hr trends in bpo

HR TRENDS IN BPO

HR trends in BPO Page 1


What is Business Process Outsourcing?

Business process outsourcing (BPO) is a subset of outsourcing that involves the contracting of the operations and responsibilities of a specific business process to a third-party service provider. BPO is typically categorized into back office outsourcing, which includes internal business functions such as human resources or finance and accounting, and front office outsourcing, which includes customer-related services such as contact center services. BPO that is contracted outside a company's country is called offshore outsourcing. BPO that is contracted to a company's neighboring (or nearby) country is called near shore outsourcing. Sub-segments of BPO:

ITES-BPO (Information Technology Enabled Service)

KPO (Knowledge process outsourcing)

LPO (Legal process outsourcing)

Talent Acquisition

The HR Functions in a BPO starts with recruitment. There are two different kinds of hiring in this vertical, which includes fresher and laterals. Any talent joining this sector for the first time are usually treated as a fresher. Laterals are talents who have worked in other companies in similar roles. It is done for the new positions and the back-fills. Here the volume hiring is done through walk-in where a large number of talents attend the interview as announced in the newspaper. Recruitment drives are arranged to hire in large numbers. This is promoted through print media and recruitment consultants. There are off-location and outstation drives. Business requirement may weave ‘Every Monday – Induction’. This implies that a batch of employees would be inducted every Monday. Background verification and medical check-up is completed before the Induction begins.

Functions of HR in BPO sector

Human resource planning.

Recruitment & Selection.

Training & Development.

Motivation

Employee engagement

Grievance Handling.

Employees Satisfaction.

Performance appraisal system.

Compensation management

Organizational Development.

Talent Management

The Employee Life cycle management which includes all activities strategizes to optimize the

talent’s capability as part of the Talent Management. The Entry-to-Exit HR Processes, leadership

development, succession planning, Compensation and benefit would all be clubbed under this area.

http://en.wikipedia.org/wiki/Knowledge_process_outsourcing

http://en.wikipedia.org/wiki/Legal_process_outsourcing


Managing the Employee Lifecycle

Entry to Exit:

If we take each of these activities in turn, we find that hiring is done in conjunction with the line managers who put out their requirements periodically on the kind of recruits they want and the number of recruits they want. Once the request reaches the HR manager, he or she has to scour the market for potential recruits. Usually, the HR manager does not personally do this and outsources this function to a placement consultancy. The next step is the interview stage after the shortlists are done and this is an activity where the HR manager either delegates the task of assessing the potential recruits to the staffing team or does the job personally. After the interview stage is over, the important task of fixing the salary and benefits of the successful candidates has to be done. This is usually the time when the HR manager plays a critical role as he or she has to determine the fit between the role and the candidate and decide on the quantum of salary and benefits that is appropriate to the role and after examining the budgets for the same.

The Appraisal Process and the Exit Interviews

After these activities, the HR manager is also involved in conducting the last stage of appraisals or evaluating the appraisals. In recent years, the trend is more towards the latter where the HR manager in charge of the business unit evaluates the appraisals instead of participating in the process directly. This is done in a manner to determine the quantum of pay hike or bonuses keeping in mind the same principles that were discussed in the hiring activity. What this means is that the HR manager has to work closely with the line managers to get this done. The last activity that the HR manager is involved in is conducting the exit interviews when employees leave the organizations. This is usually done on the last day of the employee’s stay in the organization and this process consist of a free and frank discussion on what the employee feels about the organization and why he or she is leaving the organization. The exit interviews offer valuable sources of insights into organizational behavior as the employees can vent their feelings on what works and what does not work in organizations. HR Process

Human resource planning (Recruitment, Selecting, Hiring, Training, Induction, Orientation, Evaluation, Promotion and Layoff).

Employee remuneration and Benefits Administration

Performance Management.

Employee Relations

Recruitment

It is the process of locating, identifying, and attracting capable applicants. The development of a pool of job candidates in accordance with a human resource plan.


Steps in recruiting process:

Internal search

Advertisement of a job vacancy

Web based advertising

Preliminary contact with potential job candidates

Initial screening to create a pool of qualified applicants

Methods

External Recruitment & Internal Recruitment

Selection

The process of assessing candidates and appointing a post holder to ensure that the most appropriate candidates are hired.

Selection Criteria

Completed job applications

Interviews

Background checks

Physical examination

Job offer

Orientation

Introduction of a new employee to his/her job and the organization. It is designed to provide new employees with the information needed to function comfortably and effectively in the organization.

Three types of Orientations:

General information about daily work routine

Review of organizations history, purpose operations, and products of services and contribution of employee’s job to the organization’s needs.

Presentation of organization’s policies, work rules, and employee’s benefits.

Training

A process designed to maintain or improve current job performance. Most training is directed at upgrading and improving an employee’s abilities or skills.


Training methods

Most training takes place on the job because this approach is simple and inexpensive

Some skill training is too complex to learn on the job, in such cases it should take place outside the work setting.

Professionalism Corporate Etiquette Assertive Communication at work Business writing skills Telephone Management skills Personal Effectiveness Self-Management-Basic skills

Personal Health

Achievement Motivation

Task execution excellence Team working

Professionalism: It includes understanding about the term, standards of a professional, Knowledge, skills and attitude requirements and understanding about the role and responsibility of a professional.

Corporate Etiquette: It includes learning about corporate dress sense, Core corporate attitude, accountability, reactiveness, Expectation and perception management and inculcating discipline. Assertive communication at work: It includes learning communication at the workplace, benefits of assertiveness, verbal and nonverbal indicators and applications.

Business writing skills: It includes basic e-mail etiquette, appropriate use of active and passive voice, about the email dominated business world, sentence combining and paragraphs and being consistent in writing. Telephone etiquette: It includes basic telephone etiquette, answering incoming calls, effective listening and speaking skills.

Personal Effectiveness: It includes learning about various leadership styles, health & stress, emotions, people and dimensions of personal effectiveness.

Self-Management-Basic skills: It includes about aspects of emotional health (EQ), stress management, motivation, mental agility, prioritization of tasks and task execution. Team working: It includes managing internal customer relationships, rapport building, conversation building, differences between a group and a team, team communication, conflict management skills, team meeting etiquette. The program is a four day transition workshop which ends with a ‘Team player style survey’ which identifies each trainee’s style as a team player. The trainee is also given a “learning summary and action plan format” which is a means of feedback mechanism. It collects information as to what the trainee learned during the program and how he proposes to implement it at the workplace. All the employees have to complete all the mandatory courses within one month from the date of joining. Some of the important elements are:


Ethical Leadership Total customer experience Environmental, Health, Safety and security Customer experience standards Standards of personal conduct

Business writing skills: It includes learning to write a standard business letter, to give a professional tone to the letter, use of phrases, use of correct words and language. Customer Orientation: It includes learning about customer expectations and experience. The critical deliverables are responsiveness, Turnaround time and acknowledgement. The keys to achieving critical deliverables are: v First impression v Empathy v Apology v Probe v Personalization

Communication skills: It includes learning about process of communication and comprehension, types, mediums of communication and the impact of effective communication. E-mail Etiquette: It includes learning about composition of an e-mail, writing a salutation, opening and closing of letters, using of positive tone and positive phrasing.

Leadership & Managerial programs: It is developed through Centre’s of Excellence, in consultation with expert trainers which drives home the point that an overall development of personality coupled with technical skills is a winning combination for the employees.

Employee Performance Management

Performance management is a process used within organizations to establish and evaluate an individual’s job performance to achieve goals and objectives. It is meant to help the organization train, motivate and reward workers. It is also meant to ensure that the organizational goals are met with efficiency. The process not only includes the employees but can also be for a department, product, and service or customer process; all towards enhancing or adding value to them.

Performance Appraisal

A process of systematically evaluating performance and providing feedback upon which

performance adjustments can be made.

Performance appraisal should be based on job analysis, job description and job specifications.


Compensation & Benefits

Employee benefits are optional, non-wage compensation provided to employees in addition to their normal wages or salaries. These types of benefits may include group insurance (health, dental, vision, life etc.), disability income protection, retirement benefits, day-care, tuition reimbursement, sick leave, vacation (paid and non-paid), funding of education, as well as flexible and alternative work arrangements.

Benefits of a fair, effective and appropriate compensation system.

Helps attracts and retain high performance employees

Impacts on the strategies performance of the firm.

The process involves deciding upon salaries and wages, Incentives, Fringe Benefits and Perquisites etc. Money is the prime motivator in any job and therefore the importance of this process. Performing employees seek raises, better salaries and bonuses.


Examples of different type of remuneration and benefits,

Basic Salary Bonus payments and pay for performance Allowances like representation allowance, child allowance, housing allowance, COLA (cost of

living adjustment) allowance, lunch allowance, … Different types of sales commission payments Company Car, Company Mobile Phone, Company Laptop Mobile phone credits Holiday pay and holiday credit administration Retirement and pre-retirement benefits

Payroll and MIS (Management Information System):

This is similar to the processes that are being run at any sector. The difference might lie in the way incentives are drawn. Most of the BPO have different structures for monthly and quarterly payments compared to other knowledge sectors where reimbursement would be higher and the incentives are rolled at the end of the year with bonus and hikes. The MIS system is required to be robust as the data provided would be upgraded at a very short interval.

Managing attrition:

The attrition remains the greatest concern. The employee turnover ratio remains highest in this sector. The employee life-cycle runs shorter as the talent either fails to see a career path within the company or fails to adjust with the organization culture. Often the job opportunities are marketed so well that a new job is preferred over an existing job.


A minor discrepancy in the behavior with the leaders or the change in alignment of the career path drawn with respect to the individual’s ambition can prompt a talent to change their jobs. Creating better career path within the company, offering a compensation package relevant to the job-profiles, more importantly hiring talents who are better inclined to the job and aligned with the organizational goals are the chief way to manage attrition. Identifying the early-warning signs and keeping a realistic view to the employee life cycle would help HR to pre-wire attrition.

Employee Relations - HR

Employee relations may be defined as those policies and practices which are concerned with the management and regulation of relationships between the organization, the individual staff member, and groups of staff within the working environment. Functions:

a. Independent counselling to resolve work related problems. b. Coordinate services provided by the Employee Assistance Program c. Facilitate regular employee feedback, organize meetings, counselling & ensure problem

resolution. d. Facilitate rewards & recognition. e. HR initiatives by working closely with Delivery Managers and Project Leads. f. Managing the overall HR processes ensuring both internal customer and higher employee

satisfaction. g. Active involvement in employee retention especially excellent performers. h. Employee profile management. i. Conduct training on a variety of Human Resources and Employment Topics j. Administer Employee Recognition Programs and Service Award

Other HR Initiatives:

Mostly the HR Initiatives are centered on increasing employability and employee engagement. The events are planned, they are tactic and strategic. A monthly event is planned with fun activities. These initiatives are on the transactional level. Whereas preparing the employee for career progression through cross vertical roles and horizontal shifts are on the transformation level. This increases the employability and builds a longer career path within the company. Few initiatives remain perpetual such as building trust through open communication including intranet, monthly magazines, focus group meetings, brown-bags and town halls. The employees are encouraged to use open-door policy to get their questions answered. It further offers them visibility to the top management in the firm.

The difference between the HR in a BPO and in any other sector will remain in its alignment towards the robust talent base and dynamic business models. Managing ramp-up and ramp-down at a shorter notice with minimum deviations to the balance within the company, makes HR unique.

hr trends in bpo

Recruiting & HR