HUMAN RESOURCE MANAGEMENT

SKILLS PROGRAM 6
SAQA - 7860 - 10170
INTRODUCE NEW STAFF TO THE WORKPLACE
UNIT STANDARD - 7860
Introduction
Look at the questions given below and try answering them.

• Whom do you send your resume to when you see a job opening that
interests you?

• Who gives you the job offer and discusses your pay package with you?

• Who inducts you into the organization when you are a new employee?

• Whom do you contact when you have any doubts regarding your pay
package, perks, benefits, conveyance, leave management etc.?
• Who helps you in the final exit formalities when you leave an
organization?

• Who takes care of your training and development needs?

Human Resource Management at Work
• What Is Human Resource Management (HRM)?
▫ The process of acquiring, training, appraising, and compensating
employees, and of attending to their labor relations, health and safety, and
fairness concerns.
• Organization
▫ People with formally assigned roles who work together to achieve the
organization’s goals.
• Manager
▫ The person responsible for accomplishing the organization’s goals, and who
does so by managing the efforts of the organization’s people.
 Importance of HRM

HRM has a dual nature:

.

supports the organization’s

strategy

represents and advocates

for the employees

Strategic HRM provides a clear connection between the

organization’s goals and the activities of employees.
The HRM Functions

HRM has four basic functions:

staffing

training and
development
motivation
maintenance

In other words, hiring people, preparing them, stimulating

them, and keeping them.
 The Management Process
Planning

Controlling Organizing

Leading Staffing
Human Resource Management Processes
Acquisition

Fairness Training

Human
Resource
Management
Health and Safety (HRM) Appraisal

Labor Relations Compensation

Personnel Aspects of a Manager’s Job
• Conducting job analyses
• Planning labor needs and recruiting job candidates
• Selecting job candidates
• Orienting and training new employees
• Managing wages and salaries
• Providing incentives and benefits
• Appraising performance
• Communicating
• Training and developing managers
• Building employee commitment
External Influences on HRM

dynamic
environment

management laws and

thought HRM regulations

labor
unions

External influences affect HRM functions.

Introducing vs. Inducting New Staff Members
The Importance of Starting Right
• First impressions matter.
• Setting the stage for successful integration.
• Introduction and Induction: Terms often used interchangeably but have
distinct meanings.
Introducing New Staff Members
• Definition: The initial process of welcoming a new employee on their
first day.
• Focus: Making the new employee feel comfortable and welcome.
• Activities: Office tour, meeting the team, setting up workstations.
Benefits of Introduction
• Eases first-day anxieties.
• Creates a positive first impression of the organization.
• Builds a foundation for further induction processes
Inducting New Staff Members

• Definition: A structured process that integrates the new employee into

the organization and its culture.
• Focus: Training, understanding of roles and responsibilities, company
values, and expectations.
• Duration: Could last a few days to weeks, depending on the
organization.
Key Components of an Effective Induction

• Company Overview: History, vision, mission, and values.

• HR Processes: Payroll, benefits, and HR policies.
• Training: Technical and soft skills required for the role.
• Feedback: Regular check-ins to address concerns and clarify doubts.
Benefits of Induction
• Promotes faster adaptation to the company culture.
• Equips employees with necessary knowledge and skills.
• Reduces the time to achieve full productivity.
• Reduces turnover by improving job satisfaction.
Introducing vs. Inducting
Introducing Inducting
• Short-term • Long-term
• Informal • Structured
• Comfort-focused • Knowledge & Skill-focused
Explain the difference between introducing a new staff member
to the workplace and inducting a new staff member
Welcome new staff to the organization
The Role of Fellow Employees
• New employees' first impressions are vital.
• Fellow employees play a crucial role in making
newcomers feel welcome.
• Today, we'll explore how you can contribute to
a positive onboarding experience.
Why is Welcome Important?
• Creates a positive first impression.
• Reduces first-day jitters.
• Sets the tone for a smooth integration.
Procedure
• Step 1 - Preparing for Arrival
• Step 2 - Warm Welcome
• Step 3 - Facility Familiarization
• Step 4 - Introduction to Fellow Workers
• Step 5 - Office Culture
• Step 6 - Offering Assistance
Discuss in pairs how to Welcome new staff to the organization and familiarize them
with relevant site facilities and introduce to fellow workers.
Understanding Responsibilities: The Significance of Clarity
• Ensures tasks are carried out correctly.
• Enhances individual and team productivity.
• Reduces errors and misunderstandings.
Importance
• Accountability and Ownership
• Team Coordination
• Customer Satisfaction
• Legal and Compliance
• Employee Development
Explain the importance of checking that new staff understands
their responsibilities
Encouraging Questions and Clarifications
The Power of Asking Questions
• Asking questions is a sign of curiosity and a desire to learn.
• Encouraging questions helps newcomers adapt faster.
Why Questions Are Important
• Questions lead to understanding.
• They uncover hidden issues or concerns.
• Fosters open communication and trust.
Your Role in Supporting Newcomers
• As a fellow employee, you're a valuable resource.
• Your willingness to help sets the tone for the newcomer.
• You play a vital role in their onboarding experience.
Approachability
• Smile and make eye contact.
• Offer a warm and welcoming demeanor.
• Let them know you're available.
Active Listening
• When they ask a question, listen attentively.
• Show empathy and understanding.
• Avoid interrupting or rushing the conversation.
Encouragement
• Explicitly state that questions are welcome.
• Use phrases like, "Feel free to ask if you have any questions."
• Create a culture where curiosity is celebrated.
Offering Guidance
• Share resources like training materials or documentation.
• Offer to demonstrate processes or tasks.
• Recommend colleagues who can help with specific questions.
Normalize Mistakes
• Remind them that everyone was new once.
• Share your own experiences of learning and making mistakes.
• Emphasize that learning is a journey.
Staying Connected
• Schedule periodic check-ins to see how they're doing.
• Ask if they have any questions or need assistance.
• Address any challenges promptly.
Discuss how you would encourage new staff to ask questions
and seek clarification, where necessary
Demonstrate understanding of employment relations in an
organisation 10170
Understanding Organizational Stakeholders
• Stakeholders are essential to an organization's success.
• Today, we'll explore who they are and what roles they play.
What is a Stakeholder?
Defining Stakeholders
• Stakeholders are individuals or groups with an interest in the
organization's activities.
• They can influence or be influenced by the organization.
Identifying Key Stakeholders
• Shareholders/Owners
• Customers
• Employees
• Suppliers
• Government
• Community
• Competitors
• Media
Shareholders/Owners
• Owners hold shares or equity in the organization.
• They seek profitability and growth.
• They have a say in major decisions.
Customers
• Customers buy products or services.
• Their satisfaction is crucial for success.
• They influence brand reputation.
Employees
• Employees drive day-to-day operations.
• Their performance impacts productivity.
• They provide valuable feedback.
Suppliers
• Suppliers provide resources.
• Their reliability affects production.
• Negotiations impact costs.
Government
• Government sets rules and regulations.
• Compliance is necessary.
• Taxation and policies affect finances
Community
• Organizations operate within communities.
• Community support is essential.
• Social responsibility matters.
Competitors
• Competitors offer similar products/services.
• Market positioning and differentiation are key.
• Competitive analysis is crucial.
Media
• Media coverage influences public opinion.
• Managing reputation is vital.
• Crisis communication is essential
Roles of Stakeholders
• Shareholders invest capital.
• Customers provide revenue.
• Employees drive operations.
• Suppliers deliver resources.
• Government sets regulations.
• Community offers support.
• Competitors drive innovation.
• Media shapes perception.
Impact on Decision-Making
• Stakeholders' interests shape decisions.
• Balancing their needs is a challenge.
• Successful organizations consider all stakeholders.
How do you identify and analyze stakeholders and
their interests?
Identify stakeholders by:
▫ Brainstorming.
▫ Collecting categories and names from informants in the community.
▫ Consulting with organizations that either are or have been involved in similar efforts, or that
work with the population or in the area of concern.
▫ Getting more ideas from stakeholders as you identify them.
▫ If appropriate, advertising.
Identify stakeholder Interests
Discover and try to understand stakeholder interests
by asking them what’s important to them.
Apply stakeholder analysis / stakeholder mapping
Principles for Stakeholder Management
 Treat them with respect.
 Provide whatever information, training, mentoring, and/or other support they need to stay
involved.
 Find jobs for them to do that catch their interest and use their talents.
 Maintain their enthusiasm with praise, celebrations, small tokens of appreciation, and
continual reminders of the effort’s accomplishments.
 Engage them in decision-making.
 Employ them in the conception, planning, implementation, and evaluation of the effort from
its beginning.
 In the case of those who start with little power or influence, help them learn how to gain and
exercise influence by working together and developing their personal, critical thinking, and
political skills.
Organizational Policies and Employment Procedures
The Importance of Policies and Procedures
• Policies and procedures provide a structured framework for
employment.
• They ensure fairness and consistency in the workplace.
• Compliance with policies and procedures safeguards the organization
and its employees.
• Clear guidelines help employees understand expectations, reducing
confusion.
• A well-defined framework promotes a positive work environment.
• Policies and procedures support legal compliance and risk management.
Defining Organizational Policies
• Policies are like the rules of the workplace.
• They tell us what's expected and how to behave.
What Are Policies?
• Policies are written guidelines and rules.
• They're like the instruction manual for work.
• Think of them as the "dos" and "don'ts" of the company.
The Purpose of Policies
• Policies help everyone know what's right and wrong.
• They make sure we're all on the same page.
• They create a fair and respectful workplace.
Policy Topics
• Policies cover different areas of work.
• For example, there's a policy for treating everyone equally (Equal
Employment Opportunity Policy).
• Another policy guides how we should behave at work (Code of
Conduct).
Equal Employment Opportunity Policy
• This policy is about treating everyone fairly.
• It says we can't discriminate based on things like race or gender.
• It ensures everyone has a fair chance.
Code of Conduct
• The Code of Conduct sets standards for our behavior.
• It tells us how to interact with others respectfully.
• It helps maintain a positive work environment.
Policy Implementation
• Policies are not just words; they're meant to be followed.
• We all have a role in making sure policies are followed.
• It's about living up to the company's values.
Benefits of Policies
• Policies create consistency and fairness.
• They provide guidance in tricky situations.
• They protect the company and its employees.
What is an Organizational Procedure?
Defining Organizational Procedure

• A set sequence of steps.

• Ensures consistent task completion.
• A companion to organizational policies.
Policy vs. Procedure
• Policy: What and Why - It sets the general guidelines.
• Procedure: How - It explains step-by-step what to do.
Purpose of Procedures
• Ensure consistency across the organization.
• Reduce misunderstandings or errors.
• Streamline operations and training.
Procedure Examples
• Employee Onboarding Procedure: Steps for introducing new hires.
• Financial Approval Procedure: Process for financial transactions.
• IT Support Procedure: Steps for resolving IT issues
Features of a Good Procedure
Clear and concise steps.

Easy to follow and understand.

Regularly reviewed and updated.

Importance in a Workplace
• Help maintain a productive workflow.
• Reduce training time for new staff.
• Facilitate compliance with regulations.
Mechanics of Grievance and Disciplinary Procedures in South
Africa
South African Legal Framework
• Labor Relations Act (LRA).
• Basic Conditions of Employment Act (BCEA).
• Employment Equity Act (EEA).
• All regulate grievance and disciplinary procedures.
Core Principles in Procedures
• Fairness: Ensure impartiality and unbiased decisions.
• Procedural Fairness: Follow the correct steps.
• Natural Justice: Give the employee a chance to be heard.
• Evidence-Based: Decisions grounded in evidence.
Role of HR
• Facilitate the process.
• Provide guidance to managers and employees.
• Ensure compliance with labor laws.
Understanding Grievance and Disciplinary Procedures
• Grievance Defined: Employee complaints or concerns.
• Common Grievance Triggers: Issues related to work environment, unfair
treatment, payment disputes, workload concerns, and interpersonal
conflicts with colleagues.
• Purpose of Raising a Grievance: To seek resolution, maintain a
harmonious workplace, and ensure employees' rights are upheld.
Importance of Addressing Grievances
• Addressing grievances is crucial for maintaining a fair and harmonious
workplace.
• It provides a structured way to resolve conflicts and ensure fairness.
Grievance Procedure Steps
• Step 1: Employee raises a grievance.
• Step 2: Grievance is documented.
• Step 3: Investigation by HR or designated committee.
• Step 4: Resolution and communication with the employee.
• Step 5: Closure and follow-up.
Employee Rights
• Right to representation.
• Right to know the allegations.
• Right to respond.
• Right to appeal.
Disciplinary Procedures
• Disciplinary procedures are used when employees engage in
misconduct.
• Misconduct includes violations of company policies, rules, or behavior
contrary to the organization's standards.
What is Employee Misconduct?
• Examples of misconduct: dishonesty, harassment, insubordination,
theft, safety violations.
• Any action that breaches workplace rules or standards can be
considered misconduc
Why Do We Need Disciplinary Procedures?
• Ensure a fair and consistent approach to addressing misconduct.
• Encourage employees to adhere to company rules.
• Provide a structured process for addressing and rectifying misconduct.
The Disciplinary Process
• Step 1: Investigation - Gather facts and evidence.
• Step 2: Informal Discussion - Talk to the employee to understand their
perspective.
• Step 3: Formal Meeting - If necessary, hold a formal meeting with the
employee.
• Step 4: Verdict - Determine if misconduct occurred and decide on
appropriate action.
• Step 5: Appeal - Allow the employee to appeal the decision if applicable.
Employee Rights
• Right to know the allegations against them.
• Right to defend themselves and present their side.
• Right to appeal a decision.
Ensuring Fairness
• Fairness is key in disciplinary procedures.
• It helps build trust and maintain a positive workplace.
The Importance of Correctly Utilizing Grievance Procedures
• Ensures Fairness
• Conflict Resolution
• Employee Well-being
• Legal Compliance
• Organizational Improvement
• Trust and Morale
Types of Organizational Agreements
What is an Enterprise Agreement?
• A legally binding agreement setting out the terms and conditions of
employment between an employer and a group of employees.
• Covers topics like pay rates, working conditions, and dispute resolution
methods.
• Typically negotiated collectively between an employer, employees, and
unions.
Types of Enterprise Agreements
• Single enterprise agreement: covers one employer and their employees.
• Multi-enterprise agreement: covers two or more employers and their
employees.
• Greenfields agreement: for new enterprises, where the employer and
unions agree on conditions for future employees.
Benefits of Enterprise Agreements
• Customized Conditions: Tailored terms to suit a particular business or
industry.
• Enhanced Relations: Promotes constructive and cooperative
relationships.
• Streamlined Framework: Consolidates multiple awards and conditions
into one agreement.
Process of Forming an Agreement
• Initiation: Either employer or employees/union can initiate.
• Negotiation: Both parties discuss terms and conditions.
• Approval: Employees vote on the proposed agreement.
• Registration: If approved, the agreement is submitted to a regulatory
body for validation.
Handling Disagreements
• Enterprise agreements often contain dispute resolution procedures.
• This can include steps like mediation, arbitration, or going to an
industrial tribunal.
Conditions of Employment
• Conditions of employment are the terms and rules that govern the
working relationship between employers and employees.
• These conditions can be influenced by laws, agreements, and company
policies.
Contractual Conditions
• Employment contracts outline specific conditions, including job roles,
responsibilities, salary, and benefits.
• Contracts vary based on the type of employment (permanent,
temporary, part-time) and industry
Working Hours & Schedules
• Describes standard working hours, including weekly or daily schedules.
• May include details on overtime, shift work, and breaks.
Compensation & Benefits
• Covers salary, bonuses, and any additional compensation.
• Benefits can include health insurance, retirement plans, and other
perks.
Leave and Time Off
• Explains policies on paid leave (e.g., vacation, sick leave,
maternity/paternity leave).
• Also addresses unpaid leave options and conditions for requesting
leave.
Workplace Safety
• Describes safety protocols, including training, equipment, and reporting
procedures.
• Highlights the importance of creating a safe working environment
Performance Expectations
• Outlines performance expectations, job responsibilities, and goals.
• May include metrics for evaluation and advancement.
Code of Conduct
• Explains expected behavior, ethics, and professional conduct.
• Highlights consequences for violating the code of conduct.
Termination & Resignation
• Addresses conditions for resignation and termination.
• May include notice periods, severance packages, or exit interviews.
Legal Compliance
• Emphasizes compliance with labor laws, anti-discrimination laws, and
regulations.
• The organization must ensure all conditions align with legal
requirements.