How Can I Boost Productivity in My HR and Admin Role? Seeking Practical Advice

Hi, Myself, Jinsy, working as an HR Executive cum Admin in an IT Firm. Can anybody suggest some fruitful movements toward making the department more efficient? Meaning, on what aspects should I concentrate to enhance productivity?

Looking forward to your favorable response....

Task Management and Compliance

First, list out all your tasks and their periodicity. List all laws your company is required to comply with from an HR perspective, such as Minimum Wages, ESIC, PF, etc. Create a month-wise chart of HR events and then proceed to ensure that everything goes as per schedule. Obtain copies of the laws applicable to your HR department and check if there are any important aspects you might be overlooking. You must thoroughly understand the requirements of your job and how your activities align with the overall operations of the factory/office/establishment. With experience, you can streamline your work.

Factors Affecting Employee Productivity

Employee productivity is complex and depends on the motivation of workers, the culture of interdependence and cooperation, the quality of the machines they use (servers and computers in your case), the leadership qualities of the managers, their job knowledge, and remuneration as per market standards, among other factors.

Conducting Time and Motion Studies

The second thing for you to do is to conduct time and motion studies. Study the cycle time for each process. Find out whether any process is redundant and whether any resources are idle during working hours.

Multi-Skilling as a Method of Improving Productivity

Thirdly, consider multi-skilling as another method of improving productivity.

Encouraging Employee Suggestions

Encourage suggestions from the employees as a fourth point. Many good suggestions come from employees themselves to improve systems or processes.

Empowerment and Productivity

Fifthly, employee productivity also depends on their empowerment. If employees are constrained, how can they be productive?

Productivity Measurement

Lastly, productivity improvement depends on productivity measurement. How do you measure their productivity? On what parameters do you measure their productivity? Is personal productivity linked to the department's productivity, and is the department's productivity linked to the organization's productivity?

There are many questions associated with your post. Feel free to call for further clarification.

Thanks,

Dinesh V Divekar

Empower employees. Train employees. Ensure they are compensated rightly and timely. Make sure that employees are aware of the organization's goals and their importance. Make them feel the ownership of their responsibility through clear instructions and understanding. Also, make them aware of how things will impact adversely if not performed well. As a leader, be with them and involve them; do not micromanage. Set an example for them. Discipline is the first step towards productivity.

Hi,

Being there for employees is most important. Make them feel that you are part of them. Responding on time and giving them solutions or finding answers to their queries will help you make your place among employees.

Thanks,
Tanvi

Rules do not work always. Employees need empathy and the right guidance to show them how to climb the ladder of their growth while the organization is growing. The key to quality and enhanced productivity is exercising true leadership and not micromanagement.

On the captioned subject, our members have given their input on how to deal with it. One thing that is not understood is what makes you think that the productivity of the employees is lower than your expectations. If the productivity is indeed low, you need to conduct a survey to understand the reasons for the low productivity. It is necessary to determine whether this is due to human factors, capital, or machinery, as all these factors are interconnected.

If it is a human factor, you need to identify aspects such as poor knowledge, new challenges for the workforce, lack of guidance and supervision, or low motivation due to inadequate incentives or poor welfare facilities, among others. The scope is vast, and you need to focus on the HR aspect that is missing. A collective response is required to address this issue effectively.

Kind regards

Increasing Productivity

Productivity can be increased in a number of ways. Our learned members have given their valuable input. Your message indicates that you want to improve. The immediate question that comes to mind is: from the current level to what desired level? What will be the determinants?

Approach to Productivity Improvement

One approach in any sector is to concentrate on Machine, Money, Method, Men, etc., focusing on resources. Examine which of these inputs need to be augmented. It could be more than one.

Competency Considerations

The competency of the person, according to me, will be the next point to consider. There are three components to it, namely Attitude, Skill, and Knowledge. For each person, identify the areas that need attention and design improvement programs accordingly. As an example, I have attached an image for a student. Similar attributes can be created for your employees to achieve higher productivity.

Regards, V.Raghunathan
Chennai