Day –to – Day Operations

1. These slides has indicated that I organised content into an effective learning and teaching sequence. Day –to – Day Operations Managing of Staff

2. At this part of the course we are going to look at employing and managing staff in a small business. • Employees are one of the most important assets of a business and so making sure a business has the right employees for the job is an essential part of good business management. • Other resources are important too, but their successful use is dependent on the skills of the people. Introduction to Managing Staff

3. You can see from this slide that I have chosen a certain definition for job analysis. I defined it as simply as possible for my students and for an alternative definition from their text books. • Many of the procedures and regulations applying to the employment of staff members are the same regardless of the size of the business. • The first topic we will consider is the different ways in which employees can be recruited. • Job Analysis: An employer needs to decide; • How many employees are required to make the business run effectively and efficiently. • What types of employees are required, what tasks they will need to do. • What skills, qualifications, and/or experience they will need to have. Employing the right Person

4. After completing a job analysis, a job description can be created. A good job description should; • Contain all the information relevant to the job (including title, duties, and responsibilities). • Job specification (Skills, characteristics, and/or qualifications required). • Additional Information such as, hours of work, location, working environment and culture etc. • A good job description improves the chances of matching ideal candidates and reduces the chances of wasting time on unsuitable applicants. • Once the job description and job specification are ready, the owner can start the recruitment and selection process Job Description

5. *Point to consider:Almost all small businesses will need to recruit from outside the business to start with and they can look at recruiting internally as the business grows. • Recruitment: The process of finding people to work for a company or become a new member of an organization. Usually done by producing a ‘pool’ of candidates. • There are many ways in which recruitment takes place. For this lesson, I break them down into two groups. External and Internal recruitment. The lesson follows the same flow and procedure as the same process would in the real world which helps students vision the and understand each step Recruitment

6. This is recruiting from outside the business. Some methods available to a business are; • Word of mouth recruitment: Use your networks (business and personal) to announce you are looking for additional employees. • Print Advertising: (Newspapers, magazines, local newsletters etc.): Not as popular as it once was but can still be an effective method, e.g. interest magazines-advertising for a mechanic in a car mag. • Online Advertising: Advantages include to opportunity to edit text, it is always on 24/7, allows for a quick response and the opportunity to attach resumes etc. Potential for many responses. (Seek, gumtree, LinkedIn and many more) External Recruitment

7. As a small business grows there may be potential to recruit from within the business. • Advantages are that the owner already knows the employee – their personality, their skills, their abilities and their potential etc. The employee already knows the business, the people and culture etc. • However! especially in small businesses there will only be a limited number of suitable candidates. In reality it is often best to use a combination of these methods to find the best person for the job Internal Recruitment

8. After recruitment, managers will often end up with a number of job applications. Next step is to select applicant(s). • Methods that business managers may use during the selection process; • Screening resumes/CV’s, Cover letters and if used, application forms: A lot of information is provided and as a result it will be easy to see if some of the applicants are/are not suitable for the job. • Create a Short list: Discard applications they think are unsuitable and keep the ones that they think have potential. Selection

9. After a short list has been created, the next stage usually involves an interview or stages of interviews. • Telephone contact/interview: Gives an employer the opportunity to ask more detailed questions, seek new or more detailed information, test the telephone manners of a candidate. • Face to Face interviews: Can be individual or a group interview (both candidates and employers). The interviewer will ask questions and listen carefully to the answers given and also what type of questions the candidate asks. May also watch to see what the applicant is wearing and what sort of body language they use. Selection – Interviewing

10. Types of Questions: • Closed questions: Establish or confirm fact. E.g. Are you able to operate a fork lift? • Open questions: Prompts further information from the candidate. E.g. why did you apply for this role, what is your experience in the retail industry etc. • Reflective questions: To seek further information based on something the candidate said earlier. Usually at this stage, the employer will have a good idea of who are strong candidates. It is not advisable to hire at this stage and there are further steps that can help owner/managers make a more informed decision. Selection - Interviewing Cont.

11. Background checks: Most applications will include the names of referees on their CV’s or during the interview process. Referees are people the applicant knows currently or has known in the past, who can speak about the work the applicant has done. Be weary that many employers may also search sites like Facebook and Twitter. • Testing: Some businesses require an applicant to undergo some form of testing before offering them a job. An employee will likely be asked to carry out some tests to ensure they possess these skills and abilities. E.g. a banker being asked to complete show basic mathematical skills, a fireman being physically tested etc. Selection

12. Once these steps have been completed the business owner will most likely have made a decision on a successful applicant and offer them a job within the company. • The successful applicant will usually be contacted via phone, followed by a contract. Once the contract has been signed and returned the job is filled and the selection process has been completed. Selection

13. Imagine you are looking for a job. Create an ‘eye–catching’ CV which you could send to employers. • What employers look for on CV’s: • Personal and contact details (name, numbers, emails etc.) • Employment History (Jobs you have held in the past, mention your duties and responsibilities) • Education and qualifications (What schooling you have completed or are currently in. Other qualifications or training certificates). • Career/personal strengths • References (referees) Curriculum Vitae/Resume

14. Go to some employment websites such as seek.com.au and search for a job that you would be interested in applying for. • Write a cover letter in response to that vacancy. Information usually includes; • An introduction to the employer • Identify which position you are applying for • Convey your enthusiasm for the position • Highlight your stand out qualities or previous experience that make you a great candidate • Inspire the reader to continue to read your cover letter, remember, a cover letter is not a summary of your CV. Cover Letter

15. It is all about managing physical and psychological aspects of a work environment with the aim of maximising health and safety. • In Victoria, workplace health and safety is governed by a system of laws, regulations and compliance codes which set out the responsibilities of employers and workers to ensure that safety is maintained at work. Occupational Health and Safety (OH&S)

16. The Occupational Health and Safety Act 2004 (the Act) is the cornerstone of legislative and administrative measures to improve occupational health and safety in Victoria. • The Act sets out the key principles, duties and rights in relation to occupational health and safety. The general nature of the duties imposed by the Act means that they cover a very wide variety of circumstances. The Act

17. Occupational health and safety can be managed in different ways; • Appropriate safety procedures • Necessary equipment is available and working • Employees are trained to respond to accidents • Managers take an active role in ensuring that safe practices are adhered to. Occupational Health and Safety

18. More info can be accessed at:http://www.business.gov.au/BusinessTopics/Occupationalhealthandsafety/pages/ActsandCodesofPracticeinyourstateorterritory.aspx

19. http://www.youtube.com/watch?v=Ny1Lh_BLRbg • http://www.youtube.com/watch?v=uSQcUw9b97A • http://www.youtube.com/watch?v=YVrVgrhbV7w Recent advertisements are placed at the end of the lesson to just allow students to take a break from learning just be able to watch and openly discuss video content Some of the ads you may have seen