the resource on daily basis.

2. Each of the work assigned to the employees in the organization should be time bound. This will help the employees in the organization to stick to the timeline and in case, if the deadline is missed the employees will have to justify.

 (B)

Systems required for managing and monitoring quality

Quality management system should be implemented in the organization so that the quality that needs to be achieved can be measured. QMS will help the employees to understand what is expected out of them. It will clearly explain the goals and objectives that need to be achieved. It is merely impossible for the manager to set goal for all the employees in the organization and hence, that will be taken care by the QMS. A strict culture will be followed in the organization so that the new employees in the organization need not be taught regarding what should be done and what should be avoided.

Creating culture of quality

Quality culture will have to be built in the organization so that quality can be maintained in the organization. Few of the ways by which quality culture can be build at ABC company are discussed below.

Leadership is one of the first things that need to be considered while talking about quality. The leader in the organization should be such that he should motivate all the employees to strictly follow the quality standards in the organization.

The employees in the organization will have to be involved in the process improvement. This will help the employees to be motivated and hence, they will themselves be concerned about the quality that they need to deliver.

Recommendations for continuous improvement

Continuous improvement will help the organization to achieve the goals and objectives that they have set forth. Few of the recommendations that would help the organization to improve are as follows: –

1. Training should be provided to employees on continuous basis so that they can be updated with the current policies of the organization.

2. A open house meeting should be conducted on monthly basis so that the employees are motivated to share their opinion and suggestions on various processes. This will help the organization to improve.

SMART objectives for ABC company

3. The clients should be the ultimate focus for the organization. The client’s requirement should be reviewed at regular intervals. Similarly, the offerings of the competitors should also be reviewed.

Changes proposed at ABC company

Few changes are proposed in the company and this will help the company to improve. Few of the changes that would help ABC Company to be competitive enough in the market are as follows: –

1. Manpower planning should be undertaken in the organization. Plenty of employees have left the organization and hence, this has leaded the client dissatisfaction. Manpower planning will help the organization to hire at the right time. If the management thinks that they don’t want the existing employees then the organization can opt for VRS.

2. Ideas should be the key focus of the organization. All the managers at ABC Company should be asked to take a brain storming session so that the employees in the organization can share their thoughts and ideas on different processes. The managers should note down all the ideas and share the same with the management.

3. The organization can enter to other areas as well. The organization to start taking up HR outsourcing work. Plenty of organizations are outsourcing the HR work so this will help the organization to generate more revenue. To make this plan successful, the organization will have to hire manpower as the recruitment team may not be aware of activities like payroll and employee engagement.

4. As of now, ABC company is present in only one country. There are plenty of ways by which they can expand. ABC company can enter into developing countries as the number of companies in those countries are increasing. This will help the business to generate more revenue. The management will have to plan on the country that has the potential to grow so that they can accordingly enter the foreign market.

Risk Assessment

Risk assessment is a five step process so that needs to be followed accordingly in the organization. The risk assessment at ABC company would be as follows: –

1. The risks will be identified so that the risk plan can be accordingly prepared. The possibilities of fire accident, employees getting injured or anything else will be identified so that action can be taken accordingly.

2. The employees who may get harmed if a particular risk takes place in the organization. The employees who may seem to be hurt should be protected so it is very important to plan the risk management accordingly.

3. The risks that have been identified should be evaluated. Evaluating the risk will help the management to understand if the possibilities of the risk can be eradicated or reduced. If possibilities of risks can be eradicated or reduced then actions will have to be taken accordingly.

4. The identified risk and other details pertaining to risk should be documented so that action can be taken accordingly. This will help the organization to improve.

Ways to achieve financial objectives and quality standards

5. The risk assessment that was conducted should be reviewed again so that the management can be sure that they haven’t missed out on anything.

Application of health and safety regulations

It is the responsibility of ABC Company’s management to take care of all the employees. Few of the health and safety regulations that need to be taken care by the management are as follows: –

1. First aid training should be given to all the employees on the floor. This will help the employees to be safe. The employees cannot be dependent on the doctor at all point of time so necessary basic training should be given to employees.

2. A register should be maintained wherein the employees and the medicine that they have taken from the office should be mentioned. This will help the management to understand the use of medication in the office place. All the medicines which are required regularly should be stocked.

3. The employees should be given training for fire fighting and other emergency situations so that they can help themselves rather than that of waiting for the external help to arrive. This can save the organization from the loss that they are going to make.

Reviewing the health and safety regulation

Few of the ways by which the health and safety regulation at ABC company can be reviewed are as follows: –

1. Safety audits should be conducted so that the management of ABC company can be sure of all the health and safety regulations in place and if anything is missed then that can be implemented.

2. The management of ABC company should hire external auditors who is very much familiar with the audit process so that things can be in place.

3. The OHS team at ABC company should maintain a checklist so that they can be sure that they are achieving everything and not missing out on anything.

Practical application of health and safety policies and procedures

Few of the ways by which the health and safety policies and procedures are implemented in the organization are as follows: –

1. The employees should be made aware of the health and safety hazards that they may face while they are in the organization. This will help the employees to take preventive measures. If the employees aren’t informed then they may not be ready to act when the situation arises.

2. Training should be given to employees regarding the activities that they need to undertake while an emergency situation. The employees should be made aware of the location wherein the medicines are available and also the places wherein safety equipments like fire extinguishers and other such things are available. This will help the employee to act immediately.

3. The employees should be given training and to verify the effectiveness of the training, an examination should be conducted. The examination should be based on health and safety trainings that have been conducted. If the employee fails in any one particular area then they will have to be trained again so that the management can be rest assured that all the employees are safe.  

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