Motivating employees through human resources management activities at thang long university = thúc đẩy động lực làm việc của nhân viên thông qua hoạt động quản trị nhân lực tại đại học thăng long

Motivation Works in Educational Institution 1.3 Factors affecting motivation 1.3.1 External factors 1.3.2 Internal factors 1.3.3.. Training and development APPENDIX 1: PERFORMANCE APPRAI

0VIETNAM NATIONAL UNIVERSITY, HANOI

SCHOOL OF BUSINESS

PHAM THU HA

RETAINING SKILLED EMPLOYEE, CASE STUDY IN MAI DIEM

TEXTILE & GARMENT LIMITED COMPANY

Major: Business Administration

Code: 603405

MASTER OF BUSINESS ADMINISTRATION THESIS

Supervisors: Dr Nguyen Danh Nguyen

Hanoi – 2012

1.2.3 Motivation Works in Educational Institution

1.3 Factors affecting motivation

1.3.1 External factors

1.3.2 Internal factors

1.3.3 Factors in Vietnamese Educational Environment

1.4 The linkage between HRM and Expectancy Theory of Motivation

1.4.1 Job Planning

1.4.3 Training and Development

1.4.4 Performance Appraisal

1.4.5 Compensation System

CHAPTER 2 : ANALYSIS OF MOTIVATION WORKS AT TLU

2.1 Thang Long University’s development strategy and orientation

2.2 Human resource management policies of TLU

2.2.1 The University’s growth and its labor force

2.3 An analysis of employees motivation at TLU

2.3.1 Analyzing tasks, duties and job performance standards of employees

2.3.2 Analyzing factors affecting to work performance of employees at TLU

2.4 Summary

2.4.1 Organization

2.4.2 HR Plan and Strategy

2.4.3 Job analysis

2.4.4 Recruitment and selection

2.4.5 Training and development

3.2.2 Recruitment and selection process

3.2.3 Training and development

APPENDIX 1: PERFORMANCE APPRAISAL FORM

APPENDIX 2: SURVEY QUESTIONAIRE PREPARED FOR THANG LONG UNIVERSITY EMPLOYEES

APPENDIX 3: LIST OF INTERVIEWEES

APPENDIX 4: THANG LONG UNIVERSITY’S PROFILE

APPENDIX 5: THANG LONG UNIVERSITY’S ORGANIZATION

MOTIVATING EMPLOYEES THROUGH HUMAN RESOURCES

MANAGEMENT ACTIVITES AT THANGLONG UNIVERSITY

Prepared by: Nguyen Thi Bich Hien

MBA Candidate, 2009 – 20011 School of Business Vietnam National University, Hanoi

Supervisor: Dr Pham Quy Long

Mr Ha Nguyen, MBA

INTRODUCTION

Necessity of the thesis

Human Resources Management is an important part in any organization administration However, TLU has no Human Resources Department over its time of operation There is no actually HRM plan or strategy for the university to manage its staff The employees, thus, can see no or little motivation for their jobs This fact may cause not only the inconvenience

in management but also result in the ineffectiveness in daily working For that reason, improving the HRM activities at TLU is an essential step to ensure the development of the institution

Problem statement

Under the fierce competition in Vietnamese educational market nowadays, one of the main tasks that TLU has to face with to achieve its goal of maintaining and increasing its market share is how to receive the highest contribution from all the lectures as well as office staffs The more successful TLU wants to obtain in doing business, the better motivation for intellectual employees it should pay attention to It raises the questions for the Human Resource Management at TLU

Research objectives

The overall objective of this research is to determine what are the causes of low motivation

of TLU’s employees and how it should be improved to enhance the motivation f them

As the result, it will find out the solution to encourage them to contribute as much as they can to make TLU stronger Particularly, the following objectives are targeted to reach:

1 To describe the current situation of motivation of employees at TLU

2 To analyze the factors affecting motivation at TLU

2.1 Job description, job specification and job performance standard

2.3 The need and the method of training and development

2.4 The implementation of performance appraisal

2.5 The compensation system

2.6 And the disciplinary policies

3 To propose recommendations for motivating employees at TLU

The study will focus on employees with under graduation background

Organization Behavior theories, particularly the Expectancy Model will be applied to analyze the current individual motivation at TLU and find out the causes and solutions accordingly

The research questions

Below are the research questions of this thesis

i What is the nature of motivation in education institution? What are the causes the low motivation at TLU?

ii What are solutions to enhancing motivation of employees at TLU? What is the action plan to enhance the motivation of employees at TLU?

at TLU, the author has many advantages to see directly what and how the individual motivation is in TLU

A number of interviews will be conducted with both the HR manager and the employees of TLU in order to determine the satisfaction of the employees at TLU

CHAPTER 1: HRM AND MOTIVATION WORKS IN EDUCATIONAL INSTITUTIONS

1.1 Human resources management in organization

1.1.1 Concepts and Definition

In general, HRM is concerning to three key points First of all, people working in an organization are regarded as a valuable source, implying that there is a need to invest time and effort in their development Secondly, they are human resources, which means that they have their own special characteristics and, thus, cannot be treated like material resources And thirdly, human resources do not only focus on employees as individuals, but also on other social realities, units and processes in the organization This means the position each individual obtains in the organization is in relationship with both his supervisor and other colleagues

Functional Objectives

Functional objectives attempt to maintain the department’s contribution at a level appropriate to the organization’s requirements Human resources need to be adjusted to match the organization’s demands The department’s level of service should be customized

to suit the business as a whole

Personal Objectives

Personal objectives help employees in attaining their personal goals, at least since these objectives boost the individual’s contribution to the organization Personal objectives of employees should be met if they are to be maintained, retained and motivated Otherwise, staff performance and satisfaction might drop and the employees may leave the organization

1.1.3 Functions of HRM in an organization

HR planning and Job Analysis

Human resources planning goals is to determine the supply and demand of labor force within the organization, to ensure that the required number of employees with the required qualifications, skills are available when needed

Job analysis is a process of determining the skills, qualifications and requirements as well as duties and knowledge required for performing jobs

Staffing

The aim of staffing is to provide an adequate supply of qualified individuals to fill the jobs

in an organization By studying what the employees do, job analysis is the foundation for the staffing function From this, job descriptions and job specifications can be prepared to recruit applicants for the vacancies The selection process is concerned with choosing the most qualified individuals to fill jobs in the organization

HR development

Human resources development is an important function of HRM It is not only the process

of training and development but also the individual planning and career development HR development is a system of providing employees knowledge, skills needed for the job, guiding individuals with long-term focus on their jobs, setting the goals for employees’ career at the organization and the plans to achieve those goals

Performance Management

Performance management is the process of evaluating how well the employees perform the tasks

Compensation and benefits

This function of HRM provides the employees with rewards for their contributions to the organization It includes pays, incentives, and benefits in both financial and non-financial terms

Industrial relations

The relationships between managers and employees as well as the relationships among the colleagues are so important in HRM The HR policies and rules must be developed, communicated and updated to the employees to make sure the awareness of their rights and obligations in the organization

Health and safety programs

This HRM function concerns on Occupational health and Workplace security matters It is particularly important in factories and dangerous workplaces, where the safety of employees

is threatened

1.1.4 HRM in Educational Institutions

Human resources in higher educational institutions have some particular characteristics Almost of the employees are educated people They all graduated from colleges and/or universities at least Thus, it can be seen that human resources in educational institutions are high qualified Besides, individuals working at this kind of industry are required a lot of skills and knowledge As the goods they produce (educational service products) are unique and specified, the employees in educational organizations also have big passion on their jobs

With the specifications of the jobs, employees working in educational organizations receive

a respective attitude from the society However, as the imbalance between demand and supply in education services is higher and higher, there does exist a shortage in both quantity and quality of human resources in those organizations

According to the statistical number from Ministry of Education and Training (MOET) of Vietnam at the site www.moet.gov.vn, in the academic year of 2010-2011, there are 223 higher educational institutions over the nation, with 1,435,887 students With the number of 23,622 teaching staff, it show a really shortage in human resources in the industry

All organizations including educational institutions are made up of people who chose to work in it primarily because it enables them to satisfy at least some of their personal needs Besides, working in an educational institution somehow can satisfy the employees much about their spiritual needs Thus for staff in the HR department of the educational institutions to function efficiently and effectively, specially the administrator must understand the nature of people he is working with and be able to interpret their behavior Nowadays, HRM is paid attention in educational institutions Many higher educational organizations have made their efforts on human resources management in order to reach their institution’s overall target Many of those organizations’ leaders now aware the necessary of HRM in their path of succeed

1.2 Motivation in organization

1.2.1 Concepts of motivation

Although the descriptions of motivation are different, all authors agree that motivation is a process that causes individuals to act Thus, motivation is so important as the higher level of motivation, the better performance will be contributed

1.2.2 Motivation theories

There are numerous motivation theories that fall into two main categories: content theories and process theories Both categories are important to managers whose jobs are involved with the motivational process From the content theories, the managers need to pay attention

on the differences in needs, desires and goals, as each individual is unique in many ways Otherwise, in process theories, managers have to understand the process of motivation and how the individuals make choices based on preferences, rewards and accomplishments

In this thesis, the expectancy theory is chosen as the basic foundation for the case study of

motivation of employees at Thang Long University

Expectancy theory is now widely considered as one of the most acceptable explanation of motivation It appears that there are three elements of motivation in this theory including instrumentality, valence and expectancy

1.2.3 Motivation Works in Educational Institution

As the human resources in educational institutions are specified and unique, motivation works, thus, have to base on the specific needs of the employees working there We can assume the needs of employees at educational institutions presented in the below chart:

A modification of Maslow’s hierarchy of needs implemented in educational institutions

1.3 Factors affecting motivation

1.3.1 External factors

Social-economic issues

In general, this factor will guide how to act in order to reach the standard rate of society such as living standard, knowledge and other needs Under the slowly developed economy, people will slowly act and they see no promising things to develop Otherwise they will day

by day learn and work with their best efforts to get the right positions in society

Employment situation

This factor much depends on the social- economic situation of a nation If there are a plenty

of opportunities for employees to find a jobs and get high pay, people will have more opportunities to be challenging and try to get the better ones This factor is a strong motivation to encourage employees to learn more and perform better to get the well-paid and valuable experiences

Government policies on labor

This is legal factor effecting motivation It is an external factor out of an organization If the policy of Government is more favor for laborer, they will be more satisfied of developing themselves In Vietnam, all the relationship between the laborer and labor user is principally

based on the Labor code However, it is still having a number of articles with unclear and overlapped contents

1.3.2 Internal factors

Company’s policy

The policy of company will directly effect the employee motivation Of course, the policy is involved in Human Resources management such as Selection & Recruitment, Training & Development policies, Performance Appraisal and Compensation system These policies show that what they have to do by what way and in result what they will receive from their performances It also states how they will be trained and developed to serve company

Internal relationship

The better internal relationship they have, the better cooperation among employee they get Under the cooperative environment, they feel more happy and confident to work With the challenging tasks, they will be more confident to overcome the difficulties because of receiving their colleagues’ help

Working environment

This factor not only involves in the atmosphere at the workplace but also refers to other issues relating directly to productivity such as facilities, tools and way of arranging these facilities, safety workplace, etc., If these things are more favorable and in good condition, they will strongly support to employees in completing the task accurately, on-time and effectively

Other factors

Other factors effecting motivation are related to the employees themselves All the above factors seem to be subjective, the employee has no right to change just find the appropriate way to act The objective factors, however, play decisive role to show them how to act in pursuing their purposes If they are so ambitious to reach higher position but they do not find any chance here to be promoted, they may refuse to continuously work here It also can

be referred to their qualification, background, working experience as well as their mature

1.3.3 Factors in Vietnamese Educational Environment

External Factors

Social conceptions about educational environment:

People working in higher education sector in general or lecturers in specific are always considered with respect from the society For many years, scholar has stated at the highest

position in the hierarchical structure, which are scholar, farmer, worker and trader This conception, somehow, motivates the new comers to join into the labor force of this industry

Society’s need:

Current situation of Vietnam labor market has raised an alarm about the shortage of skilled workers The fast growth economy required a large number of trained and skillful labor force, thus, there exists a high demand for further educational services This fact may attract and motivate employees to perform better to fulfill the gap between economy’s need and the quality of the labor force

Institution Brand name:

Among the educational institutions, the employees have a trend to choose a well reputation school or university If the organization’s reputation is high, the people working there are so proud and they feel happy to work and this may cause effectiveness of performance

Campus:

The workplace can play an important role in motivating employees If the campus is nice and well equipped, the people working there can receive a good support to facilitate and smooth their tasks

1.4 The linkage between HRM and Expectancy Theory of Motivation

1.4.2 Recruitment and Selection

This is a process of finding, hiring and initiating the most suitable individual for a particular job If the individual is put at the right position, he or she can produce the most effective performance and they believe that they can develop their ability and knowledge This may count for a good impact on the expectancy element of motivation

1.4.3 Training and Development

Training is a field of bettering the performance of individuals or groups in the organization

It may result in a higher preference of employee’s outcome, which is named as the valence

in Expectancy theory Thus, a good training and development policy can lead the employees into a high level of motivation

1.4.4 Performance Appraisal

This function reviews individual’s performance of an assigned task or duty based on their work result An appropriate performance appraisal system not only provides managers a better understanding of each employee’s ability but also motivates the individuals Good performance appraisal system can satisfy the employees with the evaluation of their contribution and their willingness for further performance as they can see a future of reward and expectancy This function of HRM has a big effect on employee’s motivation in all of its elements

1.4.5 Compensation System

Including financial and non-financial remuneration, compensation system is the root of motivation in almost organization To individuals, the compensation is the present of what