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?
Authority is the right to make decisions, to direct the work of others, and to give orders. In
management, we usually distinguish between line authority and staff authority.
Making decisions, directing work, Giving orders are authorities’ characteristics.

Line Managers are authorized to direct the work of subordinates---they’re always someone’s
boss. In addition, line managers are in charge of accomplishing the organization’s basic goals.
For example, hotel managers and the managers for production and sales)
Accomplishing goals and direct the work of subordinates

Staff Managers, on the other hand, are authorized to assist and advise line managers in
accomplishing these basic goals. HR managers are generally staff managers. They are
responsible for advising line managers (like those for production and sales)in areas like
recruiting, hiring, and compensation.(Assisting and advising line managers )
Line Manager’s HRM responsibilities

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
organization.

3. Staff functions. This is basically an advisory role played by the manager whereby he only
assists line managers, but that does 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

Figure: Selected activities illustrating division of HR responsibility between line and

staff:
 DEPARTMENT
PERSONNEL SPECIALISTS,
Topic SUPERVISORS, (LINE)
( STAFF) ACTIVITIES
ACTIVITIES
Recruitment and Assist job analyst by listing specific Write job description and job
selection duties and responsibilities of the job specification based on input from
in question explain to HR future department supervisor
staffing needs and sorts of people Develop personnel plans showing
needed to be hired. promo table employees.
Descry” human requirements” of Resources of qualified applications and
job so HR can develop selection engage in recruiting activities aimed at
tests. Interview candidates and developing a pool of qualified
make final selection decision. applicants.
Conduct initial serving interviews and
refer feasible candidates to department
supervisor.
Training and Orient employees regarding the Prepare training materials and
development company and job and instruct and orientation documents and outlines.
train new employees. Advise CEO regarding development
Evaluate and recommend managers plan for managers based on CEO’s
developmental activities. stated vision of firm’s future needs.
Provide the leadership and Serve as resource for providing
empowerment that builds effective information regarding how to institute
work teams. and operate quality improvement
Use the firm’s appraisal forms to programs and team building efforts.
appraise employee performance.
Assess subordinates’ career
progress and advise them
regarding career option.
Compensation Assist HR by providing Develop performance appraisal tools
information regarding the nature and maintain records of appraisals.
and relative worth of each job to Conduct job evaluation procedures
serve as the basic for aimed at determining relative worth of
compensation decisions. each job in the firm. Conduct salary
Don the nature and amounts of surveys to determine how other firms
incentives to be paid to are paying the same or similar
subordinates. positions.
Decide on the package of benefits Serve as a resource in advising line
and services the firm is to pay. management regarding financial
incentives and pay plan alternatives.
Labor Establish the day to day climate of Diagnose underlying causes of labor
Relations mutual respect and trust needed to discontent with an eye toward
 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.
Employee Keep the lines of communication
Security and open between employees and
safety managers so employees are kept
abreast of important 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.”
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
Advice 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 an 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.