HR functions: Line versus staff authority

“All managers are, in a sense, HR managers, since they all get involved in activities like
recruiting, interviewing, selecting, and training.”
-Gary Dessler

Yet most firms also have a human resource department with its own human resource manager.
How do the duties of this HR manager and his or her staff relate to "line" managers' human
resource duties?

Before going over to answer this question we should know that HR managers are in most of the
cases even now in this modern world generally staff managers. They are responsible for advising
line managers (like those for production and sales) in areas like recruiting, hiring, and
compensation.

one major company outlined its line supervisors' responsibilities for effective human resource
management under the following general headings:

1. Placing the right person on the right job

2. Starting new employees in the organization (orientation)
3. Training employees for jobs that are new to them
4. Improving the job performance of each person
5. Gaining creative cooperation and developing smooth working relationships
6. Interpreting the company's policies and procedures
7. Controlling labor costs
8. Developing the abilities of each person
9. Creating and maintaining departmental morale
10. Protecting employees' health and physical condition

In small organizations, line managers may carry out all these personnel duties unassisted. But
as the organization grows, they need the assistance, specialized knowledge, and advice of a
separate human resource staff.

The human resource department provides this specialized assistance. Thus an HR manager
will perform three distinct functions:

1. A line function. An HR manager possesses a line authority over his own department to
accomplish the task and roles assigned to each employees of the department. And since
the majority of the decision is trickled down from the corporate level, he actually exudes
such power. His suggestions also are taken as orders.
2. A coordinative function. An HR manager is also a coordinator of all the decision, activities
in the personnel area. This is referred to as functional control. Whatever policies,
procedures and objectives are set for the HR manager implements employees in the
organisation.
3. Staff functions. This is basically an advisory role played by the manager whereby he only
assists line managers, but that doe not mean his advice shall be taken finally. It all
depends on the discretion of the line manager. Such a function involves assisting on areas
such as, training, evaluating, rewarding, counseling, promoting, and firing of employees,
etc.) many a times HR managers also update the line managers as well as top
management regarding the current trends and new methods of solving problems .
 Thus we can conclude that there are certain areas, which are solely left on the Managers
prerogative. While there are many areas where a kind of cooperative responsibility by both
the HR manager and the line manager is required.
Please refer to the table for the differentiation between each responsibility
Selected DEPARTMENT SUPERVISORS,
activities (LINE) ACTIVITIES
illustrating
division of
HR
responsibility
between line
and staff.
I Assist job analyst by listing specific
Recruitment duties and responsibilities of the job in
and selection question explain to HR future staffing
needs and sorts of people needed to be
hired.
Descry” human requirements” of job so
HR can develop selection tests.
Interview candidates and make final
selection decision.
II Orient employees regarding the
Training and company and job and instruct and train
development new employees.
Evaluate and recommend managers
developmental activities.
Provide the leadership and
empowerment that builds effective work
teams.
Use the firm’s appraisal forms to
appraise employee performance.
Assess subordinates’ career progress
and advise them regarding career
option.
Assist HR by providing information
III regarding the nature and relative worth
Compensation of each job to serve as the basic for
compensation decisions.
Don the nature and amounts of
incentives to be paid to subordinates.
Decide on the package of benefits and
services the firm is to pay.
PERSONNEL SPECIALISTS,(
STAFF) ACTIVITIES
Write job description and job
specification based on input fro
department supervisor
Develop personnel plans showing
promo table employees.
Resources of qualified applications and
engage in recruiting activities aimed at
developing a pool of qualified
applicants.
Conduct initial serving interviews and
refer feasible candidates to department
supervisor.
Prepare training materials and
orientation documents and outlines.
Advise CEO regarding development
plan for managers based on CEO’s
stated vision of firm’s future needs.
Serve as resource for providing
information regarding how to institute
and operate quality improvement
programs and team building efforts.
Develop performance appraisal tools
and maintain records of appraisals.
Conduct job evaluation procedures
aimed at determining relative worth of
each job in the firm. Conduct salary
surveys to determine how other firms
are paying the same or similar positions.
Serve as a resource in advising line
management regarding financial
incentives and pay plan alternatives.
Develop. In consolation with line
management the firm’s benefits and
services packages including health care
options and pensions.
IV Establish the day to day climate of
Labor mutual respect and trust needed to
Relations maintain healthy labor management
relations. Consistently apply the terms
of the labor agreement.
Ensure that the firm’s grievance process
is functioning in a manner consistent
with the labor agreement and make final
decisions on grievances after
investigating same,
Work with HR in negotiating the
collective bargaining agreement.
V Keep the lines of communication open
Employee between employees and managers so
Security and employees are kept abreast of important
safety company matters and have a variety of
vehicles they can use to express
concerns and use to express concerns
and gripes.
Sure employees are guaranteed fair
treatment as it relates to discipline,
dismissals and job security.
Continually dire employees in the
consistent application of safe work
habits.
Prepare accident reports promptly and
accurately.
In summary, as Dessler remarks, “HR management is an integral part of every manager’s job.
Whether you’re a first line supervisor, manager, or president, whether you’re a production
manager sales manager, office manager, hospital administrator, or HR manager, getting results
through people is the name of the game.”
Diagnose underlying causes o f labor
discontent with an eye toward
anticipating with the sorts of moral and
lead to unionization efforts.
Train line managers regarding the
interpretation of contract terms and the
legal pitfalls to be avoided during the
union organizing effort
Advise managers regarding how to
handle grievances and assist all parties
in reaching agree regarding grievances.
Advise line management regarding the
communication techniques that can be
used to encourage upward and
downward communication.
Develop a unfair treatment process and
train line managers in its use.
Analyze jobs to develop safe practice
rules and advise on design of safety
apparatus such as machinery guards.
Promptly invest accidents analyze
causes, make recommendations for
accident presentation and submit
necessary forms to occupational safety
and health administration.