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Employee management 101: Insights to boost your people processes

Recruitment | 6 Min Read

Employee management 101: Insights to boost your people processes

What is employee management?

Employee management is an umbrella term that covers employee development, employee interaction, and areas of performance management. It comprises critical HR (Human Resource) decisions, payroll regulations, legal compliance and other aspects necessary to maintain a high-functioning, growth-oriented workforce. The key objective of an employee management system is to equip employees with tools to achieve their professional goals.

This article offers a concise overview of employee management fundamentals, its advantages, must-have tools and best practices to ensure maximum efficacy.

 


Critical areas of employee management

A typical employee management program follows six principal areas. The latter includes talent acquisition, assessment, communication, training, rewards, and maintaining workplace discipline. Organizations must adhere to these stages to ensure that each employee is professionally trained for future responsibilities.

Recruitment

It is vital to understand that a successful employee management system begins before the recruitment process. To initiate a holistic employee management process, you need to produce a detailed job description for the applicants.

Your job description must include: process, you need to come up with a detailed job description for the employees. Your job description must include:

  • Employee qualification
  • Years of experience
  • Skills required
  • Compensation and benefits

The above four points are an essential layer for filtering out unsuitable candidates. In addition, a detailed job description allows recruiters to enjoy a smooth hiring process.

Mercer | Mettl has identified up to fifteen strategies to help attract top talent.

Talent assessment

As the hiring officer of your company, you need to understand the talent measurement system. Regular monitoring of employee performance eventually leads to organizational success. For this reason, employee talent assessment is one of the essential parts of the employee management procedure.

Routine employee performance monitoring helps with accurate performance feedback. Companies get to make required adjustments when they know about employee struggles. It does not only increase productivity but also helps in elevating organizational culture and augmenting employee confidence.

However, as a hiring officer or a human resource manager, you must draw a strict line between monitoring employee performance and watching each employee’s actions. An organization does not gain anything from an intimidated employee. Therefore, it is essential to know when to trust the people working for your company.

Communication

Lack of communication is the worst possible thing that can happen to an organization. Therefore, a successful employee management plan also needs an effective interaction plan. Without interacting with the employees, management will never be able to decide how to improve employee performance. Moreover, regular communication helps with understanding the weaknesses of the employees. If you are not aware of the shortcomings of your employees, how will you be able to implement new policies, new upskilling programs, and employee mentoring sessions? Therefore, to create the right employee management program, you need to devise the right employee communication plan.

The ideal communication session should include discussing employee job expectations, offering constructive feedback, and listening to the employees. In addition, the interactive sessions can help companies achieve their professional goals and expand their brand value if appropriately implemented.

Employee training & development

Modern companies do not look for tailor-made employees who will automatically fit their requirements. Instead, they attempt to train their employees to make them suitable for their required positions. Upskilling, for this reason, has become an essential part of employee management. In addition, robust training & development program increases employee productivity by elevating employee confidence.

In an Organizational & Employee Development article, the Society for Human Resource Management enlists seven key steps to improve workplace training development. Below is a summary of those steps.

Seven key steps for better training and development programs:

  • Benchmark against the competition to get one step ahead of them.
  • Survey your employees to learn about their needs and wants.
  • Align training with management’s operating goals to design targeted programs.
  • Run it like a business by clearly stating the purpose, constructing a realistic budget, including SWOT (Strengths, Weaknesses, Opportunities and Threats) analysis, conducting pilot classes, etc.
  • Weave it into your company’s culture to adopt a lifelong training philosophy that continues to nurture teams and individuals in your organization.
  • Keep innovating to maintain relevance and interest in your training initiatives.
  • Measure results to ensure quality and excellence in future initiatives.

Rewards and recognition

Any successful employee management program needs an employee reward plan. It boosts employee satisfaction and works wonders for motivating employees. For this reason, every employee management program should include an enticing rewards and recognition plan for better results.

The average increase in employee performance after implementing a well-designed rewards and recognition program. (Source: Gartner)

The reward does not always have to be monetary. It can be a certificate, a memento, or even a lunch arranged in honor of the employee’s achievement. A reward in any form motivates employees to perform better. For this reason, human resource managers should have an employee-rewarding approach when creating an employee management system.

Workforce discipline

A constructive employee discipline program can help an underperforming employee to perform better. Therefore, every organization should have an employee discipline program that benefits both the employers and the staff.

The following points are vital to consider before introducing a new discipline program.

  • Establish a realistic code of conduct that is well-communicated and compliant with state and federal laws.
  • Communicate rules related to workplace safety, professional attire, permissible and non-permissible behaviors, use of intoxicants, use of technology and data, etc.
  • Formulate a fair procedure for dealing with misconduct. It could include steps like investigating the circumstances, providing notice of misconduct to the accused, maintaining paper trails of every disciplinary action, and allowing rights to appeal a disciplinary decision under exceptional circumstances.

 


Importance of an efficient employee management system

A detailed employee management program allows companies to understand their employees, and as a result, helps improve employee motivation, loyalty and retention. Efficient employee management also enhances employee engagement. The following points elaborate on the need for efficient employee management.

 

Maintaining workplace harmony

 

Various divisions, technologies, and even divisional cultures make it awkward for many employees to stick around an organization. In some companies, employees fear changes because of cultural differences. Creating a balance between the divisions is the biggest challenge the human resource managers face. Hence, a holistic employee management system is imperative to maintaining harmony and ensuring progress.

 

Implementing L&D (Learning & Development) strategies

 

Learning and development strategies are a key aspect of holistic employee management. Identifying training needs using an analysis of skills gap and related tools help formulate programs that are specific to individual L&D requirements.

 

Effective talent measurement

 

Another challenge to a successful employee management program is to get a successful talent measurement report. Usually, employees underperform because they do not get the right position. Because of a lack of talent management, people typically get placed in the wrong position. When HR (Human Resource) managers implement the right employee management program, they usually get to measure employee talent more accurately.

 


Essential employee management tools

To devise the right employee management system, managers can tap into various employee management tools. These tools are developed to help HR managers monitor employees and see if they are working well in the organization.

These tools help HR manage time and attendance, which is vital in this era of remote/hybrid employment formats. In addition, employee management tools come in handy when the organizations grow. Below are a few essential tools to consider:

Communication management platforms:

Virtual communication management platforms are crucial to workplace efficiency, especially in remote and hybrid work models. These platforms help ensure constant communication among individuals, teams, leaders and stakeholders.

Productivity tracking software:

Tracking productivity using project management tools and collaborative platforms ensures accountability and greater work efficiency. 

HR management portals:

These tools ensure smooth employee management in HRM (Human Resource Management). Such tools help maintain accuracy in payroll, employees’ growth paths and hierarchy in the system, attendance tracking, leave management and other crucial HR processes.

 


How to manage employees: Tips and best practices

It is the responsibility of every HR manager to create an employee management plan which benefits both the employers and the employees. One essential fact to remember is – that employee management programs are ever-changing. Hence, it is vital to consider the tips listed in this section when undertaking employee management initiatives.

Human resources planning can act as a catalyst and an operating mechanism to accelerate the building of an effective work force. Where this is accomplished, people are energized and committed and become the most powerful, fundamental corporate competitive resource of all.

Wickham Skinner
Managing Human Resources, Harvard Business Review

Ensure clear & regular communication

Organizations need to communicate with the employees’ needs and struggles to understand them. Upskilling programs are organized due to this reason. These programs not only help the employees to learn different technologies and methods, but they also encourage the employees to come out and participate in the training programs.

Communication is a key element in creating a seamless system between all departments and within all teams of a workplace. Excellent communication can ensure that everyone is on the same page, allow ample room for questions and concerns, and create a safe space for open dialogue. On the other hand, poor communication can lead to interpersonal relationship breakdowns due to miscommunication, not to mention lower morale or feelings of unease.

Strong Communication, Strong Company
Forbes

Do not hard-monitor employees

After hiring and training an employee, the management should trust them to do their work with minimal interference. If employees feel they are not trusted, it can affect performance and productivity. Hence, managers must avoid micromanagement and unnecessary supervision.

Give assertive yet fair feedback

Work feedback is another aspect that organizations should offer their employees for better performance. Everyone needs performance feedback. However, it is essential to see that the feedback does not cause any emotional damage to the employees. In other words, harsh feedback does not motivate employees. Therefore, managers should include fair and firm feedback in the employee management programs. Such feedback is not demotivating. Instead, it helps professionals work on self-improvement.

Maintain transparency

Honesty and transparency are two essential elements of employment. Companies need to be transparent when they are hiring an employee. All the laws, rules, and regulations need to be laid out carefully so that the employees understand what is required of them. If a company looks for transparency from the employees, it is natural that the employees will expect the same from the company.

Therefore, employment management programs should include a session on company policies. Here, the employees should learn about the company in detail. If there is some conflict between the employer and employee understanding, the HR manager needs to solve it at once for the company’s future.

Have a sharp vision & expectation

Even if you hire an experienced professional, you should speak about the work expectations in clear terms. Most employees become confused about their roles and responsibilities when joining a new organization. Usually, it leads to underperformance. To avoid this, managers should explain the requirements and the expectations to the employees and tell them what they need to do. However, to ensure all the above, it is imperative that managers have a clear vision of what they want from individuals in their teams.

 


Conclusion

Any employee management system requires thoughtful consideration. Sometimes customization becomes essential because every individual is different. Therefore, management programs like upskilling should be personalized to match the requirements of the employees. However, creating an employee management system based on individual needs may not be possible in a big organization. In this situation, the HR managers can create employee management programs for a separate group of employees. To successfully implement such programs, the managers need to understand each employee profile carefully.

Below are a few practical solutions that can help support and enhance your employee management:

  • Ready-to-use employee engagement assessment to improve your work environment
  • Suite of employee lifecycle tests to gather feedback and manage growth
  • HR skills and competencies test to align candidates with organizational needs
  • Tools to identify high-potential employees
  • Leadership assessment to identify and develop leadership potential
  • Customizable assessment and development center to identify training needs and develop the workforce
  • Targeted solutions for talent assessment and L&D

Originally published May 20 2022, Updated May 20 2022

D'ipanjenah Ali

Written by

D’ipanjenah is a writer and marketing professional associated with Mercer Mettl since 2020. Her working style thrives on a balanced approach towards standard insights and novel trends. She utilizes creative content and digital strategies to help brands start important conversations. When not reading/writing, she enjoys art and parents a calico.

About This Topic

Employee engagement is a process by which companies undertake specific activities to interact with employees and engage them. The activities include employee development, team building, skills development, trainings etc.

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