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Most people regard staffing as a function of hiring, recruiting and selecting employees at different level. This function is performed by manager. Staffing involves acquisition of an adequate and appropriate Manpower but it is not limited to this. Staffing includes determination of manpower and it is not a one time function. Manpower has to be developed and manager should know how to recruit. Staffing is the process of estimating number and type of personnel required, developing them and improving their Competence and performance. It involves systematic Procurement and development of human resource. The staffing is concerned with ensuring that organisation has that right number of people At right place At that right time.
According to Koontz & o’Donnel “The managerial function of staffing Involves Manning the organisation structure through proper and effective selection appraisal and development of personnel to fill the roles designed into the structure. The immediate responsibility for efficient execution of staffing function Rest upon every manager at all levels.
1. Part of management: Staffing is an integrated part of management. In which all other functions are involved as management involves getting researched through people and it is a subsystem of an organisation.
2. Concerned with People: Management is concerned with people at work and their relationship. It deals with individuals and groups and with human behavior. It is a difficult task because people are not simply working tools as they have their own needs emotions and sentiments and as by human psychology an efficient management needs sound personnel
3. Pervasive function: Staffing is a function which is needed at all levels of an organisation and is an essential part of the job where one has to deal with its subordinates to get things done. It performs a function like production, marketing, finance. It is not that responsibility that a manager can leave completely to someone else but every manager has to perform staffing function.
4. Continuous Function: Staffing is a continuous function and staff of the organisation need staffing at all times. Hiring, training, appraising and compensating staff is never ending process.
5. Multiple Objectives: Staffing has a multiple objectives such as organisational objective to make optimum utilization of resources employee objective to ensure maximum development of individuals social objective to establish and maintain industrial ties and achieve economic process.
1. Huge Investment: The creation and maintenance of dedicated and competent employees require huge investment in terms of money, time, and efforts. The return on investment in procurement and development of staff can be high or low. It needs effective staffing for maximized return on investment and effective human resource.
2. Holistic Approach: The contribution of person in organisation depends on his own competency and motivation. How does he motivate his superior supporting them? It is necessary for nurturing people, building sound human organisation and satisfying their job.
3. Key to Other Function: Without people organisations are empty shell of job position. Staffing injects life in an organisation this means placing right personnel at right job and directing and controlling them. It also means developing the competent staff to fulfill organisation objective.
4. Long term implication: Investment on human resource has long-term effect. The area of staffing is crucial and human resource tends to become obsolete with advancement in technology and other changes.
5. Liberalization and globalization: In recent times importance of staffing has increased due to liberalization and globalization as technology is progressing labor laws are strict and legal issues are involved in acquisition, utilization and establishing employees
Process of staffing is a multi-step process and include number of activities.
1. Manpower planning: As we know different kind of personnel are needed for each kind of job. The number of persons required for each job are different. The first step of starting process is determining the manpower needed to do a job. This man planning is a process of ensuring right number of people at right time at right place doing things for which there are more suited for. Manpower planning is essential for organisation procedure. manpower planning is an integrated part of organisation and determines the requirement of humans required in an organisation
2. Recruitment: The next logical step in staffing after manpower planning is recruitment. Recruitment means process of securing applicants for various job position. It has two functions:
First to discover source of manpower to match requirement. Second to attract maximum number of employees source addiction that the treatment can be done by 2 ways internal source finding external source
Internal source includes employees who are working in organisation and are promoted or transferred from one place to another.
External source are the sources which lies outside the organisation and the candidates are hired with the help of employment agencies, placement agencies, newspapers etc.
1. Selection: It is a third step in which screening is carried out. after the recruitment, when candidates are screened and those who were not suitable are rejected. It is a negative process in which various techniques are involved and the right person is chosen for the right kind of job. This process includes various interviews test The reference checking induction and trading.
2. Placement: Once an employees hired He is placed at a suitable job with proper offer letter and is clearly defined of his duties.
3. Induction: Induction is the process of introducing and orienting systematically in the organisation and company induction is done by personnel department in which employee is being familiar with the organisation, his fellow employees, the kind of job he will do and the kind of environment he will get.
4. Training and development: Training can be given to the new employees so that they can learn how to do their work and also to existing employees so as to update their human skills and knowledge related to their job. Training refers to programs through which employees are imparted technical knowledge and are better equipped with jobs and specific operation. Development refers to progress of employees making him learn how do manage and guide. It is an educational process imparting overall growth and maturity in handling the manager and employees.
5. Performance Appraisal: Management task does not end with training performance appraisal is required to evaluate the performance of the employee and to Mark whether it is up to expectation of management or not and what are their shortcomings and how they can improve. Performance appraisal is different from merit rating as it is comprehensive term which aims at improving the competency of employees and integrating it reward system.
Recruitment meaning can be to find as the process of publicizing information about the job vacancies in the organisation. It means to offer prospective candidates for the appointment in the organisation it is a positive process as it collects maximum number of employer in maximum number of people while interested to a particular type of job. It is an important part of staffing and an ongoing process where number of qualified candidates are selected.
Steps involved in a recruitment are as follows:
Identifying the source of supply of right number of right type of personnel.
1. To discover the source of manpower to match job requirement.
2. To attract adequate number of prospective employees
There are two sources of recruitment in an organisation namely internal source and external source.
Internal source refers to placing persons already employed in an organization. In this vacancies are filled within an organization. It can be done through promotion which means appointing an employee at higher designation from lower level with increase in salary and status. The another internal source is transfer. Employees are transferred from one place to another which means shifting and employees in similar job with no change in salary and status and responsibility from one place to another.
Advantages of internally sources are as follows:
Organisation is already aware about good and bad trades of an employee and can judge its adequacy in a better way.
1. Selection of personnel within an organisation is economical, not much time consuming and the risk is minimum.
2. It provides an opportunity to develop existing talent.
3. It promotes loyalty in the organisation.
4. It boosts the morale and motivates them to work as they know there is chances of promotion.
1. The organisation denies itself fresh talent and infusion of new blood.
2. It leads to unhealthy growth as it is not necessary that candidate is suitable to handle job.
3. It decreases the efficiency and productivity of an employees in an organisation.
4. It narrows down the choices
These are the sources which lies outside the organisation and are hired with the help of newspapers, placement agencies etc. These are the benefits available by the freshers and the new talent and best can be chosen from the available. External sources are useful for lower level recruitment.
1. Organisation will have wide option.
2. There will be infusion of new blood.
3. Competition enables organisations to pick the best.
4. Enables organisation to pick the best.
1. It is expensive and time consuming.
2. The process of orientation of new candidates takes time of company.
3. There are higher chances of risk as we do not know them.
4. It discourages employees to give their best in terms of output as they are sure they will still not get promotion.
1. Advertisement: Advertisement in newspapers, televisions and journal encourage people to apply for jobs as it informs the public at mass about the vacancy available. Advertisement gives the detailed information about the organisation and the job for which candidate can apply and it also brings many and suitable candidates also.
2. Employment exchanges: It registers the name of the job seekers maintain the record of their qualification experience and requirements and inform these exchanges about vacancies. Exchange refers name of people having required qualities to employer. It is economical and time saving source of recruitment as they have specialised skills and experience in the process of hiring people for company.
3. Campus Placement: Job in industries have become technical and complex. Organisations approaches colleges and technical institute to conduct interview of people who have specialised knowledge in a particular field and they approach the placement cell to insist employers this is called campus recruitment professionals are hired for a technical job.
4. Placement Agencies: Agencies are specialised as a service intermediary where organisation get suitable applications as per their qualification and this go through in the application for interviews and select candidates on the behalf of the company.
5. Labour contractor: This is applicable in job with no skills and Semi-skilled. Labour are recruited to job contractors this source is often used by recruiting construction labour. Contractors and Jobbers have close links with village people and small town people who are unskilled in trade but required job.
6. Recommendation: Sometimes candidates are recommended by the existing employees. It can be a good source as existing employees can do some preliminary screening of the new candidate and can give preference to its relative and friends. This is a more reliable source as possibility of choosing wrong candidate lessens.
7. Internet: Certain websites such as naukri.com indeed.com example of websites which are popular for recruiting in this all job requirements are specified and application seeking job type for the job.
Selection it is the process in which candidates are screened for a suitable job and those who are not suitable are rejected. Therefore it is a negative process. Candidates who are chosen have specific qualification experience and background with other requirements of the job Selection is a two category process. First, it selects who are to be employed. Second, it selects people with various techniques of employees’ selection.
Steps of selection is a multi-step process in which candidate has to go through various test in interview to be finally selected for the job the steps include:
1. Preliminary Screening: Process of preliminary interview is to see whether the candidate is mentally and physically fit for the job. It is essential to check minimum qualification required to do a job. If the job seeker does not has minimum qualification its application is rejected.
2. Application Blank: Once the candidate has been passed from preliminary screening the application is given to him where he needs to fill his full information about age, qualification, experience, family background, aptitude, interest. Application blank provides detailed written record about the candidate and all the information which is required. These applications are carefully scrutinized and after the scrutiny is done the shortlisted candidates are invited for the written test and others are rejected.
3. Selection Test: Candidates are required to appear for various written test for the screening process. These tests are based on the assumption that an important behaviour can be predicted with the tests. It consists of aptitude test, mental ability test and etc. Main type of employment test are as follows:
a. Proficiency Test: These test are designed to measure skills and knowledge which a candidate already possess. These tests can be of two types.
b. Achievement Test: It seeks applicants level of knowledge and skill in a particular trade.
c. Skill Test: it seeks to measure how quickly and efficiently a candidate can perform the given job
d. Aptitude Test: These test is designed to measure potential for acquiring necessary knowledge and skills.
e. Intelligence Test: It measures mental alertness in terms of reasoning, memory comprehension and intelligence quotient of an employee.
f. Interest Test: Interested persons interest in a particular kind of work and with how much zeal he works is tested in this.
Advantages of selection test are as follows:
1. It provides good basis for measuring candidate suitability of job.
2. It is useful for checking and verifying can take qualification and experience.
3. It is useful in establishing standard job performance.
Disadvantages of selection test are as follows:
1. They are not fully reliable indicators of knowledge and skills.
2. Test are liable to misuse as they may produce misleading result.
3. Test may be unfair to candidates who belong to economically and socially backward society.
4. Employment Interview: The fourth step is face to face interview also known as personal interview in which selector ask a personal questions and job related questions and the candidate is evaluated on the basis of its response and confidence. This is conducted to check personality and overall suitability of the job and to give him accurate picture of the job is the motive of company. These interviews are conducted to cross check the information given by the candidate and it should be conducted in proper physical environment free from noise and interruption. The environment should be confident and people should talk frankly and accurately.
5. Medical Examination: After qualifying personal interview the next step is physical examination or medical examination. In this medical checkup is conducted by the panel of doctors to see whether the person is healthy and physically fit for the job. It is to ensure that a person is not suffering from any disease which may create problem in the future.
6. Checking References: Once the person passes the medical exam the references is checked. Every candidate is required to fill the name and address of at least two persons who knows him. These persons are contacted by IT Company over the telephone or in written to verify about it and to ensure that whatever the candidate is speaking is true and reliable source. This is to check authenticity of an employee.
7. Final Approval: The candidates who are found suitable after the medical checkup and background investigation is issued appointment letter and is appointed for the job. They are asked to join during the specific day and the contract is signed between them.
8. Induction and Orientation: After they have been given the job letter they are provided with induction and orientation. Where they are introduced with kind of job they will do, working environment, employees they will deal with and what does an organisation expect from them. This is conducted to make a candidate familiar with an organisation and introduce him with the working style environment and behaviour of an organisation
As we all know that the changing environment is the demand of the job also saying this so an employee should have an attitude to manage work of an organisation effectively. Training refers to the program through which employees are imparted with technical knowledge and skills so that they are better equipped to job and operations. Development refers to the process when employee learns how to manage things. It is planned guided comprehensive and prepare an employee for higher position. It is an educational process aims at maturity. Manpower develops leadership skills, better human relations and provides better concepts and theoretical knowledge.
1. Training is based on principle of learning.
2. Training is continuous process.
3. It is specialised function for it is practical.
4. It should be tailored to the needs of job top holder and it should be tailored to the needs of job holder and Organisation.
5. It provides job safety.
6. It ensures creativity in performing the operations.
1. Higher Productivity: Training helps to improve job knowledge, skills and performance of employee. Systematic training reduces learning time and improve customer service. Training is a more efficient and results in quantity and quality of performance.
2. Better Safety: Employees are given training so as to avoid human errors on existence which might cause accidents. They are provided with knowledge and skills which help them to avoid committing mistakes and to work proficiently with all the safety and consciousness. They are allowed to use safety devices which reduces accidents.
3. Reduced Supervision: Well trained employees are self-reliant. They take more interest in their job. They do not require a continuous supervision and can save time and energy with skilled and experienced employees. Available organisation needs to put minimum time and effort in them to supervise them and to see their performance.
4. Higher Morale: Training improves job attitude develops self-confidence. Building the trained employee can work in a better way and get reward for working efficiently in return. This does not only boost the morale but also reduces labour turnover and absenteeism. Relation between management and Labour can improved and grievances can be reduced with the help of training.
5. Economy: Employees make better in economy if they are trained in a better way. The use of material, machine free handling reduces the wastage and there is smaller spoilage and breakage. Trained employees can solve operation problem.
6. Stability and Growth: When an employee is given training organisation develops in a better way. It becomes more flexible. It can handle competition in a better way. It can deal with the changing environment as employees become dynamic adaptor and work smoothly.
There are two methods of training: On-the-job Training Method and Off-the-Job Methods. Management development is a systematic process of growth and development by which the managers develop their abilities to manage. It is concerned with not only improving the performance of managers but also giving them opportunities for growth and development. There are two methods through which managers can improve their knowledge and skills. One is through formal training and other is through on the job experiences. On the job training is very important since real learning takes place only when one practices what they have studied. But it is also equally important in gaining knowledge through classroom learning. Learning becomes fruitful only when theory is combined with practice. Therefore on the job methods can be balanced with classroom training methods (off-the-job methods).
This is the most common method of training in which a trainee is placed on a specific job and taught the skills and knowledge necessary to perform it.
The advantages of OJT are as follows:
1. On the job method is a flexible method.
2. It is a less expensive method.
3. The trainee is highly motivated and encouraged to learn.
4. Much arrangement for the training is not required.
On-the-Job Training methods are as follows:
1. Job Rotation: This training method involves movement of trainee from one job to another gain knowledge and experience from different job assignments. This method helps the trainee understand the problems of other employees.
2. Coaching: Under this method, the trainee is placed under a particular supervisor who functions as a coach in training and provides feedback to the trainee. Sometimes the trainee may not get an opportunity to express his ideas.
3. Job Instructions: Also known as step-by-step training in which the trainer explains the way of doing the jobs to the trainee and in case of mistakes, corrects the trainee.
4. Committee Assignments: A group of trainees are asked to solve a given organizational problem by discussing the problem. This helps to improve team work.
5. Internship Training: Under this method, instructions through theoretical and practical aspects are provided to the trainees. Usually, students from the engineering and commerce colleges receive this type of training for a small stipend.
On the job training methods have their own limitations, and in order to have the overall development of employee’s off-the-job training can also be imparted. The methods of training which are adopted for the development of employees away from the field of the job are known as off-the-job methods.
The following are some of the off-the-job techniques:
1. Case Study Method: Usually case study deals with any problem confronted by a business which can be solved by an employee. The trainee is given an opportunity to analyse the case and come out with all possible solutions. This method can enhance analytic and critical thinking of an employee.
2. Incident Method: Incidents are prepared on the basis of actual situations which happened in different organizations and each employee in the training group is asked to make decisions as if it is a real-life situation. Later on, the entire group discusses the incident and takes decisions related to the incident on the basis of individual and group decisions.
3. Role Play: In this case also a problem situation is simulated asking the employee to assume the role of a particular person in the situation. The participant interacts with other participants assuming different roles. The whole play will be recorded and trainee gets an opportunity to examine their own performance.
4. In-basket Method: The employees are given information about an imaginary company, its activities and products, HR employed and all data related to the firm. The trainee (employee under training) has to make notes, delegate tasks and prepare schedules within a specified time. This can develop situational judgments and quick decision making skills of employees.
5. Business Games: According to this method the trainees are divided into groups and each group has to discuss about various activities and functions of an imaginary organization. They will discuss and decide about various subjects like production, promotion, pricing etc. This gives result in co-operative decision making process.
6. Grid Training: It is a continuous and phased programme lasting for six years. It includes phases of planning development, implementation and evaluation. The grid takes into consideration parameters like concern for people and concern for people.
7. Lectures: This will be a suitable method when the numbers of trainees are quite large. Lectures can be very much helpful in explaining the concepts and principles very clearly, and face to face interaction is very much possible.
8. Simulation: Under this method an imaginary situation is created and trainees are asked to act on it. For e.g., assuming the role of a marketing manager solving the marketing problems or creating a new strategy etc.
9. Management Education: At present universities and management institutes gives great emphasis on management education. For e.g., Mumbai University has started bachelors and postgraduate degree in Management. Many management Institutes provide not only degrees but also hands on experience having collaboration with business concerns.
10.Conferences: A meeting of several people to discuss any subject is called conference. Each participant contributes by analyzing and discussing various issues related to the topic. Everyone can express their own view point.
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