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Benefits Of Post Card System

In a large organization which has more than one thousand employees, a human resource manager is involved in many things ranging from drafting personnel policies, handling benefit administration, investigating complaints, managing workers compensation, dealing with unending paper work, developing a compensation and performance appraisal system, listening to employee grievances, handling pay roll and above all recruiting/hiring new employees (Griffin, R. W 1996). During a vacancy advertisement and the larger process of selecting the appropriate person for the job the human resource department receives numerous application and phone calls following up the resumes.

In the process of answering the phone calls and acknowledging the receipt of the application letter he/she consumes a lot of time which would otherwise be used in the recruiting process and hence shorten the process. It is therefore imperative that a post card system where applicants are informed about the receipt of their letters is introduced in larger organization since it is very clear that the human resource is very over worked.

However, in those organizations where the post card system has act been in place, introducing the same ideas may seem not only difficult but also receive a lot of resistance.( Hanson, 2001) identifies that innovation in an

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organization is a difficult process because it is easier to destroy than to introduce a positive idea with numerous benefits. This may be attributed to the culture of bureaucracy in most organizations.

In this knowledge based economy new ideas and modern ways of thinking should be accommodated since they serve as a basis for organizational growth (Griffin, R.W, 1996) defines organizational growth as “an effort planned organization wide, and managed from top to increase the organization effectiveness and health through planned interactions in the organization process” using behavioral science knowledge”.

Manager should take a leading role in organizing a network of relationships and create prerequisites for interrelationships (synergy). In this proposal of introducing a post card to mail applicants informing them that they received their application letters, the recruiting manager and recruiting clerk have produced a static on the expenses used in mailing back to applicants compared with the time spent in answering the phone call from the same applicant.

Admittedly it is cheaper to use the post card than to answer phone calls since many will call for at least two minutes, the time, which the employees could have used to improve the organization. The human resource manger should therefore consider the basic principles of the organizations such as culture and historic traditions. The laid down goals, the determination of responsibilities and the internalization of humanistic values as well as networking (Griffin, R.W, 1996). This is because for an organization to grow and increase its profit it must maximally utilize the usefulness of resources and these resources include time and money.

A key factor to this is the creation of a well functioning feedback, a target-centered feedback system that favors the development of the organization as a whole. In this method performance of the previous work period is discussed and special focus directed to the primary goals of the future work. In order to achieve organization goals, mangers must first aim at improving the services offered by the organization and this is achieved through implementation of an efficient and effective feedback system.

In implementing the new proposed the human resource manager should take his/her time, avoid interference and should at all aspects and all questions raised and address them accordingly. Listening is an attribute which all mangers must poses since listening to a junior/subordinate is very important and contributes to employee motivation.

The manager should be aware that the creation, implementation and renewal of organizational goal require authority and competence in management. He/she must do a thorough preparation in order to initiate, launch and implement the idea and this requires wider consultation among the management staffs as well as the junior staff of organization. This is because for an organization to grow every member should be part and parcel of it and even one member can sabotage an idea, which would otherwise be very beneficial to the organization at large.

It is necessary to prepare to basic principles of appraisal and develop interviews, collect and analyze information and set new goals together. During this period meetings must be convened where the essence in getting every employee ideas. The manger ability to create people in a different way is useful since most people only speak what the manger needs to hear and very few who are outspoken can tell the truth and special attention should be paid to these people.

The human resource must be able to elaborate clearly to every member the benefits that are associated with the post card system and these include: dramatic reduction of the hiring costs, subsequent reduction of the time used in hiring since there will be minimal interference from the applicants and hence they will direct all energies in the recruiting process and finally the human resource mangers value will be increased since he will be chairing the recruiting process.

Reference:

Griffin, R. W (1996) Management 5th Edition, Boston Houghton Mifflin Company

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