Introduction:
The future and success of an organisation depends on its ability to match and manage knowledge, experience, skill and talent of its workforce that can bring innovative ideas, perspectives to their work and understand the various niches of the market. An organisation needs people with diverse knowledge, talent, experience and cultural background for facing competition and meeting challenges.
Need for Personnel Inventory System:
For meeting the demand of its products in the market, an organisation maintains detailed inventory of its products. Similarly it also maintains an inventory of its work force required to handle a particular job. The first step in proper planning of human resources is to prepare an inventory of the knowledge, skills, and abilities of each employee. This not only gives an insight to the management in ascertaining competency, ability, readiness and willingness of employees towards shouldering of higher responsibilities but also helps management in finding out shortage or surplus of talented workforce. It helps management in forecasting talent gaps and planning strategies for meeting those gaps and utilising the available talent efficiently.
Personnel Inventory system is the process and method of maintaining data base of employees containing complete personal information about their background, competencies, proficiencies, talent, transactional capabilities, job status, skills attained, pay structure, behaviour pattern, personality traits, performance, preferences, experience, family and socio cultural back ground. The information on various personal and professional aspects of employees is updated at regular intervals. It helps management in utilising right people with the right skills at the right time by tracking their talents, skills and proficiency required for meeting its goals, plans and translating organisation’s vision in reality.
Maintaining Personnel Inventory:
Personnel inventory is a confidential record, which contains observations of superiors about the attitude, conduct, behaviour and performance of an employee. Observations about employee’s behavior that could adversely impact customers and reputation of organisation,
There are many ways to maintain and create inventory. It can be in the form of a simple card catalog or index or on computers with the help of software. Maintaining information on computers with the help of soft ware enables management in taking quick, pointed, scientific and logical decision on various managerial aspects of employee.
Maintenance of inventory depends on the type of organisation and the activities carried out by it. However, broadly it contains the following details.
1. Demographic details:
This contains information about family, mother tongue, marital status, number of dependents, permanent address, health-related issues etc., of an employee.
2.Educational and Skill Description:
It contains both technical and professional qualification of employee, his basic and technical skills, proficiency in other foreign languages, trainings, seminars and courses attended, skill gaps and training needs.
3.Employment details:
Date of joining, cadre /grade /capacity in which joined. Particulars related to previous employment and job responsibilities held.
4.Mobility details:
Postings and experience gained in various departments, tenure of working at different locations if the organisation has establishments at other geographical areas.
5.Honesty:
Observations about the integrity of employee and disciplinary action if any taken against him.
6.Performance:
Performance appraisal ratings, special achievements and assignments if any.
7.Attitude, approach, values and work Behaviour:
Decision-making, risk taking ability, sense of responsibility for performance, drive, interest and potentiality to perform job. Behaviour at the workplace, approach towards superiors, peers, subordinates and customers.
8.Stress Tolerance:
Ability to tolerate stress and keeping cool and maintaining mental equibilirium in adverse situation.
Advantages of Personnel Inventory System:
A). It helps organisation in increasing competitive advantage by;
1. Increasing productivity and profitability by utilising right persons with right attitude for the right job.
2.Strengthening customer service by deploying those who have liking for marketing, public relations, and dealing with people.
3. Minimising work-related problems
4. Reducing employee turnover
B). Workforce Planning;
1. Forecasting talent availability, gaps, needs of the organisation on the basis of emerging challenges in the market and the rate of growth projected by the management.
2. Bridging the gap arising due to retirement, resignation and turnover of employees.
3. Grooming employees for new opportunities that fit their career interests and capabilities.
4. Career planning, career counseling for employees to help them move up.
5. Identifying and grooming internal talent for meeting challenges arising due to globalisation.
6. Leadership development, and succession planning
C). Job Identification:
1. Helps in Internal placement of employees by identifying suitable and right person for undertaking new or additional responsibilities.
2. Helps in identification of suitable employees for managing key positions in the organisation.
Conclusion:
A proper personnel inventory system enables management to utilise its human resources properly. It also boosts employee’s morale and motivates them in giving best out of them, as they know that they will be taken care of.
The future and success of an organisation depends on its ability to match and manage knowledge, experience, skill and talent of its workforce that can bring innovative ideas, perspectives to their work and understand the various niches of the market. An organisation needs people with diverse knowledge, talent, experience and cultural background for facing competition and meeting challenges.
Need for Personnel Inventory System:
For meeting the demand of its products in the market, an organisation maintains detailed inventory of its products. Similarly it also maintains an inventory of its work force required to handle a particular job. The first step in proper planning of human resources is to prepare an inventory of the knowledge, skills, and abilities of each employee. This not only gives an insight to the management in ascertaining competency, ability, readiness and willingness of employees towards shouldering of higher responsibilities but also helps management in finding out shortage or surplus of talented workforce. It helps management in forecasting talent gaps and planning strategies for meeting those gaps and utilising the available talent efficiently.
Personnel Inventory system is the process and method of maintaining data base of employees containing complete personal information about their background, competencies, proficiencies, talent, transactional capabilities, job status, skills attained, pay structure, behaviour pattern, personality traits, performance, preferences, experience, family and socio cultural back ground. The information on various personal and professional aspects of employees is updated at regular intervals. It helps management in utilising right people with the right skills at the right time by tracking their talents, skills and proficiency required for meeting its goals, plans and translating organisation’s vision in reality.
Maintaining Personnel Inventory:
Personnel inventory is a confidential record, which contains observations of superiors about the attitude, conduct, behaviour and performance of an employee. Observations about employee’s behavior that could adversely impact customers and reputation of organisation,
There are many ways to maintain and create inventory. It can be in the form of a simple card catalog or index or on computers with the help of software. Maintaining information on computers with the help of soft ware enables management in taking quick, pointed, scientific and logical decision on various managerial aspects of employee.
Maintenance of inventory depends on the type of organisation and the activities carried out by it. However, broadly it contains the following details.
1. Demographic details:
This contains information about family, mother tongue, marital status, number of dependents, permanent address, health-related issues etc., of an employee.
2.Educational and Skill Description:
It contains both technical and professional qualification of employee, his basic and technical skills, proficiency in other foreign languages, trainings, seminars and courses attended, skill gaps and training needs.
3.Employment details:
Date of joining, cadre /grade /capacity in which joined. Particulars related to previous employment and job responsibilities held.
4.Mobility details:
Postings and experience gained in various departments, tenure of working at different locations if the organisation has establishments at other geographical areas.
5.Honesty:
Observations about the integrity of employee and disciplinary action if any taken against him.
6.Performance:
Performance appraisal ratings, special achievements and assignments if any.
7.Attitude, approach, values and work Behaviour:
Decision-making, risk taking ability, sense of responsibility for performance, drive, interest and potentiality to perform job. Behaviour at the workplace, approach towards superiors, peers, subordinates and customers.
8.Stress Tolerance:
Ability to tolerate stress and keeping cool and maintaining mental equibilirium in adverse situation.
Advantages of Personnel Inventory System:
A). It helps organisation in increasing competitive advantage by;
1. Increasing productivity and profitability by utilising right persons with right attitude for the right job.
2.Strengthening customer service by deploying those who have liking for marketing, public relations, and dealing with people.
3. Minimising work-related problems
4. Reducing employee turnover
B). Workforce Planning;
1. Forecasting talent availability, gaps, needs of the organisation on the basis of emerging challenges in the market and the rate of growth projected by the management.
2. Bridging the gap arising due to retirement, resignation and turnover of employees.
3. Grooming employees for new opportunities that fit their career interests and capabilities.
4. Career planning, career counseling for employees to help them move up.
5. Identifying and grooming internal talent for meeting challenges arising due to globalisation.
6. Leadership development, and succession planning
C). Job Identification:
1. Helps in Internal placement of employees by identifying suitable and right person for undertaking new or additional responsibilities.
2. Helps in identification of suitable employees for managing key positions in the organisation.
Conclusion:
A proper personnel inventory system enables management to utilise its human resources properly. It also boosts employee’s morale and motivates them in giving best out of them, as they know that they will be taken care of.
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