SOLUTION TO ASSIGNMENT

Question 1. Employee relations management (ERM) is all about management of

relationship with employees in an organization. Explain the features and importance
of this ERM.
Answer.
1.
Employee relations management (ERM). Employee relationship management
refers to managing the relation between the various employees in a business ultimately to
achieve the goals of the organization. The relationship can be between employee and the
employer as well as between employees at the same level.
2.

Features of ERM.
(a)
Communication. These are the channels between employees and between
the management and employees, which need to be kept open and transparent.
Failiure to do so would lead to frustration and low morale eventually leading to low
productivity. Team briefings, appraisals, and employee surveys assist in improving
communication.
(b)
Management of Employee Contract. Efficient contract management to
include remuneration, working conditions, safety issues and company rules etc go a
long way in enhancing ERM aspcts.
(c)
Conflict Management. Instances of conflict at the workplace and in between
employer and employee are bound to occur. These need to be managed. Meditation
and Counselling are now replacing the traditional grievance redressal procedures.
Training workshops are now devised for managers to acquaint them with the rules,
regulations, redressal procedures and appellate rights prevalent in the organization.
(d)
Employee Growth. Career planning of the employees has an important and
mandatory part to play in an organization.
(e)
Commitment. The organization climate and culture must provide for keeping
the employees motivated by way of providing them job satisfaction, benefit
programs, promotion avenues, training and development and a positive
organizational climate and culture.
(f)
Compliance with Employment Laws. The organization and management
must comply to the rules and regulations laid down I respect of wages, working
conditions, retention and ensure that there are no biases and discrimination.

3.
Importance of ERM. Every individual at the workplace shares a certain relationship
with his fellow workers. An individual cannot work on his own, he needs people around. It is
essential that people are comfortable with each other and work together as a single unit
towards a common goal. It is important that employees share a healthy relation with each
other at the work place. Hence, the importance of ERM is:(a)
A healthy relation with fellow workers would ease the work load on and in turn
increases productivity by improving employee morale, adaptability, productibility and
communication.
(b)
An individual feels motivated in the company of others whom he can trust and
fall back on whenever needed.
(c)
Healthy employee relations also discourage conflicts and fights among
individuals and improve the communication system.

(d)
A healthy employee relation reduces the problem of absenteeism at the work
place.
(e)

Job satisfaction is enhanced and employee retention is facilitated.

(f)
Employee commitment and involvement is enhanced, teams work better and
change management is facilitated leading to success in an organization..
(g)

Customer satisfaction is assured.

(h)

Organizational culture is aligned to the employee expectations.

(i)
The company becomes a popular destination for recruitment as the image is
enhanced.
(j)
Employees feel wanted and hence retain a high level of loyalty and
confidentiality.
(k)

It improves the communication system within the organisation.

It increases the synergy between the culture of the organization and the
expectations of the employees.
(l)

Question 2. What are the various types of communication? Explain the importance of
organizational communication. What are the methods to improve communication?
Answer.
1.

Communication. It is the process of exchange of information between people.

2.
Communication Types. There are two basic types of communication, formal and
informal. Formal communication is defined as communication through officially designated
channels based on rules and guidelines. Informal communication, on the other hand, is
defined as episodes of interaction that don't reflect officially designated channels of
communication, and are influenced largely by the culture of the organization.
3.

Forms of Communication.
(a)
Passive communication. This is a form of communication in which the
person does not share his or her wants, needs, desires, or opinions. It is used to
avoid confrontation and can cause alienation, anger, frustration and depression.
(b)
One-way Communication. In one-way communication, information is
transferred in one direction only, from the sender to the receiver. There isn't any
opportunity for the receiver to give feedback to the sender. This a formal method of
communication generally followed in military and other formal organizations. Rule,
procedures and edicts are communicated as on-way communication. This form also
enhances alienation.
(c)
Two-way Communication. It is a form of transmission in which both parties
involved transmit information. This is also been referred to as interpersonal
communication and it builds trust and loyalty. Employees are encouraged to clarify
their doubts, seek support and express their opinions.
(d)
Active Communication. Active communication is the bridge which will help
us build shared meanings and a better relationship with the employer. There are
three key dimensions in active communication viz congruence between verbal and
non-verbal, effective non-verbal and accurate expression of feelings. In such form of
communication the employees raise issues, and respond to any problem without any
hesitation. Misunderstandings if any are easily clarified.
(e)
Non-Verbal Communication. Nonverbal Communication has been defined
as communication of attitudes without words. It includes apparent behaviors such as

facial expressions, eyes, touching, and tone of voice, as well as less obvious
messages such as dress, posture and spatial distance between two or more people.
The various type are:(i)
Laissez Faire. This is a type of leadership in which the manager gives
a task to an individual or group and lets them decide the rest. Maximum
freedom is provided to the subordinates and a congenial atmosphere is
provided by the leader. Employees lake their own decisions on policy matters.
(ii)

Inspirational. The leader tries to motivate people from within.

(iii)
Intellectual. The leader stimulates the employees with innovative
theories and opportunities.
(iv)
Individualised. Individuals are fitted into positions aligned to their
individual need, talents and desires and not by force.
4.

Importance of Organizational Communication

(a)
Good Working Relations. Effective communication is essential in an
organisation to establish good working relations with peers, subordinates and
superiors. Good working relations ensure a friendly and conflict-free environment.
(b)
Problem Solving. Good communication skills help employees convey their
problems and issues in an effective way. This helps in preventing problems from
escalating. Problems can be resolved quickly.
(c)
Enhance Production. Effective communication is necessary to keep
employees informed about the rules, policies and procedures. This helps employees
understand their duties better and perform their work in a better way. This increases
the productivity and accuracy of the work done.

5.
Methods to Improve Organizational Communication. The following methods can
be utilized:(a)
Clear and Transparent. Policies and procedures need to be communicated
with clarity and unambiguity.
(b)
Accurate and Comprehensive. The communication need to be all inclusive
with modifications if any and nothing must be left out.
(c)
Precise and Concise. The communications must not be unduly elaboraete
and must be with simple content and short sentences.
(d)
Generic. To avoid any conflict successes and failiures must be communicatd
in a generic manner. Use of we is preferred than you in discussions.
(e)
Assertive. To arrive at correct decisions and conclusions, the communication
must be assertive and positive.
(f)
Attentive. The success of verbal communication is dependent on attentivity
and good listening skills.
(g)
Two-way Communication. Since opinions and views of both arties are
included in such communication, it will help improve employee relations.

Question 3. Human Resource Information System (HRIS) helps organizations to

carry out their HR administrative functions in an effective manner. What are the
important features that makes a good HRIS? Mention some common applications of
HRIS.
Answer.
1.
HRIS. A HRIS, which is also known as a human resource information system or
human resource management system is basically an intersection of human resources and
information technology through HR software. This allows HR activities and processes to
occur electronically. The Human Resource Information System (HRIS) is a software or
online solution for the data entry, data tracking, and data information needs of the Human
Resources, payroll, management, and accounting functions within a business.
2.

Important Features of HRIS.

(a)
Salary & Job History. Document all salary and job changes. View the salary
history of each employee online including education details, salary, bonuses and all
deductions. Quickly view work history such as promotions and length of employment
in a position.
(b)
Export and Import Information. Easily export scanned employee information
to Microsoft Word, Excel, pdf, XML or HTML. to customized software for graphical
representation. This functionality is great for customizing reports and importing
information into other programs thus saving re-keying the data. These inputs could
also be exported to Visio or OrgPlus to produce up to date org charts to provide a
graphical view of the organization showing the reporting structure.
(c)
Document Library. To save time a number of standard letters and forms
such as Letters viz Offer of employment letter, welcome letters for new employees,
termination letters, and forms viz Exit Interview, interview evaluation, employee
survey and many others.
(d)
Adhoc Report Writing. Users could create customized reports based on
selected criteria and filters. Generally listed reports are created by tools such as
Crystal Reports to include tables and charts. These can then be formatted in pdf
format. Time stamps are also included.
(e)
Automated Reminders and Alerts. Schedule reminders for performance
reviews, benefit eligibility, probation periods, birthdays, anniversaries, training,
reports and other company events. Prompts can be set so one will never miss an
important date or deadline again.
(f)
Health and Safety Records. Maintain an accurate history of all incidents and
and accidents. Enter all medical assessments performed for company regulations.
(g)
Security. Control confidential information with various security levels for
different users. It helps to comply with the new privacy laws.
(h)
Warnings & Disciplinary Actions. Document all written and verbal warnings.
Capture employee and supervisor comments plus disciplinary actions.
(i)
Jobs. Stores job descriptions, minimum skill requirements and salary grade
levels by position.
(j)
User Defined Fields. Specific company policies for recruiting, salary
structure, promotions, increments, appraisals, transfers etc are included.
(k)
Track Vacation, Leaves and Attendance. These are tracked and
documented. Companys vacation and leave policies are input and the system will
track the number of days available based on years of service.
(l)

Employee Self-Service. Employees can utilize the system for:-

3.

(i)

Records and update personal details.

(ii)

Record notes.

(iii)

Apply for leave and view leave details.

(iv)

Update bank details and view salary.

(v)

Manage inbox, personal calendars and enroll in benefit plans.

(vi)

View work schedules.

(vii)

Sign up and view training schedules.

Applications of HRIS. HRIS can be applied in the following areas of HRM:(a)

HR planning

(b)

Succession planning

(c)

Work force planning

(d)

Work force dynamics analysis

(e)

Staffing

(f)

Applicant recruitment and tracking

(g)

Employee data base development

(h)

Performance management

(i)

Learning and development

(j)

Compensation and benefits

(k)

Pay roll

(l)

Job evaluation

(m)

Salary survey

(n)

Salary planning

(o)

International compensation

(p)

Benefits management

Question 4. What are the objectives of organizational discipline? List the types of
disciplinary problems. Explain the steps of disciplinary procedures commonly
followed in many organizations.
Answer
1.
Organizational Discipline. Organizational discipline is the orderly and
systematically conducting the affairs of the organization by the organizational members who
strictly adhere to the essential rules and regulations. Its objective is to correct wrong
behaviours & offenders, prevent inappropriate actions and maintain standards.
2.
Objectives of Organizational Discipline.
discipline are:-

The objectives of the organizational

(a)
To obtain a willing acceptance of the rules, regulations and procedures
of an organization by its employees so that organizational goals can be achieved.
(b)
To provide direction and leadership, so that the workforce acts in the right
manner.

(c)
To promote co-operation and unity so that the employees work as a united
team.
(d)
To improve employee relations so that there are no conflics and there is
trust and respect for each other.
(e)
To improve efficiency and productivity by bringing out the best in each
individual.
(f)
To impart an element of certainty despite several differences in informal
behaviour pattern and other related changes in an organization.
(g)
To develop among the employees a spirit of tolerance and a desire to
make adjustments.
3.

Types of Disciplinary Problems.

(a)
Excessive Absenteeism. Employees not reporting for work on flimsy and
invalid reasons will result in loss of productivity. The workforce need to remain
motivated so as not to absent themselves unnecessarily and not resort to
substantiating their absence by producing false medical documents.
(b)
Poor Timekeeping. Another issue of indiscipline is the lack of concern for
time in that reporting late, leaving early, extending breaks and doing personal work
during office hours also results in the development of an unconenial work
atmosphere and reduction in efficiency and productivity.
(c)
Improper Personal Appearance. Not sticking to the prescribed dress code
resulting in improper projection and also leading to safety concerns is another pitfall
of discipline. Employees need to be made aware of the expectations of the
organization in this regard.
(d)
Substance Abuse. Demotivated employees or those under stress could
resort to drug and alcohol abuse leading to lack of concentration and performance
during working hours. This will also lead to excessive absenteeism and making the
situation even worse.
(e)
Poor Performance. Employees not sticking to the laid down procedures and
quality control procedures could lead to fall in standards and performance of the
individuals and the organization. This could be as a result of lackof capability or a
lack of interest.
(f)
Poor Attitude. Negative attitude such as sleeping on the job, being careless,
fighting with peers, insulting supervisors, being rude to customers and resorting to
gambling at the work place are detrimental to other workers.
(g)
Violation of Health and Safety Rules. Smoking in unauthorised places, not
using safety equipment and rules, ignoring faire hazard instructions etc are serious
violations and need to be tackled immediately.
(h)
Insubordination. This could be in the form of refusal to undertake a
legitimate task, ignoring managers instructions, challenging orders, resorting to
abusive language, being disrespectful, making gestures etc can affect the morale of
the complete team and is detrimental for organizational development. Managers
need to be trained and empowered to handle such situations.
(i)
Workplace Violence. This has to be dealt by trained security staff, who
should be able to recognize signs and is no to be tolerated under any circumstance.
(j)
Harrassment. Policies need to be in place to ensure there is no sexual
exploitation and that no employee is pressurized to undertake illegitimate work. Such
instances cause immense discomfort to co-workers and reduces morale.

4.

Steps of Disciplinary Procedures.

(a)
Issuing a Letter of Charge. The manager issues a chargesheet to the
employee committing the misconduct. The charges are precisely and clearly stated
in the chargesheet. The chargesheet also asks the employee to give an explanation
for the misconduct. Sufficient time is given to the employee to prepare a reply to the
chargesheet.
(b)
Consideration of the Explanation. Once the reply is obtained from the
chargesheeted employee, the explanations are considered. If the explanation is
found to be satisfactory, then no further action is taken. But if the management does
not find the explanation satisfactory, it decides to issue a show-cause notice.
(c)
Show-cause Notice. This is issued by the management when there sufficient
evidence of the misconduct of the employee. This gives the employee another
opportunity to provide an explanation for the charges made. Enquiry can also be
initiated by issuing a notice of enquiry detailing the name of the enquiry officer, the
time, date and place of enquiry.
(d)
Conducting a full-fledged enquiry. The employee is given an opportunity
for justification. The findings of the enquiry are recorded and the enquiring officer
suggests the disciplinary action to be taken.
(e)
Making a Final Order of Punishment: The punishment for the misconduct is
decided after considering the nature of the indiscipline, the past record of the
employee, the precedents, and the effects of the disciplinary action on other
employees.
(f)
Appeal. When the employee feels that there has not been a fair hearing, the
employee is given a chance to make an appeal.
(g)
Follow-up. The consequences and the impact o the disciplinary action are
noted.

Question 5. What is trade union and what are its objectives? Describe trade unions
in India.
Answer
1.
Trade Union. An organization whose membership consists of workers and union
leaders, united to protect and promote their common interests. As per Trade Union Act of
India 1926 "Trade Union" means any combination, whether temporary or permanent,
formed primarily for the purpose of regulating the relations between workmen and
employers or between workmen and workmen, or between employers and employers, or
for imposing restrictive conditions on the conduct of any trade or business, and includes
any federation of two or more Trade Unions
2.
Objectives of Trade Union. The objectives of trade union is to promote the interest
and welfare of its members in order to ensure a fair deal of social justice and to improve
social status of workers in industry. The objectives in details are:(a)

Effective representation of employee interest

(b)

To voice decisions affecting workers.

(c)
To improve economic conditions and provide improved standard of living of
employees by securing better wages.
(d)
o secure bonus for the employees from the profit of the concerned
organization.
(e)

To provide better working environment for employees.

(f)
To safeguard the interest of the employees by actively participating in the
organizations management and negotiate if required.
(g)

To provide financial support to employees.

(h)
To provide improved social status to the employees and secure their social
welfare through group schemes.
(i)

To prevent employees from employers exploitation.

(j)

To provide organizational stability, growth and leadership.

3.
Trade Unions in India. The entire period of the growth of trade unionism up till now
is conveniently divided into three periods , First period 1875-1918 (Beginning of Trade
Unions in India), Second period 1918-1947 (Development of Organized Trade unions),
Third period 1947 till date (Rise of Trade Unions).
(a)
First Period. The first period of trade unions in India started from 1875 and
lasted up to first world war. During this period the trade union movement was
essentially humanitarian. Some friendly societies were formed to look in to the
welfare of workers. These unions were sporadic in nature. The first Indian trade
union, Bombay Mill Hands Association was formed in 1890, with an immediate aim
of agitation for a revision of first Indian Factories Act 1881. The other significant
events were:(i)
The Amalgamated Society of Railway Servants of India & Burma
registered under the Indian Companies Act of 1882 was created in 1897.
(ii)
The Printers Union , Calcutta and Bombay postal union were formed in
1905 and 1907 respectively.
(iii)

The Kamgar Hit Vardhak Sabha was setup in 1909.

(b)
Second Period. This period actually marked the beginning and growth of
organized and continuous trade unions. Madras became the nucleolus of organized
the labour activity, when B.P.Vadiya founded the Madras Labour Union 1919. There
was significant spread of trade unionism in 1920. Trade unions like Ahemdabad
textile workers union , N.W Railway employees union , indian colliery employees
union the jamshedpur labour association ,the bombay port trust employees union,
and the E.B. Railway Indian employees association were formed . By 1924 there
were 1671 trade union in India. The all India trade union congress was formed in
1920. It is in this phase that the working class started getting involved in political
activities aligned to the struggle for Independence.
(c)
The Trade Union Act. The act received its assent on 25th march 1926. It
came into force on 1st June 1927.As the Indian trade unions act 1926 (16 of 1926).
By Sec.3 of the Indian Trade Unions (Amendment)Act 1964 the word Indian has
been omitted and now it stands as The Trade Unions Act, 1926. The act legalised
registered trade Unions in India and protected them from civil and criminal cases. By
the time India became independent there were four central trade unions:(i)

All India Trade Union Congress.

(ii)

Indian National Trade Union Congress.

(iii)

Hind Mazdoor Sangh.

(iv)

United Trade Union Congress.

(d)
Third Period. In the period 1918-47 the ideology inspiring trade union was
nationalistic. But after independence, trade union developed into an effective
instrument for protecting and safeguarding the interest of the labourers. Trade
Unions are now politically affiliated. Presently the central tade unions are:-

(i)

Bharatiya Mazdoor Sangh (Rashtriya Swayamsevak Sangh)

(ii)

All India Trade Union Congress (Communist Party of India)

(iii)

Centre of Indian Trade Unions (Communist Party of India (Marxist))

(iv)

Hind Mazddor kian Panchayat

(v)

Hind Mazdoor Sabha (socialists)

(vi)

Indian Federation of Free Trade Unions

(vii)

Indian National Trade Union Congress (Indian National Congress)

(viii)

National Front of Indian Trade Unions

(ix)

Naional Labour Organization.

(x)

Trade Unions Coordination Centre.

(xi)

United Trade Union Congress (Revolutionary Socialist Party)

(xii)

United Trade Union Congress Lenin Sarani

(xiii)

National Front of Indian Trade Unions (Nationalist Congress Party)

(xiv) All India Central Council of Trade Unions (Communist Party of India
(Marxist-Leninist) Liberation)
(xv) All India United Trade Union Centre (Socialist Unity Centre of India
(Communist))
(xvi)

Labour Progressive Federation (Dravida Munnetra Kazhagam)

(xvii) Trade Union Coordination Committee (All India Forward Bloc)

(xviii) Bharatiya Janata Mazdoor Manch (BJMM)
Question 6 Write short notes on :
(a) Factories Act, 1948
(b) Industrial Disputes Act, 1947
Answer
1.
Factories Act, 1948. This act applies to the whole of India. The main objective of
Factories Act, 1948 is to ensure adequate safety measures and to promote the health and
safety and welfare of the workers employed in factories. The act also makes provisions
regarding employment of women and young persons (including children & adolescents),
annual leave with wages etc. Every Factory has to be registered and neds to obtain a
licence for working, which has to be renewed at periodic intervals. The plans, designs and
specifications of any construction or modification needs prior approval of the State govt.
The main provisions are:(a)
Facilities. It specifies the minimum requirements for health, safety and
general welfare of workers.
(b)

Safety. Issues regarding:(i)

Fencing of machinery.

(ii)

Firefighting.

(iii)

Functional lifts and hoists.

(iv)

Stairs and passages free from obstruction.

(v)

Appliance to protect eyes from dust.

10

(vi)
(c)

Checked pressure plants.

Working Hours.
(i)

Not more than 48 hours in a week.

(ii)

Mandatory weekly holiday.

(iii)

Compensatory holidays in case weekly off is working.

(iv)

Not more than nine hours in a working day.

(v)

Half an hour rest after five hours of work.

(vi)

No overlapping of shifts.

(d)
Overtime Wages. Double the prescribed rate in case a worker works more
than nine hours in a day and 48 hours in a wek.
(e)
Leave. One day of leave for every 20 days of work in the previous calendar
year provided that worker has worked for 240 days in that calendar year.
(f)
Child Employment. Children below the age of 14 cannot be employed.
Children in the age group of 14 15 can only work for .5 hours in a day or night.
Adolescents cannot work between 7pm and 6 am.
(g)
Obligations Regarding Hazardous Processes and Substances.
Information about hazardous substances and danger involved must be provided and
safety measures ensured. Safety committees must form part of the setup.
2.
Industrial Disputes Act, 1947. The Industrial Disputes Act, 1947 extends to whole
of India. It came into operation on the first day of April, 1947. This Act replaced the Trade
Disputes Act of 1929. The objects of the industrial relation's legislation in general are to
maintain industrial peace and, to achieve economic justice. The main provisins of the act
are:(a)
Work Committee.The works committee is considered to be powerful social
institution only to secure cooperation between workers and employers, but to make
the will of the employees effective on the management. According to sec.3 of the
Industrial Disputes Act, 194"1, in the case of an industrial establishment in which 100
or more workmen are employed or have been employed oh any day in the preceding
12 months, the appropriate Government may, by general or special order, require
the employer to constitute a Works committee consisting of representatives of
employers and workmen engaged in the establishment. The number of
representatives of workmen on Works Committee shall be not being less than that of
the representatives of the employers. The representatives of the workmen shall be
chosen from among the workmen in consultation with their trade union, if any
registered under the Indian Trade Union Act.1926. The duties of the Works
Committee are to promote measures for securing and preserving amity and good
relations between the employers and workmen and to comment upon matters of their
interest or concern and to endeavour to compose any material difference of opinion
in respect of matters of common intents or concern of employers and workmen.
(b)
Conciliation Officers. The appropriate Government may by notification in the
official gazette, interest appoint conciliation officers for any specified area or for one
or more specified industries, either permanently or for a limited period of time.
Conciliation officers are charged with the duty of holding conciliatory proceedings for
the purpose of bringing about a fair and amicable settlement of any industrial
dispute. The jurisdiction, powers and other matters in respect of the Conciliation
Officer ~hall be published in the Gazette
(c)
Board of Conciliation. The appropriate Govt. may as occasion arises by
notification in the in the Official Gazette constitute a Board of Conciliation for

11

promoting the settlement of an industrial dispute. A Board shall consist of a

Chairman and two or four other members, as the appropriate Government thinks fit.
The Chairman shall be an independent person and shall be appointed on the
recommendation of the party they represent.
(d)
Courts of Inquiry. The appropriate Government may, as occasion arises, by
notification in the official Gazette, constitute a Court of Inquiry for inquiring into any
matter appearing to be connected with or relevant to an industrial dispute. Such a
Court may consist of one or more independent persons, as the Government may
appoint. Where it consists of more than one member, one of them shall be appointed
as Chairman.
(e)
Labour Court. The appropriate Government may, by notification in the
Official Gazette, constitute one or more Labour Courts for the adjudication of
industrial disputes relating to any of the following matters or for performing such
other function as may be assigned to them under the Act. The composition is one of
the following:(i)

A former judge of the High Court.

(ii)

A judge for three years in the district court.

(iii)

A member of any tribunal for at least two years.

(iv)

A judge in any court of the country for seven years.

(v)

A chairman for any provincial labour court for at least five years.

(f)
Industrial Tribunals.. Industrial Tribunals were created for it's first time by the
Industrial Dispute Act.1947. The composition is one of the following:(i)

A judge of High Court.

(ii)

A district judge or an additional district judge for at least three years.

(iii)

Two persons as assessors can be appointed to assist the tribunal.

(g)
. .National Tribunal. The Central Government may, by notification in the
Official Gazette, constitute one or more National Industrial Tribunals for the
adjudication of industrial disputes which, in the opinion of the Central Government
involve questions of national importance or are of such a nature that industrial
establishments situated in more than one State are likely to be interested in, or
affected by, such disputes. A National Tribunal shall consist of one person only to be
appointed by the Central Government. In order to be qualified as a Presiding Officer
of a National Tribunal, a person must be or must have been a Judge of a High Court,
or must have held the office of the Chairman or any other member of the Labour
Appellate Tribunal for at least 2 years. The Central Government may appoint two
assessors to advise the National Tribunal.
(h)
Arbitration. Any dispute can be referred to arbitration with the consent of the
parties involved. The consent has to be obtained prior to referring the dispute to a
tribunal or court. The board of arbitration should have equal participation from the
parties involved and in case the parties desire one person can be elected as an
arbitrator.