Archies

What I learnt from Summer Training
Summer Training (ST) is so much important as it express time to do real
world is. where things can tackle more easily by intellectual skill and
presence of mind. ST is beginning part for gaining the practical
knowledge. The beginning is the most important part of work. Once I
stare, it gets easier all the time. The way to succeed is to start sooner,
work harder and know more than our competitors. Well done are better
than well said.
Earning money is not matter in the student life, but gaining knowledge is
an important and knowledge is power. And I fain that power from my ST.
At this stage, I have completed “Recruitment & selection” in Archies
Ltd. (H.R. Deptt.) that assigned me from which I have learnt.
How to recruit & select, how to observe and design questionnaire for
felicitating Primary data, screen the data, selection type various methods
& procedure for conducting the interviews. From the study I understand
how to recruit & select the applicant candidates for the posts.
I also observe how distribution channel works and where lies our
strengths where do we take and take what can be done to over comings.
So at the last, I can say working with the true professionals in prestigious
organization like ARCHIES Ltd. gave me very good exposure,
knowledge for recruitment & selection. It also helps me for accomplish
my career objective as to “Become Leading and Challenging manager in
Professional Management”.

1.1 Company Profile
The ARCHIES , which today spans the spectrum of sharing sentiments and
gifting each other’s among the human
beings across India and other parts of the world, had a humble beginning in
1979 by Mr. Anil Moolchandani set up a company called ARCHIES start with
selling posters within a year of its inception, in the face of overwhelming
success in the market, Company started manufacturing of greeting cards,
stationery and trading of gift items. The first ‘Archies Gallery’ opened in 1987
with entire range of Archies products-greeting cards, posters, stationery,
perfume, and attractive lot of beautiful gift items less than one roof.
As company grew, the company explored new ways of expanding its business
and establishing as market leader company has started strategic tie-ups with
global players, including Walt Disney (U.S.A), Portal Publication, Gibson
Greetings & American Greetings Inc.(the world largest publicly held Greeting
Card Company) of the US. As the market environment continued to evolve and
internet became an important aspect of human being, ARCHIES kept pace by
introducing e-cards and offering online gifting opportunities through its e-
commerce portal, as www.archiesonline.com. The portal continues to offer its
user traditional ways of gifting and greeting. ARCHIES success story is not
limited to Indian shores. The organization that spreads happiness in six countries
is well on its way to becoming an International Brand Name.
ARCHIES Ltd is currently the largest company in greeting cards and gifts. At
present it has five units in Delhi, fifteen branches out of Delhi with around
hundered company owned showrooms, in all over India, also company has
strong market setup with more than 42 franchisees out of India in the network
under the Brand name Archies Gallery’s, Archies Paper Rose Shoppe’s and
Archies Greet and Gifts, also company have many distributors and retailers in
India and other five countries.

1.2 Company Heritage
 ARCHIES- 25 years of spreading happiness.
 Established in 1979 as a partnership firm by Mr. Anil
Moolchandani and Mr. Jagdish Moolchandani.
 Converted in to a private limited company in 1990.
 Converted into a public limited company in 1995.
 Come out with its maiden public issue in 1996 at a premium of Rs
60 per share.
1.3 Major Product Categories
 Greetings cards
 Posters
 Stationery
 Gifts
 Jewellery
 Perfumes

1.4 Corporate Mission
Vision Statement
We will be the most preferred associate of our principal and channel partners in
providing world class products and services to our customers.
Mission Statement
We will ensure sustained growth along with our Channel partners through
Strong Branding, Effective processes and World class product and Support
Services.
Core Values
 we shall uphold the Dignity of the individuals;
 we shall make realistic commitments and honors them;
 we shall be committed to Quality, Innovation and Growth;
 we shall treat our Customers, Suppliers and Each other in a Fair and
Honest manner-as we want to be treated.

1.5 Archies-A Social Conscience
 Archies entered into a tie up with helpage India in 1989- a social
organization devoted to the cause of the elderly

 The cards, calendars, and diaries are marketed under the helpage
name. Royalty from the sale of these products go to Helpage India.
 In 2001, Archies entered in to a tie- up with CRY-a social
organization to lend a hand to deprived children.
1.6 Board of Directors
S.NO. NAME
1. ANIL MOOLCHANDANI
2. JAGDISH MOOLCHANDANI
3. PRAMOD ARORA
4. VIJAYANT CHABBRA

1.7 Departmental Heads
S.NO. DEPARTMENTS NAME
1. HR/ADMIN. AMARJIT SINGH
2. PLANNING VANDANA KARHA
3. HELPAGE/CRY SEEMA MARYA
4. EDP NIKHIL CHANNA
5. FRANCHIES SANJEEV ARORA
6. V2K ARVIND SHUKLA
7. RETAIL PRAVEEN SETHI
8. MIS K.V.R. MURTHY
9. GIFTS MANISH GANGWANI
10. MODERN TRADE MONALISA BANERJEE
11. ACCOUNTS DILIP SETH
12. PRODUCTION ROBIN
13. STATIONARY GAUTAM BADLANI
14. FASHION ACCESSORIES PUJA SHARMA
15. ADVERTISING YOUHAN ARIA

1.8 Archies Operational Zones
ZONES ADDRESS
AHMEDABAD M/s Archies Limited
Earth Complex, IInd Floor Office No.
204-206, Opp. Kanak Kala 100 Ft.
Road, Satellite
Ahmedabad-380051
BANGALORE Mr. Jaswant Mirani
M/s Archies Limited
No.15/1, 8th Cross, Cubbonpet
Bangalore-560002
CHENNAI Mr. R. Shankar
M/s Archies Limited
31, 1st
Floor, Malayaperumal Street
Parry’s (opp. Flower Bazaar Bus
Stand)
Chennai-600034
COCHIN Mr. Antony
M/s Archies Limited
Bay Pride mall, Shop No.-16
Cochin ( Ernakulam)
CHANDIGARH M/s Archies Limited
SCO-111, Sec-8C, Chandigarh.

CORPORATE/HEAD/REGIONAL
OFFICE
M/s Archies Limited
C-113, Naraina Industrial Area,
Phase-I,
New Delhi-110028
HARYANA (Ambala) Mr. Dua
Archies gallery
Shop. No.-01, 1st
Floor, Galaxy Mall,
Plot No.-1, Sec-7 Ambala
Haryana.
HARYANA (Faridabad) Mr. Vishwaveer Kulshreshtha
Archies Gallery
SRS world, Shop No. 4-7, 1st
Floor,
Sec-12 Faridabad,
Haryana
HARYANA (Gurgaon) Mr. Atul Kashyap
Archies Gallery
MS-036, Upper Ground Floor, Mega
Mall, Sector Road, DLF Phase-I,
Gurgaon,
Haryana
HARYANA (Panipat) Mr. Daljeet Singh
Archies Gallery
GF-26-27, Mittal Mega Mall (Big
Bazar), Sector-25, part-II, Panipat,
Haryana
HARYANA (Sonipat) Archies Gallery “Sonipat V2K”
Shop No.-35, MC Market, Main

Subhash Chowk,
Sonipat, Haryana.
HYDERABAD M/s Archies Limited
5-4-9, 2nd
Floor, Padma Towers,
J.N. Road, Abids,
Hyderabad-500463
INDORE Mr. Deepak Raj Singhal
M/s Archies Limited
No. 109/4, Morai Mohalla, Near
Hotel Rama Inn, R.N.T Marg,
Indore
KOLKATA Mr. S. Venkataraman
M/s Archies Limited
Flat No.-8,220, A.J.C. Bose,
Ground Floor,
Kolkata-700017
LUDHIANA Mr. Parduman Verma
M/s Archies Limited
S.C.F.-7, Kitchlu Nagar,
Ludhiana-141001
MUMBAI M/s Archies Limited
Bombay Cotton Mills Estate,
2nd
Floor, Hakoba compound,
Dattaram Lad Marg, Kalachowkie
Road, Chinchpokli,
Mumbai-400033
NOIDA ( Gautam Budh Nagar) Mr. R.M. Sinha

M/s Archies Limited
C-25 Sec-8, 1st
Floor Distt. Gautam
Budh Nagar,
Noida-201301
NOIDA (NEC) Mr. Rohin Kaul
Archies Gallery
Spice World Mall, Shop No.106 &
107, 1-2, Sec-25-A, Noida
Entertainment Centre (NEC),
Noida-201301
PUNE M/s Archies Limited
461/4, Tilak Road, 1st
Floor,
Sadashiv Peth, Opp. New English
School Lane,
Pune-411030
JAIPUR Archies Gallery
Shop No. FF-3,4&5, Metropolitan
Mall,Commercial Plot No.-1,2,3&4,
Opp. Sahakar Bhawan Bhawani
Singh Marg,
Jaipur, (RAJ)
U.P. (Agra) Archies Gallery
Shop No.-1, Ground Floor,
Pacific Mall, Plot No.-3E, Phase-I,
Tajnagri Scheme, Fatehabad Road,
Agra (U.P.)
U.P. (Ghaziabad) Mr. C.K. Jain

Archies Gallery
Shop No.-8 & 9, Ground Floor,
Shipra Mall, Indirapuram,
Ghaziabad
U.P. (Ghaziabad) Mr. Sanjeev Badlani
Archies Gallery
MMX Mall, shop No.-14,15 & 16,
G.T. Road, Mohan Nagar,
Ghaziabad
U.P. ( Lucknow) Mr. Vijay Mishra
Archies Gallery
The East End Mall- Wave, Multiplex
Plot, TC-54, Vibhuti Khand, Opp.
Akbar Birbal Compound,
Gomti Nagar,
Lucknow (U.P.)
U.P. (Meerut) Mr. Pankaj
Archies Gallery
Melange The Mall-Meerut,
Shop No.-24 & 25, Ground Floor,
Pocket-TC-8,9,14, Pallav Puram
Meerut (U.P.)
U.P. (Moradabad) Mr. Nitin
Archies Gallery
West-End Mall, Shop No.25-26,
Ground Floor, F-32, Near MIT, Ram
Ganga Vihar, Kanth Road,

Moradabad (U.P.)
U.P. ( Sahibabad) Ms. Rashmi Tandon
Archies Gallery
Pacific Mall, Shop No.-G1 & G2,
Plot No.-1, Site No. IV,
Sahibabad Industrial Area (U.P.)
1.9 Organization Structure
Corporate/head/Registered office
(C-113, Naraina Industrial Area,
Phase-I, New Delhi-110028)

Operational Zones
(27)
Galleries
(791)

2.1 Objectives
 To collect and maintain relevant information regarding Recruitment &
Selection in the organization.
 Familiarization with the recruitment policies of Archies Ltd.
 To highlight the selection process.
 To have knowledge and understanding of job specification and job
description of different positions in different departments.

 To study the strengths and weaknesses of present recruitment and
selection of the organization.
2.2 Managerial usefulness of the study
 The study provides a complete knowledge of various fundamental
concept related to recruitment & selection processes.
 The study helps in finding the weaknesses, if any in the organization
and the steps taken to avoid them.
 The suggestions from the employees will help management to make
changes in the desired field.
2.3 Scope & Limitations of the study
Scope:-
 Scope of the study is to collect information regarding planning,
recruitment & selection process of Archies Ltd.

 To analyze the level of satisfaction of the employees in respect of the
process followed in the organization.
Limitations:-
 The main source of data is primary data.
 20 samples does not reflect the opinion of employees as whole.
 Time limit was another limitation and there may be possibility of
committing a general error.
 Due to change in time, policies may change.
2.4 Methodology
Instrument used to measure the system in Archies Ltd. was of primary and
secondary kinds .The primary source of data was through questionnaire
schedule.
The secondary source included brochures, annual reports, magazines,
employee’s handbook, magazines and journals.

SELECTION OF SAMPLES:-
Sample size is 20.
STATISTICAL TOOLS:-
It is very difficult to have detailed knowledge of employees working in
Archies Ltd. So the surveyor has taken 20 samples due to limited
resources and time factor. The management ranks are working in different
categories of different department. Thus it becomes equally justified to
plan in such a way that it covers all departments.
TOOLS:-
 Pie chart
 Bar diagram
 Text and statements
DATA COLLECTION:-
The questionnaire was served to senior manager, managers and
employees. The likert scale was used for calculating scores, which is
shown in every question immediately after the table. The points given for
each scale are as follows
 Strongly agree(5)

 Moderately Agree(4)
 Strongly Disagree(3)
 Moderately disagree(2)
 Can’t say(1)
Score is calculated as per the following:-
Points assigned to each 5-point scale* No. of responses / Sample size
The remark is given at the end of each question which is based on
following calculation, if the score is:
4 and above = Excellent
3 to 4 = Average
Below 2 = poor
Interpretation is also made in each question on the basis of the table and
graph shown in analysis chapter.

3.1 Recruitment
Definition:
According to FLIPPO
“Recruitment is the process of searching the candidate for employment
and stimulating them to apply for jobs in the organization.”

This is the positive aspect as it attracts suitable applicants to apply for
available jobs.
Sources of Recruitment:
Before an organization actively begins security applicants, it should
consider the most likely source of the type of employee it needs. These
sources may be termed as:
INTERNAL SOURCES
Internal sources include personal already on the pay roll of an
organization i.e. its present working force. Whenever any vacancy
occurs, sanctioning from within the organization is upgraded, transferred,
promoted and sometimes demoted.
This source also includes personal who where once on the pay roll of the
company but who plan to return or whom the company would like to
retire, such as those on leave or absence, those who exit volunteering or
those on production lay.
This source is used by many organizations, but a surprisingly large
number ignore this source. It is not only reasonable but wise to use this

source, if the vacancies to be filled out within the capacity of the present
employer.
These are as follows:
 Transfer:
It involves shifting of an employer from one job to another, one
department to another or from one shift to another. Transfer is a
good source of filling vacancies with employees from overstaffed
departments or shifts.
 Promotion:
It leads to shifting an employee to a higher position carrying higher
responsibilities, facilities, status & pay.
Merits of Internal Sources:
 Employees are motivated to improve their performance.
 Morale of the employees is increased.
 Industrial peace prevails in the enterprise because of promotional
avenues.
 Transfer or job rotation is a tool of training the employees to
prepare them for higher jobs.
Demerits of Internal Sources:
 When vacancies are filled through internal promotions, the scope
for fresh talents is reduced.

 The employees may become lethargic, if they are sure of time
bound promotions.
 The spirit of competition among the employees may be hampered.
 Frequent transfers of employees may reduce the overall
productivity of the organization.
EXTERNAL SOURCES
These sources lie outside the organization. They usually include:
i. New entrants to the labour force, i.e. young mostly un-
experienced potential employees – the college students.
ii. The unemployed – with a wide range of skills and abilities.
 Campus Recruitment:
Jobs in commerce & industry have become and complex to the
point where college degrees or diploma are widely required. It is
also known as educational institutions.
 Consultants:
Management consultancy firms help the organization to help recruit
technical, professional and managerial personnel. They are
specialize in middle level executive placements.
 Employment Agency:

Employment Agencies run by the government are regarded as a
good source of recruitment for unskilled, semi-skilled & skilled
operative jobs. They provide a nation-wide service in attempting to
match personnel demand & supply.
 Casual Callers:
It avoids the cost of recruiting work force from other sources. They
maintain pending folders for various jobs.
 Media Advertisements:
Advertisements in newspapers or trade and professional journals
are generally used when qualified and experienced personnel are
not available from other sources.
 Labour Contractors:
They are important source of recruitment in some industries in
India, workers are recruited through labour contractors who are
themselves employees of the organization.
Merits of External Sources:
 Qualified Personnel
 Wider Choice
 Fresh Talent
 Competitive Spirit
Demerits of External Sources:
 Dissatisfaction among existing staff.
 Lengthy process.
 Costly process.

 Uncertain response.
Recruitment Process:
Specimen of Job Opening Form:
ARCHIES LTD.
JOB OPENING FORM
HR Planning
&
Job Analysis
HR Planning
&
Job Analysis
Recruiting
required
Personnel
Recruiting
required
Personnel
Invites applications
from prospective
Candidates
Invites applications
from prospective
Candidates
Screening
Applicants
Screening
Applicants
PlacementPlacement

1. POST VACANT FOR :________________________________
2. EXPERIENCE REQUIRED:____________________________
3. QUALIFICATION REQUIRED:_________________________
4. SPECIALIZATION OF WORK AREA:_____________
4. EXPECTED DATE FOR JOINING:______________________
5. DEPARTMENT:_____________________________________
6. LOCATION:__________________________________
7. REPLACEMENT OR NEW:__________________________
8. IF REPLACMENT:
NAME OF PREVIOUS EMPLOYEE: ______________________
LAST GROSS SALARY: ________________________
TOTAL ARCHIES EXPERIENCE: ________________
9. IF NEW, SALARY BRACKET TO BE OFFERED___________
10. NAME OF THE H.O.D.:______________________________
11. SIGNATURE OF H.O.D.:___________________________
12. APPROVED BY THE EXEC.DIRECTOR_________________
Recruitment Training:
Induction training will be imparted to all new appointees at the respective
Training Centers. The induction programme shall be generally for two

weeks. Each newly recruited appointee may also be given induction
programme in I.T. for a period of one week or more depending upon the
requirement of the org. and IT training be completed as a part of induction
programme. In that case the induction programme shall be for three
weeks. Alternatively, they may be given training in IT within a period of
6 months.
The Management Trainees shall undergo training programme as
prescribed by the org from time to time for a period of one year.
Technical Officers shall be given induction training at Training Centers
depending upon the requirement of post.
Specimen of Training Assessment Form:
TRAINING ASSESSMENT

NAME OF SHOP HEAD:___________________________________
NAME OF GALLERY: ____________________________________
TYPE OF GALLERY: A) ARCHIES GALLERY B) STUPID
CUPID
LACKING FIELD OF SALES MAN:
________________________________________________________
SKILLS TO TRAIN SALES MAN:
________________________________________________________
HOW OFTEN TRAINING SHOULD BE CONDUCTED
3.2 Selection
Definition:

According to YODER
“The process of choosing applicable candidates from applicants whose
skills match the requirements of the job.”
The selection process is a critical process because it requires a heavy
investment of money to get right type of people. Induction & training
costs are also very high. That’s why selection is a negative process.
Benefits of selecting right kind of people for various jobs are:-
 Proper selection & placements of personnel.
 Competent employee will show higher efficiency and enable the
organization to achieve its objectives effectively.
 The rate of industrial accidents will be considerably low.
 The morale of the employees who are satisfied with their jobs is
often high.
Selection Process:-
Failed to meet minimum qualification
Initial
Screening
Initial
Screening

Passed
Failed in test
Passed
Failed to impress
Passed
Problem encountered
Passed
P Problem encountered
Passed
Selection Process can be explained as follows:
 Initial screening: This is the first step in the selection
process. In this, the minimum qualification of a candidate is
checked. If he/she fails to meet the minimum qualification
Employment
Test
Employment
Test
Selection
Interview
Selection
Interview
Background
Examination
Background
Examination
Medical/physical
Examination
Medical/physical
Examination
Rejected
Applicant
Rejected
Applicant
Permanent
Job Offer
Permanent
Job Offer

then he/she will be rejected. But if he/she achieves it then
he/she would be passing on to next test.
 Employment test: This is the second step. In this, various
types of tests will be taken such as:- intelligence test,
aptitude test, proficiency test, interest test, personality test.
 Intelligence test: They are those tests which are used to
judge the mental capacity of the applicants. They
measure the individual abilities and also the ability to
make decision and judgment. There are many verbal as
well as non-verbal intelligence tests conducted by the
psychologists for different jobs.
 Aptitude test: Aptitude means the potential which an
individual has for learning the skills required to do a
job efficiently. These tests measure an applicant’s
capacity and his potential for development. These are
of 2 types: cognitive tests: which measures mental and
intellectual aptitude. Motor tests: which measures
physical dimension such as manual dexterity or hand-
eye co-ordination.
 Proficiency test: They are those which are designed to
measure the skills already acquired by the individuals.
They are also known as performance, occupational or
trade tests. It takes a sample of individual’s behavior
which is designed for the actual work situation.
 Interest test: It identify pattern of interests in which
the individual’s show special concern and
involvement. These tests suggest what type of jobs
may be satisfying to the employees.
 Personality tests: It tells the qualities of the
personality as a whole, the combination of aptitude,
interest and usual mode and temperament it is very
difficult to devise and use personality tests.
When a candidate passes this test, then he/she will be passed on
to another selection round. If he/she fails to do so then he/she
would be rejected.

 Selection Interview: This is the next step. In this, various
types of interviews will be taken such as:- patterned or
structured interview, unstructured or non-directed interview,
preliminary or background information interview, stress
interview and group interview. These are as follows:
 Patterned or Structured Interview: In this a series of
questions are standardized in advance. Answers to
these questions are compared with a critical score and
used in discriminating who is to be selected. During
interview, the standard questions are asked as they are
written; the order may be varied but not the phrasing
of the question.
 Unstructured or Non-Directed Interview: The
interviewer does not ask direct and specific questions.
He tries to create an atmosphere in which the
candidate feels free to talk on the subject selected by
the interviewer.
 Preliminary or Background Information Interview:
This type of interview is conducted when the history
of the applicant has to be known in terms of his
experience, education, health, interests, etc.
 Stress Interview: The applicant is intentionally put
under a stress by interrupting him, criticizing his view-
point and keeping silent after he has finished speaking.
It is used for the higher posts. It requires that the
interviewer must be tactful and skillful.
 Group Interview: It is an interview if a group of
applicants. It is used where it is essential to know how
the candidates behave in groups.
When candidate passes, then he/she would be passed on to next
round. But if he/she fails, then he/she would be rejected.
 Background Examination: In this round, the background
would be checked. For example, some people belong to
specific quota such as SC/ST, OBC, Kashmiri Migrants,
defense, physically handicapped, etc. In these cases,
background certificates would be required. If any problem

encounters and the candidates do not clear this round then
he/she would not be passing on to next step. He/she will be
rejected.
 Medical or Physical Examination: In this phase, the
candidate has to face the medical test and the physical test.
This clears that whether the selected candidate is physically
fit or healthy to perform the job or not. If any problem
encounters then he/she will be rejected. But if he/she clears
the medical or physical examination then her/she would get
permanent job opportunity.
The selection process is the process of choosing only 0those applicant
candidates from applicants whose skills match the requirements of the
job. That is why selection process is considered as the negative process.
Offer Letter:-
After the selection procedure when the candidate is selected, the
organization gives him/her an offer letter for that particular post.

Specimen of offer letter in ARCHIES Ltd.
DATE: - / / 2010
To,
MR. XYZ
ABC Town,
Mahabalipuram
Gurgaon
SUB: - OFFER LETTER
With reference to the interview with you, we wish to inform you that you
have been selected for Archies Ltd. _______________at ____________.
Your Compensation will be given at the time of the Appointment.
Your expected date of joining is ___________ for issuing appointment
letter. Please submit the documents as list given to you for issuing
appointment letter. Please send the same before joining. Also enclosing an
extra copy of an offer letter, please acknowledge the same and send as
token of an acceptance.
Wishing you all the best and looking forward to you enjoying a long &
successful carrier in the Organization.
Thanks
For Archies Limited
AMARJIT SINGH
(HEAD-H.R & ADMIN.)
3.3 Formalities after selection

JOINING FORMALITIES
So you have got your appointment/transfer letter, you are wearing your
best tie, and you report to your manager full of excitement and
enthusiasm. Your manager briefs you on your assignment and you are all
charged up. But before you joined, don’t forget the following
So fill up:
 The joining slip, joining report, and the company Bio-Data form;
 The provident fund/family pension nomination/provident fund SSN
form;
 The provident fund transfer form (if applicable);
 Employees State Insurance form (if applicable);
And submit;
 Copies of educational certificates, testimonials, a passport sized
photographs, and clearance/relieving/appointment letter from your
previous employer (if applicable);
And open;
 A bank account at the prescribed bank (as given by HRD)
All the above documents should be filled up/submitted to HRD within 48
hours of the Joining.
 EMPLOYEE CODE NUMBER
On receiving your joining papers, HRD allots you an Employee Code (EC).
The EC Number Should be used in all future correspondence with Accounts
and HRD.
OFFICE TIMINGS
Very simple come on time, and leave whenever you complete the assigned

job.
 Work Timings will be from 09:30 A.M. to 06:00 P.M.
 Sundays are weekly holidays.
 The Timings for lunch will be from 01:30 P.M. to 02:00 P.M. with
two short breaks of tea.
DRESS CODE
Dressing by the company’s standards means well dressed and dressing not
below the standards .
ATTENDANCE
If you have read only the first sentence of clause 3, you can ignore this,
Otherwise, go on.
 -You are required to make your attendance on arrival and departure in
a register or swipe the attendance card in the machine maintained for
the same.
 To get attendance for a full day, you have to account for the morning
as well as evening attendance.
 Late comings on account of on duty has to be regularized by
submitting to HRD an OD slip approved by the immediate manager.
 Any non-marking of attendance which is not supplemented by an OD
slip or leave application will be treated as full day absence.
 A grace period has also provided to attend the office i.e.15 minutes
three times in a month and 1 hour three times in a month(maximum 2
hours at one time), Rest would be allowed separately.
LEAVES

There are three types of leaves-Earned Leave (EL), Casual Leave(CL), and
Maternity Leave.
 Earned leave:
 15 days per year i.e.1 for every 20 working days.
 Available in every April to all those have worked in
previous year (next calendar year after day of joining for
new employee).
 Accumulation of maximum of 30 days, more than 30 days
Leaves will be enchased.
 Casual leave:
 12 days per year (after one month, In case of new joining).
 Available 1 day per month and maxim of 3 days if not
avail only for exam, serious illness.
 Accumulation none, lapses after 31st
of March.
 Not encashable.
 General:
 Sunday and Holiday intervening the leave period will be
counted as part thereof.
 Employee must inform the management in case of
overstaying of leave, about the reason of doing so. In case
he fails to do so, management will consider it as willful
absence from duty, which is liable to disciplinary action.
 Leave shall not be granted to an employee, who is under
suspension.
 Employee who is on notice period for resignation can avail
leave only with prior approval of the management.
HOW TO APPLY FOR LEAVE

While all contingencies cannot be planned, plan the ones for which you are
taking leave so that the company can make sufficient preparations to cope
with your absence.
For availing leave you must:
 Get the leave sanctioned at least 1 day in advance in case of CL
and 15 days in advance in case of EL from your Head of
Department.
 In case prior sanction cannot be obtained, it must be done on the
day of reporting back on duty.
 Any leave taken in excess of the above provisions will be treated
as leave without pay.
 Sanctioning of leave is a matter of mutual convenience.
Leave has to be taken in a manner that it does not interfere with or
negatively affect office work.
HOLIDAYS
All Sundays are full holidays. A list of other holidays available with all
the departments (other than Head office, Branches may have different
festivals they can interchange the holiday with prior intimation to HRD in
writing).
 DISBURSEMENT OF SALARY
 Salary for the previous month is remitted to the bank in the first
week of the subsequent month.
 You will get your first salary by cheque or cash. Thereafter your
salary will be credited to your bank account.
 Any discrepancy in salary should be intimated to HRD before the
tenth of a particular month, so that corrections, if any can be
incorporated in the subsequent month.

 In case you are transferred to a new location, the reporting
intimation slip containing your bank account number and
employee code must reach HRD by the 5th
of the month
subsequent to the month of joining at the location.
 The Income Tax liability, deduction shown on the pay-slip which
you receive every month is based on the declaration of saving
made by you. You must ensure that the IT savings/Investments
made by you reach Accounts, so that IT deductions, if any, are
correctly made. If there are any changes/errors the employee must
notify HRD.
 Any type of advance/imprested taken by you and if not settled on
time, deductions will automatically be made from the salary.
 BENEFITS
Benefits are governed both by the Government of India’s regulations, as
well as the company’s own policies.
 PROVIDENT FUND (PF)
 The company’s provident Fund Scheme, which is being
administered by Regional Provident Fund Commissioner,
Delhi, is applicable to all employees as per rules who are in
the rolls of the company.
 Your contribution is at the rate of 12% of your basic salary
and ARCHIES contributes an equal amount to your PF
account. If you wish, you can increase your own
contribution. In such cases, contribution of ARCHIES will be
maximum of 12% of your basic salary.
The entire contribution is payable to you in the following events:
 If you retire after attaining 58 years.

 In the event of your death (the amount will then be paid to
the nominee as per the PF nomination form.
 If you retire due to permanent and total disability.
 On your resigning from ARCHIES and joining an
organization where PF is not applicable.
 You are also a member of Family Pension Scheme and can
avail it’s benefits on retirement. In the event of your death,
Your nominee would avail the benefit. In such a case, the
prescribed forms will have to be submitted to the office of
Regional Provident Fund Commissioner, Delhi.
 You can change your nominee (e.g. after marriage) by filling
up a new nomination form.
 BONUS/EX-GRATIA
 If your monthly basic salary is Rs.3500/- or less, you are
eligible for bonus. The bonus will be @8.33% of the basic
salary, or what the company, whichever is higher, declares.
 If your monthly basic salary exceeding Rs.2500/- but below
Rs.3500/-, bonus will be calculated on Rs.2500/-only.
 If your monthly basic salary exceeds Rs.3500/- you may be
paid Ex-gratia amount as declared by the company.
 EMPLOYEE’S STATE INSURANCE
 The Employee State Insurance is a social security scheme
extended by the Government of India. The organization is
under statuary obligation to extend the scheme to employees
as per criteria laid down in ESI Act.
 If your monthly salary is up to 1, 00,000/- per month, you
will be covered under the ESI Act. In that case, your
contribution is 1.75% of salary per month, which is deducted
from your salary.
 The employer’s contribution is 4.75% of salary per month.

 You must complete all formalities related to coverage under
ESI scheme and obtain your ESI identity cards from HRD, In
case any problems, contact HRD.
 You can avail medical facilities for self, spouse, children and
depended parents as per the declaration submitted to ESI at
the allotted dispensary, and in the case of hospitalization, at
the allotted hospital.
 In case of illness requiring leave for two days or more, the
ESIC will pay compensation to you for any loss of pay. You
will have to submit medical certificate from a ESI dispensary
and fitness certificate also from the ESI dispensary on
resuming duty.
 In case of accident while on duty or in field duty the
intimation for the same must submitted by way of
letter/telephone message by insured person to HRD.
 PERFORMANCE EVALUATION AND
CAREER ADVANCEMENT
 Your performance will be continuously reviewed vis-à-vis
previously set goals and targets, and a formal process of
appraisal would take place on an annual basis.
 Appraisal cycle becomes due 1st
of April of every year.
 These are on periodic reviews and provide feedback by the
supervisor/Head of Department.
 FULL AND FINAL SETTLEMENT
 If you are leaving the company, you must give your letter of
resignation to your reporting manager.
 Once the resignation is accepted, you have to fill in the “No
Dues Certificate” and get it signed by your Head of

Department. You should also attach your pending claims (if
any).
 The resignation letter, duly signed in acceptance by the
concerned Head of Department, along with the “No Dues
Certificate” must be sent to HRD.
 The relieving letter will be issued to you only after the
accepted resignation letter and completed NDC is received
by HRD.
 Full and final settlement of dues will be made within one
month of issuing the relieving letter subject to NDC.
 For withdrawal of PF, application has to be filled separately.
 Along with the full and final settlement, the following things
are to be taken care of:
 Balance salary payable/recoverable.
 Leave encashment.
 Gratuity, if payable.
 Bonus for the last financial year, if not already paid.
 Recoveries for employee’s advance/imprested/loan
outstanding and other company’s belongings.
 IF SOMETHING IS BOTHRING YOU…..
If something is bothering you, you should not hesitate to discuss it. The
Reporting Manager is the people whom the employee can approach on a
confidential basis. Since the reporting manager is the person who
understands you best, it is recommended that he/she should be approached
first. Also you can forward a copy of complete query to HRD.
 CONDUCT AND DISCIPLINE
 Every employee observe courtesy and politeness and
maintain the decorum and decency of the establishment
where he is required to work.

 Every employee shall attend his place of work in a proper
dress and will abide by the instructions of the Management
of the establishment from time to time.
 General appearance: Our guests and we expect you to be a
well groomed person, who projects warmth and
graciousness at all times. Therefore, you will always need to
look your best.
 Ladies Attire: Clean and in good repair. clothes neatly
pressed. Footwear well Maintained.
 Gents Uniform: Clean and in good repair. Neatly pressed.
Shoes well polished.
 Male employees should have short hair, neatly cut and
should be clean shave (with exception of Sikh employees).
 Every employee shall keep his work-place in a clean and
hygienic condition at all time during working.
 No employee shall take alcohol, cigarette, and tobacco
inside the premises of the establishment and also while on
duty anywhere else.
 No employee shall take notes, photograph, drawings or
sketches of any building, except in the discharge or his
duties.
 Every employee is expected to be law-abiding citizen and
shall behave in a manner which will not contravene any law
of the land, public decency or moral which is likely to bring
bad name to the company.
 CONFIDENTIAL MATTERS
 No employee shall divulge or use, except in furtherance of
the company’s business any business/trade or technical
information which may come to his knowledge in the course
of his employment in the company.
 Employee except in so far as it may be necessary in the
course of their duties, shall not, without the prior written
consent of the management retain in their private possession

any paper/documents/specifications/records etc. relating to
the company business.
 No employee shall acquire any patent right in relation to any
products/goods to be manufactured by it or which the
company makes or may make in the course of his
employment.
 GRATUITY
 All permanent employees are covered under this scheme.
 Gratuity is payable as per provisions of the Payment of
Gratuity Act, 1972.
 It is payable on completion of 5 years from the date of
joining, on;
*Resignation/Cessation of service;
 EMPLOYEE DEPOSIT LINKED INSURANCE
 All permanent employees are covered under this scheme.
 Every employee is covered up to Rs.74, 000/- in the event of
death.

3.4 Documentation
After the formalities are over, the employee has to fill the various forms
regarding the job.
The documentation form includes the application booklet, e.s.i form, office
use paper, H.R. recruitment form, checklist, feedback or telephonic enquiry,
etc.
Any candidate who has applied for the various posts has to fill the forms
before joining (after training period) in the H.R. department.
For outstation, the documentation would be done in the branch itself where
the candidate is joining. After that the documents of the new joinee will be
send to the head/registered/corporate office.
The specimen for documentation in ARCHIES Ltd. will be as follows:

ARCHIES LTD
APPLICATION FOR EMPLOYEMENT
Dated: - ---- /----/---
Head H.R.
Archies Ltd,
A-17 Naraina Ind. Area, Photograph
Phase-II New Delhi-28.
Subject: - Application for the of___________________________
Dear Sir,
In response to the advertisement dated______/_____/______ in _____________or
through reliable sources of Co. Mr. /Ms_____________________________ working
in____________(Division) or through job consultant M/s____________________,that
a vacancy for the post of __________________________ exist. I offer my candidature
for the said post. My particulars are as follows:
Name (in block letter)__________________________________________________
Father’s/ Husband Name_______________________________________________
Mother Maiden Name__________________________________________________
Place of Birth_____________Age as on Date: ______Yr______Month
Current Address & Telephone no Permanent Address & Telephone No.
Ration Card No._________________ Voter Card No.__________________________
Passport No. ___________________ Driving License No.______________________
Driving Licence valid up to_______________I.D. Mark________________________
Religion _________Nationality____________Date Of Birth_____________________

ARCHIES LTD
Sex_______________Blood Group__________Height________Weight___________
Marital Status______________________Marriage Date________________________
Pan No.________________________
Emergency Contact
Name of the person_____________________________Relation_________________
Address & Tel No._____________________________________________________
Previous Employment Detail With Archies Ltd, if any:
Have you served in this organization, if so?
When
Recruited
Salary Department
Date Of
Leaving
Reason Of Leaving
References
Please give Names, Address & Phone No. of two responsible persons not related to
you to whom we may refer
1)___________________________________________________________________
_____________________________________________________________________
2)___________________________________________________________________
_____________________________________________________________________
Relative if any, working in this Organization?
Name Father’s Name Designation Department
Expected Salary______________________________________________________
Time required for joining, If selected_____________________________________

ARCHIES LTD
Family Detail As Per Annexure “A” Attached
Nominee Detail As Per Annexure “B” Attached
Qualification Detail As Per Annexure “C” Attached
(Educational/Professional/Technical)
Employment Detail As Per Annexure “D” Attached
I _________________________________, hereby declare solemnly that the above
mentioned particulars and detail in annexure given by me are true and correct, and I
accept them, If any of the above mentioned information is proved false then the
Company may at any time dispense me with the service without giving any notice
thereof.
Date: / /
Signature of Applicant

ARCHIES LTD
Annexure “A” of The Application For Employment Form
Family Detail
Name of the Employee________________________________________________
I.D. Number of the Employee _________________________________________
(As per mentioned in Attendance Card/Salary Slip)
Name & Address
Date Of
Birth
Relation
Residing
with the
Applicant
(Yes/No)
Occupation
(Detail)
__________________________
__________________________
__________________________
__________________________
__________________________
__________________________
__________________________
__________________________
__________________________
__________________________
__________________________
__________________________
__________________________
__________________________
__________________________

ARCHIES LTD
Annexure “B” of the Application For Employment Form
Nominee Detail
Name of the Employee__________________________________________________
I.D. Number of the Employee ___________________________________________
Name & Address
Date
Of
Birth
Relation
% Of
Nomination
Father’s
/Husband
Name
1)__________________________
___________________________
___________________________
2)___________________________
____________________________
____________________________
3)___________________________
_
_____________________________
_____________________________
4)___________________________
_____________________________
_____________________________
5)___________________________
_
_____________________________
_____________________________
Signature Of Applicant

ARCHIES LTD
Annexure “C” of The Application For Employment Form
Education Qualification
Name Of the Employee_________________________________________________
I.D Number of the Employee ____________________________________________
Name of School/College Degree
Year Of
Passing
Aggregate%
Certificate
Yes/No
Professional/Technical Qualification
Course Name & Address of The Institute Duration
Year of
Passing
Certificate
Yes/No
1)__________________________________
____________________________________
2)___________________________________
_____________________________________
3)___________________________________
_____________________________________
Signature Of Applicant

ARCHIES LTD
Annexure “D” of The Employment Application Form
Employment Detail
Name of the Employee________________________________________________
I.D. Number Of the Employee__________________________________________
From To
Organization Name Address
and Tel no.
Position
Held
Total
year Of
Working
Salary
Drawn
________________________
________________________
________________________
________________________
________________________
________________________
________________________
_
________________________
_
________________________
_
Total work Experience_______________________Year(s)/Month(s)______________
Reason of Leaving______________________________________________________
_____________________________________________________________________
Reporting System in Last Organization_____________________________________
________________________________________Contact No ___________________
Mention any achievement in Last Organization______________________________
____________________________________________________________________
Last Salary Drawn

Gross (C.T.C.)__________________Net (Take in Home)_____________________
ARCHIES LTD
FOR OFFICE USE ONLY
Name of Candidate______________________________________
Interviewed by_____________________On dated______________________
Replacement of Mr./Ms._____________________________________________
Comments________________
Selected For (Deptt)_____ HeadQuarter_______________ Position__
Salary Recommended Gross (C.T.C.)___________
Net (Take Home) ___________
Joining Date________________________________
Job Responsibility fixed
1) _________________________________________________________________
2)__________________________________________________________________
3)__________________________________________________________________
4)___________________________________________________________________
5)___________________________________________________________________
6)___________________________________________________________________
Reporting to Mr./Ms_
Designation____
Department Head H.R.Head

Date:
ARCHIES LTD
NAME OF THE EMPLOYEE __________________________________________
I.D.No_______________________________________________________________
H.R. Steps For Recruitment
1) Interviewed By (H.R.Deptt)_________________________________________
Signature___________________________________Date__________________
2) Documents filled and verified by______________________________________
Signature__________________________Date___________________________
List of Documents to be Received
Status
(Yes/No)
Remark
Latest C.V (Bio-Data)
Any age proof (Self-Attested)
Educational Certificate (Self-Attested)
Current Proof of Residence
Last Employer’s certificates (Salary
Proof / Relieving/Acceptance
List of Document filled by H.R.Deptt Status
(Yes/No)
Remark
Appointment Letter, ESI, P.F Forms,
Bank Form
3) Personal File verified by______________________________________________
Signature_________________________________________Date_____________
4) Telephonic verification done by_______________________________________
Signature________________________________ Date____________________

ARCHIES LTD
DOCUMENT STATUS PENDING/RECEIVED
Name of the Employee
Card No
Sl No Name of Documents Status
1 Photo I.D.Proof
a)Driving License
b)Ration card
c) Pan card
d) Voter I.D. Card
e)
f)
2 Education Certificate
a) 10th Std
b)12th Std
c) Graduation
d)
e)
5 Last Employment Proof
a)Appointment Letter
b) Salary Slip
c) Experience Certificate
d) Releving Certificate
f)
g)
4 PHOTOGRAPH
a) 5 passport size photograph
b) post card size photograph( If ESI
Covered)
File Prepared by:

Sign:
Feedback Form
(1) Previous Employment – Reference Check
Telephonic Enquiry of _________________________________________________
Name of the Previous Employer___________________________________________
__________________________________________Tel No:_____________________
Contact Person_________________________________________________________
Designation___________________________________________________________
Verification Feedback: (+) ve or (-) ve _____________________________________
Information Collected:
(1) Behavioral Feedback:_____________________________________________
(2) Last Job Profile: _________________________________________________
(3) Reason of Leaving_______________________________________________
(4) Last Salary Withdrawn____________________________________________
(2) Personal Reference : Check
Ref:1
Name Of Contact Person__________________________Relation________________
Contact No_________________________ Employed at________________________
Behavioral Feedback____________________________________________________
Ref:2
Name Of Contact Person__________________________Relation________________
Contact No_________________________ Employed at_______________________
Behavioral Feedback___________________________________________________

Name of Verifier:
Verifier Sign:
Date:
3.5 Issuing of Joining Letters
After fulfilling all the required documents in the H.R. Department, the
department issues joining letters such as appointment letter, address
verification, employment verification (if previously employed).
The specimen for joining letters of ARCHIES Ltd will be as follows. Joining
letters includes the following letters:
 Appointment letter
 Address verification letter
 Previous Employment verification letter

Specimen of appointment letter
REF- Arch/Hr/Jul/3603
DATED: - / /2010
MR. XYZ
ABC Town,
Mahabalipuram
Gurgaon
LETTER OF APPOINTMENT
SUB: OFFER OF APPOINTMENT FOR THE POST OF __________
Dear Mr.XYZ
Please refer to your application for employment dated _________and the
discussions held while in your interview subsequently on _________. We
hereby offer to you employment in our organization on the following
terms and conditions:
1. Appointment: You are hereby appointed w.e.f _________
2. Designation: You are being designated as _______________
3. Salary & Perks: You shall be entitled to salary, perks and benefits
as per Annexure-1 attached with this letter of appointment.
4. You will be on probation for six months from the date of joining,
which can be extended at the sole discretion and satisfaction of the
Management/ Company, based on your performance in all
respects. During the probation period, your services can be
terminated at any time without notice. Unless confirmed in writing
you will continue to be on probation and the
Management/company will be within its rights to dispense with
your services without any notice or stating any reason during such
period.

5. On successful completion of the probation period you will be
confirmed in regular service in writing. The Management/
Company, however, reserve its right to pay one-month salary in
lieu of the notice period for termination of services after your
confirmation. The Management/Company may terminate your
services if in its opinion your continuation in the service is
detrimental to the interest of the management/ company by reasons
of your misconduct, negligence or unsatisfactory work, continued
ill health or inability to perform duties or breach of any of the
terms and conditions mentioned herein or of such rules as may be
framed by the Management/Company from time to time.
6. This offer of employment shall be valid subject to your being
found medically fit and continuing to remain medically fit during
the employment with the Management/Company. But, in the event
of your continuous illness for a period of six months or more, your
services are liable to be terminated by giving you one month's
notice or salary in lieu thereof.
7. This appointment is based on the information supplied by
you to us in your personal data from which otherwise, will be null
and void if material (in the company's opinion) disclosed therein is
found to be incorrect at any time.
8. Your appointment is based upon the assurance that your previous
employer(s) have undisputedly and amicably released you from
their employment.
9. Your place of posting will, at present is at ________. But you are
liable to be transferred according to exigencies of work and solely
at the discretion of the management from one post to another, from
one department or shop to another, from one factory to another
whether existing at present in the NCT Of Delhi or out of NCT Of
Delhi or to be set up or taken over or acquired at a later date in the
NCT Of Delhi or at any place n India. In case you are transferred
out of Delhi, you will be given 3 days time for reporting besides
traveling expenses. It will be your responsibility to make
arrangement for your residential accommodation/ other
arrangements, if any. Also the management can shift the place or
places of working anywhere in India and in that event, you will
report for work at the shifted place. However the wages, grade if

any, continuity of service and other conditions of services will
remain same and will not be adversely affected by such transfer
10.You will be governed by the certified standing orders, rules,
regulations and office orders in force and framed by the company
from time to time in relation to your service conditions, which will
form part of your terms of employment.
11.That during the tenure of your service, you will keep your
emoluments secret from other employees of this organization.
Besides that you will always maintain strict secrecy regarding any
technical or other business information gained or acquired by you
or imparted to you in the course of your employment with the
management/ company. In case you are found to be in breach of
this clause, your services are liable to be terminated.
12.You shall at all time maintain absolute integrity and devotion to
duty and conduct yourself in a manner conducive to the best
interests, credit and prestige of the Management/Company.
13.You shall not, at any time, work against the interests, credit and
prestige of the Management/Company or commit any act, which is
unbecoming of an employee. Any act against the basic and
universally accepted understanding or any violation of any of these
norms of behavior on your part will be viewed as misconduct and
Management/Company will be competent to take disciplinary
action against you.
14.If any time during your employment, you are found guilty of any
act of misconduct, you may be suspended from service pending
enquiry. During suspension period, you will be entitled to 50% of
your salary towards suspension allowance subject to your marking
of attendance on the working days at any time during working
hours. While claiming suspension allowance, you will give neither
an undertaking in writing that you were neither employed nor self
employed during such period.
15.Your address as indicated in your application for appointment shall
be deemed to be correct for sending any communication to you. In
case there is any change in your residential address, you will
intimate the same in writing to the Manager (HRD) within three
days from the date of such change and get such change of address

recorded. Every communication addressed to you at the given
address shall be deemed to have been served upon you.
16.You will be retired from the services of the Management/Company
on attaining the superannuating age of 58 years, or earlier, for
physical disability or infirmity or in case you contact a disease
which is infectious or contagious or detrimental to others' health or
for continued ill health, duly certified by the Medical Officer of
the Management/Company.
17.Your service may be terminated earlier as per terms of
appointment or work not available for you where you are
employed or the department /section does not remain in existence.
18.At the time of joining service, you will be required to submit
documentary evidence of your age, academic/professional
qualifications/experience which is mandatory for your
confirmation/continuation in service.
19.This letter is being sent to you in duplicate. Please return the
duplicate copy of the same to us appending your full signatures on
all pages, as token of your acceptance of the above terms and
conditions, for our record.
20.This appointment shall be effective from the date of your joining
duties. You are required to report for duty latest by/on / /2010
failing which this offer would be treated as cancelled.
For Archies Limited
AMARJIT SINGH
(Head – H.R.&Admin.)

Specimen of address verification letter
REF- Arch/Hr/Jul/3627
DATED: - / /2010
MR. XYZ
ABC Town,
Mahabalipuram
Gurgaon
Verification of Residence Address
We are sending this letter to verify the residence address given by you in
your Job Application Form. On receipt of this Letter, please submit the
same to H.R. Deptt with your signature and date of receipt. In future, if
any change in the following information please immediately inform to
H.R. Deptt. for updating of personnel record.
1) Change in Address
2) Change in Telephone numbers
3) Change in your family particulars
Thanks
For Archies Limited
AMARJIT SINGH
(Head – H.R.&Admin.)

Specimen of employment verification letter
Date:- 07/07/2010
REF:- ARCH/HR/JUL/3628
M/S SUNRISE ENTERPRISES
BG-8, SHOP NO-212, LSC DDA MKT,
PASCHIM VIHAR,
NEW DELHI
Subject:- Employment Verification of Ms. XYZ
In respect of the provision of Pre-Employment and Post-Employment
Screening. Kindly verify the information provided by prospective
employee who claims past employment with your organization
Name: Ms. XYZ (Kindly Verify)______________
Period of Employment: 02/07/2008 TO 18/06/2010
(Kindly specify the exact joining and relieving dates)
Date of Joining ___________ Date of Relieving______________
Permanent/ Contractual: Permanent (Kindly Specify) ___________
Designation: Executive (Kindly Verify) ___________
Salary Details: Rs.___________________
Reason for leaving the Organisation:____________________________
Eligibility for rehire: Is he eligible for rehire? If No please specify
Any issues during his tenure with your organization__________

Any exit formalities pending: (Kindly Specify) ____________________
Verify Name & Designation: ___________________________________
We would be highly obliged if you could verify the above details and
revert at the earliest. Your kind assistance is requested in order to
facilitate the recruitment process of this prospective employee.
Your input is greatly valued and will be treated in strict confidence.
Kind Regards
Amarjit Singh
(Head H.R & Admin)

S W O T ANALYSIS
Strength
Weakness
Opportunities
Threats

4.1 Introduction Of SWOT Analysis
SWOT analysis is a basic, straightforward model that provides direction
and serves as a basis for the development of marketing plans. It
accomplishes this by assessing an organizations strengths (what an
organization can do) and weaknesses (what an organization cannot
do) in addition to opportunities (potential favorable conditions for an
organization) and threats (potential unfavorable conditions for an
organization). SWOT analysis is an important step in planning and
its value is often underestimated despite the simplicity in creation.
The role of SWOT analysis is to take the information from the
environmental analysis and separate it into internal issues (strengths
and weaknesses) and external issues (opportunities and threats).
Once this is completed, SWOT analysis determines if the
information indicates something that will assist the firm in
accomplishing its objectives (a strength or opportunity), or if it
indicates an obstacle that must be overcome or minimized to achieve
desired results (weakness or threat) (Marketing Strategy, 1998).
The aim of SWOT analysis is to identify the key internal and external
factors that are important to achieving the objective. These come from
within the company's unique value chain. SWOT analysis groups key
pieces of information into two main categories:
• Internal factors – The strengths and weaknesses internal to
the organization.
• External factors – The opportunities and threats presented by
the external environment to the organization.
The internal factors may be viewed as strengths or weaknesses depending
upon their impact on the organization's objectives. What may represent
strengths with respect to one objective may be weaknesses for another
objective. The factors may include all of the 4P's; as well as personnel,

finance, manufacturing capabilities, and so on. The external factors may
include macroeconomic matters, technological change, legislation, and
socio-cultural changes, as well as changes in the marketplace or
competitive position. The results are often presented in the form of a
matrix.
SWOT analysis is just one method of categorization and has its own
weaknesses. For example, it may tend to persuade companies to compile
lists rather than think about what is actually important in achieving
objectives. It also presents the resulting lists uncritically and without clear
prioritization so that, for example, weak opportunities may appear to
balance strong threats.
It is prudent not to eliminate too quickly any candidate SWOT entry. The
importance of individual SWOTs will be revealed by the value of the
strategies it generates. A SWOT item that produces valuable strategies is
important. A SWOT item that generates no strategies is not important.
A scan of the internal and external environment is an important part of the
strategic planning process. Environmental factors internal to the firm
usually can be classified as strengths (S) or weaknesses (W), and those
external to the firm can be classified as opportunities (O) or threats (T).
Such an analysis of the strategic environment is referred to as a SWOT
analysis.
SWOT Analysis Framework
Environmental Scan
/
Internal Analysis External Analysis
/ /
Strengths Weaknesses Opportunities Threats
|
SWOT Matrix

4.2 Uses of SWOT Analysis
The usefulness of SWOT analysis is not limited to profit-seeking
organizations. SWOT analysis may be used in any decision-making
situation when a desired end-state (objective) has been defined. Examples
include: non-profit organizations, governmental units, and individuals.
SWOT analysis may also be used in pre-crisis planning and preventive
crisis management.
SWOT analysis may also be used in creating a recommendation during a
viability study/survey.
A SWOT analysis process generates information that is helpful in
matching an organization or group’s goals, programs, and capacities to the
social environment in which it operates.
The ‘SWOT’ itself is only a data capture exercise
 Strengths: positive tangible and intangible attributes, internal to an
organisation and within the organisation’s control.
 Weaknesses: internal factors within an organisation’s control that
detract from the organisation’s ability to attain the desired goal.
Which areas might the organisation improve?
 Opportunities: external attractive factors that represent the reason
for an organisation to exist and develop. What opportunities exist in
the environment, which will propel the organisation? Identify them
by their ‘time frames’.
 Threats: external factors beyond the organisation’s control which
could place the organisation mission or operation at risk. The
organisation may benefit by having contingency plans to address

them if they should occur. Classify them by their severity and
probability of occurrence.
It is important to note the strengths and weaknesses are intrinsic value-
creating skills or assets, or the lack of, relative to competitive forces.
Opportunities and threats are external factors which are not created by the
organisation, but emerge as a result of the competitive dynamics caused
by future gaps in the market.
4.3 Merits & Demerits of SWOT Analysis
Merits
 Simple four box framework & flexible.
 Facilitates the strengths and weaknesses of the organization.
 Encourages the development of strategic thinking.
 Enables a management team to focus on strengths & build
opportunities.
 Can enable an organisation to anticipate future business threats and
take action to avoid or minimize their impact.
 Can enable an organisation to spot business opportunities and
exploit them fully.
Demerits
 It is easy to use scant data.
 To be effective, this needs to be undertaken on a regular basis.
 The best reviews require different people being involved each
having a different perspective.

 Access to quality internal data sources, this can be time consuming
and politically difficult
 The pace of change makes it increasingly difficult to anticipate
developments that may affect an organisation in the future.
 The risk of capturing too much data is that it may make it difficult
to see the wood for the trees and lead to ‘paralysis by analyses.
 The data used in the analysis may be based on assumptions that
subsequently prove to be unfounded (good and bad).
4.4 SWOT Analysis of ARCHIES Ltd.
Let’s analyze SWOT in order to know as to where the company
stands
STRENGTH
Positive tangible and intangible attributes, internal to an organisation and
within the organization’s control.
 Innovative & Unique product range
 Better product life & durability

 Right products, quality & reliability
 Loyal, highly qualified & Confident management & staff
 Brand image
WEAKNESS
Internal factors within an organization’s control that detract from the
organization’s ability to attain the desired goal
 Lack of competition
 Prices of products.
 Slow decision making due to large hierarchy.
 No repetition of products

 Casual behavior
OPPORTUNITIES
External attractive factors that represent the reason for an organisation to
exist and develop.

 Good profit margins
 Proper advertisements
 To take competition plans & focus on new opening galleries
 Launching new products
 Diversification towards other fields
THREATS

External factors beyond the organization’s control which could place the
organisation mission or operation at risk. The organisation may benefit by
having contingency plans to address them if they should occur
 Retailer pressure
 Retention of key staff
 Possible critical negative publicity

Ques: Is there any well defined recruitment policy?

0
10
20
30
40
50
60
70
80
90
100
STRONGLY AGREE Moderately Agree STRONGLY
DISAGREE
Moderately
Disagree
CAN'T SAY
OPTIONS
NO.OFEMPLOYEESIN%
SCORE: 4.4 SAMPLE SIZE: 20
INTERPRETATION
SL.NO OPTIONS IN NUMBER IN PERCENTAGE
1 Strongly agree (5) 9 45%
2 Moderately agree (4) 10 50%
3 Strongly disagree (3) 1 5%
4 Moderately disagree (2) 0 -
5 Can’t say (1) 0 -

 45% of the employees are strongly agreed that there is well defined
recruitment policy.
 50% of the employees are moderately agreed that there is well
defined recruitment policy.
 5% of the employees are strongly disagreed that there is well
defined recruitment policy.
Ques: Do you think present selection process is feasible for selecting the
employees?
0
10
20
30
40
50
60
70
80
90
100
STRONGLY AGREE Moderately Agree STRONGLY
DISAGREE
Moderately
Disagree
CAN'T SAY
OPTIONS
NO.OFEMPLOYEESIN%
INTERPRETATION
 10% of the employees are strongly agreed that present selection
process is feasible for selecting the employees.
3 Strongly disagree (3) 0 -
4 Moderately disagree (2) 2 10%
5 Can’t say (1) 0 -

 80% of the employees are moderately agreed that present selection
process is feasible for selecting the employees.
 10% of the employees are moderately disagreed that present
selection process is feasible for selecting the employees.
Ques: Are the views of the concerned department head are given special
attention while selecting the employees of the department?
YES NO
1 Yes 12 60%
2 No 8 40%
SAMPLE SIZE: 20
INTERPRETATION
 60% of the employees said that views of the concerned department
head are given special attention while selecting the employees of
the department.

 40% of the employees said that views of the concerned department
head are not given special attention while selecting the employees
of the department.
Ques: Are external sources are relied upon when requirement arises?
YES NO
1 Yes 12 60%
2 No 8 40%
SAMPLE SIZE: 20
INTERPRETATION
 60% of the employees said that external sources are relied upon
when requirement arises.
 40% of the employees said that external sources are not relied upon
when requirement arises.

Ques: To identify the employees’ capability and aptitude psychological
testing is used. Do you think it is useful to use this technique?
0
10
20
30
40
50
60
70
80
90
100
STRONGLY AGREE Moderately
Agree
STRONGLY
DISAGREE
Moderately
Disagree
CAN'T SAY
OPTIONS
NO.OFEMPLOYEESIN%
3 Strongly disagree (3) 0 -
5 Can’t say (1) 0 -
INTERPRETATION
 35% of the employees are strongly agreed that it is useful to
identify the employees’ capability and aptitude psychological
testing.
 50% of the employees are moderately agreed that it is useful to
testing.
 15% of the employees are moderately disagreed that it is useful to
testing.
Ques: Is there any participation by the line manager in planning and

recruitment?
0
10
20
30
40
50
60
70
80
90
100
Agree
STRONGLY
DISAGREE
Moderately
Disagree
CAN'T SAY
OPTIONS
NO.OFEMPLOYEESIN%
5 Can’t say (1) 3 15%
INTERPRETATION
 5% of the employees are strongly agreed that there is participation
by the line manager in planning and recruitment.
 45% of the employees are moderately agreed that there is
participation by the line manager in planning and recruitment.
 15% of the employees are strongly disagreed that there is
 20% of the employees are moderately disagreed that there is
 15% of the employees can’t say that there is participation by the
line manager in planning and recruitment.
Ques: Is principal of right man for the right job is strictly followed?

0
10
20
30
40
50
60
70
80
90
100
STRONGLY
AGREE
Moderately
Agree
STRONGLY
DISAGREE
Moderately
Disagree
CAN'T SAY
OPTIONS
NO.OFEMPLOYEESIN%
5 Can’t say (1) 1 5%
INTERPRETATION
 20% of the employees are strongly agreed that principal of right
man for the right job is strictly followed.
 60% of the employees are moderately agreed that principal of right
 5% of the employees are strongly disagreed that principal of right
 10% of the employees are moderately disagreed that principal of
right man for the right job is strictly followed.
 5% of the employees can’t say that principal of right man for the
right job is strictly followed.
Ques: Which internal or external source of recruitment is followed by the
company?

EMPLOYMENT EXCHANGE CAMPUS INTERVIEW
ADVERTISEMENT PROMOTION
TRAINING
1 Employment exchange 0 -
2 Campus interview 6 30%
3 Advertisement 10 50%
4 Promotion 2 10%
5 Training 2 10%
SAMPLE SIZE: 20
INTERPRETATION
 30% of the employees said that recruitment is made through
campus interview
advertisement.
promotion.
training.

Ques: Recruitment is made according to …….
IMMEDIATE NEED YEARLY WISE BOTH ANY OTHER
1 Immediate need 11 55%
2 Yearly wise 2 10%
3 Both 5 25%
4 Any other 2 10%
SAMPLE SIZE: 20
INTERPRETATION
 55% of the employees said that recruitment is made according to
immediate need.
Yearly wise need.
both the needs.
any other need.
Ques: Is any traveling allowance given for outstation candidates who are

called for interview?
YES NO
1 Yes 10 50%
2 No 10 50%
SAMPLE SIZE: 20
INTERPRETATION
1. 60% of the employees said that traveling allowance is given for
outstation candidates who are called for interview.
2. 40% of the employees said that traveling allowance is not given for
outstation candidates who are called for interview.
Ques: Is the employee aware of the positive and negative effects of the
job?

0
10
20
30
40
50
60
70
80
90
100
Agree
STRONGLY
DISAGREE
Moderately
Disagree
CAN'T SAY
OPTIONS
NO.OFEMPLOYEESIN%
5 Can’t say (1) 0 -
INTERPRETATION
 35% of the employees are strongly agreed that the employee aware
of the positive and negative effects of the job.
 55% of the employees are moderately agreed that the employee
aware of the positive and negative effects of the job.
 10% of the employees are strongly disagreed that the employee
aware of the positive and negative effects of the job.

Ques: Do you think succession planning is done in advance?
0
10
20
30
40
50
60
70
80
90
100
STRONGLY
AGREE
Moderately
Agree
STRONGLY
DISAGREE
Moderately
Disagree
CAN'T SAY
OPTIONS
NO.OFEMPLOYEESIN%
5 Can’t say (1) 3 15%
INTERPRETATION
1. 10% of the employees are strongly agreed that succession planning
is done in advance.
2. 60% of the employees are moderately agreed that succession
planning is done in advance.
3. 10% of the employees are strongly disagreed that succession
4. 5% of the employees are moderately disagreed that succession
5. 15% of the employees can’t say that succession planning is done in
advance.
Ques: Is induction programmed is conducted immediately after the

recruitment?
0
10
20
30
40
50
60
70
80
90
100
STRONGLY
AGREE
Moderately
Agree
STRONGLY
DISAGREE
Moderately
Disagree
CAN'T SAY
OPTIONS
NO.OFEMPLOYEESIN%
5 Can’t say (1) 0 -
INTERPRETATION
1. 60% of the employees are strongly agreed that Induction
programmed is conducted immediately after the recruitment.
2. 35% of the employees are moderately agreed that Induction
3. 5% of the employees are strongly disagreed that Induction

 Organization follow manpower planning in a very systematic way but
being systematic they have to follow various steps & it is found to be
very time consuming.
 Organization has been successful in removing the surplus manpower.
 Job specification and job description are well defined to all employees
and they know what is expected of them. Everything is properly
documented and gives in black and white.
 There is no fix percentage of employees that are to be recruited for
each source every year.

6.2 Details of recruitment made during
01.04.2009 to 31.03.2010
6.3 Suggestions
S.NO. STATE EXECUTIVES SALESGIRL/
SALESMAN
SHOP
MANAGER
TOTAL
1 AHMEDABAD 03 17 02 22
2 BANGALORE 03 25 03 31
3 CHENNAI 03 13 02 18
4 COCHIN 03 17 02 22
5 CHANDIGARH 03 22 02 27
6 HARYANA 06 40 10 56
7 HYDERABAD 03 27 02 32
8 INDORE 03 29 02 34
9 KOLKATA 03 20 02 25
10 LUDHIANA 03 31 02 36
11 MUMBAI 03 30 03 36
12 NOIDA 05 20 05 30
13 PUNE 03 29 02 34
14 JAIPUR 03 21 03 27
15 U.P. 09 70 13 92
16 DELHI 06 20 04 30
TOTAL 62 431 59 552

 Evaluate current skill-set using a suitable skills audit tool.
 Identify any skills gap between what people have and what is needed.
 Work with the human resources team and use tools like the People
Skills Scoreboard to assess your needs and targets.
 Evaluate the process using a suitable audit tool.
 Recruitment activities could be combined for the purpose of cutting on
advertisement costs and cost involved in holding of interviews plus
outside help could taken for organizing interviews.
 Summer trainees should be allowed to avail various welfare facilities
like travel free in company buses, subsidized food etc. so as to attract
them to apply for job in ARCHIES Ltd.
 Organization should continue using redeployment, retrenchment and
instruments like VRS in order to reduce effectively its staff in areas of
surplus.
6.4 Feedback form by Employee

Specimen of feedback form
ARCHIES LTD
FEEDBACK & ISSUE FORM
 Information about Employee
1. Name of the Employee……………………I.D./Card No…………..
2. Date of Joining…………………….Department…………………..
3. Name of Br Manager………………Name of H.O.D………………
4. Department or Branch Address
………………………………………………………………………
………………………………………………………………………
………………………………………………………………………
 Issues with Employee
1. Do you have faced any problem with your
employment/employee/employer so far
……………………………………………………………………….
……………………………………………………………………….
……………………………………………………………………….
2. Have you shared this problem with your Senior/H.R Deptt
.............................................................................................................
.............................................................................................................
.........................................................................................................
3. If Yes,

Have you got the solution of the problem & what was that
solution?
………………………………………………………………………
………………………………………………………………………
………………………………………………………………………
Who solved your problem?
………………………………………………………………………….
………………………………………………………………………….
…………………………………………………………………………..
Does that solution really work out to solve your problem?
 Yes………………….
 No…………………..
4. If No,
What was the reason of not sharing that problem with the Senior /
H.R Deptt?
1. Fear of not getting appropriate solution: Yes/No………………..
2. No one is there is to listen your problem: Yes/No……………….
3. This will create bad image in front of Senior: Yes /No………….
4. This will hamper your growth: Yes /No…………………………
5. If any other than kindly mention it: Yes /No…………………….
5. Do you find any changes in Archies Ltd from date of joining till
date.
If Yes than (Explain briefly in your words)
 It was positive changes……………………………………
…………………………………………………………….
 It was negative changes…………………………………...
……………………………………………………………
 Feedback of an Employee

1. Your suggestion to make Archies Ltd wonderful place to
work
………………………………………………………………..
………………………………………………………………..
………………………………………………………………..
2. What is the motivation part of your employment?
 Appreciation from Senior
 Recognition among colleague
 Growth in Employment
 Non Cash Gifts
 Cash Gifts
3. What is your future plan with Archies Ltd?
……………………………………………………………….
……………………………………………………………….
………………………………………………………………..
Hereby I assure you that all the information given above is authentic & is
not given in influence of anybody else
Thanks
Date:

NAME:
AGE:
MARITAL STATUS:
DESIGNATION:
QUALIFICATION:
1. Do you get recognition at your work place?
 Yes
 No
 Can’t say
 Partially
2. Do you have any knowledge about promotion policies of your
organization? If yes, are you satisfied?
 Indifferent
 Not-Satisfied
 Satisfied
3. Are you satisfied with the work environment of your
organization ?
 Yes
 No
4. Do you think you are rewarded for your hard work?
 Yes
 No
5. Do you think your salary is according to your qualifications &
experience & Seniority?

 Yes
 No
 Can’t say
6. Do you think that JOB ROTATION & JOB SHIFTING makes you
happy?
 Yes
 No
 Can’t say
7. Do you feel free to give suggestions and is mgt giving you
a chance to participate in decision making ?
 Yes
 No
 Can’t say
8. How are your relations with your colleagues and subordinates?
 Respectful & Friendly
 Cordial,
 Non-Cordial
9. How you would relate your relations with your superiors?
 Supportive
 Cordial
 Non- Cordial
 Interfering
10.Do you feel like changing job gives you more satisfaction?

 Never thought
 Most of time
 Rarely
 Occasionally
11.Do you think your presence is important for completion of
work in your organization ?
 Yes
 No
12. Are you satisfied with your job?
 Fully satisfied
 Not satisfied
 Partially satisfied
13.Have you been any time rewarded for your best & outstanding
performance?
 Yes
 No
14.What gives you JOB SATISFACTION?
 Monetary Benefits
 Recognition
 Promotion
 Appreciation Letter
*Thanks for giving your feedback *

Reference &Reference &
bibliographybibliography
Reference &Reference &
bibliographybibliography

8.1 Reference & Bibliography
 Annexure from the organization
 Data base provided by the organization
 Google search
 Manuals, reports from the organization
 www.archiesonline.com
 www.wikipedia.com
 hr@archiesonline.com
 www.emeraldlibrary.com
 www.google.com
 www.altawista.com

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