STAFFING

Meaning
Staffing means putting people to jobs. It begins with human resource
planning and includes different other functions like recruitment,
selection training, development, promotion and performance appraisal
of work force.

Need and Importance of Staffing :-

1. Obtaining Competent personal : Proper staffing helps in
discovering and obtaining competent personal for variousjobs.
2. Higher performance : Proper staffing ensures higher performance
by putting right person on the rightjob.
3. Continuous growth : Proper staffing ensures continuous survival
and growth of theenterprise.
4. Optimum utilisation of human resources :- it prevents under -
utilisation of personnel and high labourcost.
5. Improves job satisfaction : It improves job satisfaction and morale
of employee.

Human Resource Management : (HRM)

The function of Human Resource Managent is to provide skill human
elements to the enterprise. Therefore big enterprise create a separate
department called HRD. This department work under H.R.M. Managers.
Definition : Human Resource managent is the recruitment selection,
development, utilisation, compensation and motivation of human
resources of the organisation.
Staffing as Part of Human Resources Management : The scope of
Human Resources Management is big than staffing. It involves staffing,
keeping personal record, providing expert service and other work.

Material Downloaded From SUPERCOP

 Process of staffing :

1. Estimating Manpower Requirement: It involves the following:

(a) Making inventory of current human resources in terms of qualification,
training & skills.
(b) Assessing future human resource needs of all departments.
(c) Developing a programme to provide the human resources. Job Analysis is an
intensive way of finding details related to all jobs.

2.Recruitment: It refers to identification of the sources of manpower availability

and making efforts to secure applicants for the various job positions in an
organization.

3. Selection: It is the process of choosing and appointing the right candidates for
various jobs in an organization through various exams, tests &interviews.

4. Placement and Orientation: When a new employee reports for duty, he is to

be placed on the job for which he is best suited. Placement is very important
process as it can ensure “Right person for right job”. Orientation/Induction is
concerned with the process of introducing a new employee to the organization.
The new employees are familiarized with their units, supervisors and fellow
employees. They are also to be informed about working hours, procedure for
availing leave, medical facilities, history and geography of organization and
rules/regulations relating to their wages etc.

5. Training and Development: Systematic training helps in increasing the skills

and knowledge of employees in doing their jobs through various methods.
Development involves growth of an employee in all respects. It is the process
by which the employees acquire skills and competence to do their present jobs
and increase their capabilities for higher jobs in future.

6. Performance Appraisal: It is concerned with rating or evaluating the

performance of employees. Transfers and promotions of the staff are based on
performance appraisal.

7. Promotion and career planning: Promotions are an integral part of people’s

career. They refer to being placed in positions of increased responsibility.
They usually mean more pay, responsibility and job satisfaction.

Components of Staffing
(A) Recruitment (B)Selection (C) Training. Thus, Recruitment +Selection
+ Training = Staffing.
(A) Recruitment : Recruitment may be defined as the process of

Material Downloaded From SUPERCOP

 searching for prospective employee and stimulating them to apply
for job in the Organisation.

Sources of Recruitment:-
(A) InternalSource (B) ExternalSources
Internal Sources of Recruitment :- Internal sources refer to inviting
candidates from within the Organisation. Following are important
sources of internal recruitment.
1. Transfer :- It involves the shifting of an employee from one job of
another, from one department to another or from one shift to
anothershift.
2. Promotions : It refers to shifting an employee to a higer position
carrying higher responsibilities, prestige, facilities andpay.

Advantages of Internal Sources Recruitment :-

(1) Employees are motivated to improve theirperformance.
(2) Internal recruitment also simplifies the process of selection &placement.
(3) No wastage of time on the employee training anddevelopment.
(4) Filling of jobs internally ischeaper.

Limitation of Internal Sources :-

(1) The scope for induction of fresh talent isreduced.
(2) The employee may becomelethargic.
(3) The spirit of competition among the employees may behampered.
(4) Frequent transfers of employees may often reduce the productivity
of the Organisation.

External Sources of Recruitment :-

1. Direct Recruitment :- Under the direct Recruitment a notice is
placed on the notice board of the enterprise specifying the
details of the job available.
2. Casual callers : Many reputed business org. keep a data base of
unsolicitedapplicantsintheiroffice.TheselistcanbeuseforRecruitmen
t.
3. Advertisement : - Advertisement in newspaper is generally used
when a wider choice isrequired.
4. Employment Exchange : Employment exchange is regarded as a
good source ofRecruitment.
Compusrecruitmentandlabourcontractorscanbeusedforthepurpose.
5. Placement Agencies and Management Consultants: In technical and
professional areas, private agencies and professional bodies appear to be
doing substantive work. Placement agencies provide a nationwide service
in matching personnel demand and supply. These agencies compile bio-
Material Downloaded From SUPERCOP
 data of a large number of candidates and recommend suitable names to
their clients.Management consultancy firms help the organisations to
recruit technical, professional and managerial personnel.
6. Campus Recruitment: Many big organisations maintain a close liaison with
the universities, vocational schools and management institutes to recruit
qualified personnel for various jobs.
7. Recommendations of Employees: Applicants introduced by present
employees, or their friends and relatives may prove to be a good source of
recruitment.
8. Labour Contractors: Workers are recruited through labour contractors who
are themselves employees of the organisation.
9. Advertising on Television:The detailed requirements of the job and the
qualities required to do it are publicised alongwith the profile of the
organisation where vacancy exists.
10. Web Publishing: There are certain websites specifically designed and
dedicated for the purpose of providing information about both job seekers
and job opening.

Merit of External Sources :-

1. Qualified Personnel : By using external source of recruitment
the management can attract qualified and trained people to apply
for the vacant job in theorg.
2. Wider Choice : The management has a winder choice selecting the
people foremployment.
3. Fresh Talent : It provide wider choice and brings new blood in theorg.
4. Competitive Spirit : If a company taps external sources, the staff
will have to compete with theoutsiders.

Limitations of External Sources of Recruitment :-

1. Dissatisfaction among existing employee :- Recruitment from
outside may causes dissatisfaction among the employees. They
may feel that their chances of promotion arereduced.
2. Costly process : A lot of money has to be spent on advertisement
therefore this is costlyprocess.

3. Lengthy Process : It takes more time than otherprocess.

(B) Selection : Selection is the process of choosing from among the
candidates from within the org. or from the outside, the most
suitable person fromthe current position or for the futureposition.

PROCESS OF SELECTION

1. Preliminary Screening: After applications have been received, they are properly
checked as regarding qualification etc. by screening committee. A list of candidates
to be called for employment tests made and unsuitable candidates are rejected
altogether.
Material Downloaded From SUPERCOP
2. Selection Tests: These tests include:

(a) Psychological tests which are based on assumption that human behaviour at
work can be predicted by giving various tests like aptitude, personality test etc.

(b) Employment test for judging the applicant’s suitability for the job.

3. Employment Interviews: The main purpose of interview is:

(a) to find out suitability of the candidates.

(b) to seek more information about the candidate.
(c) to give the candidate an accurate picture of job with details of terms and
conditions.

4. Reference Checks: Prior to final selection, the prospective employer makes an

investigation of the references supplied by the applicant. He undertakes a thorough
search into candidates family background, past employment, education, police
records etc.

5. Selection Decisions: A list of candidate who clear the employment tests,

interviews and reference checks is prepared and then the selected candidates are
listed in order of merit.

6. Medical/Physical Examination: A qualified medical expert appointed by

organization should certify whether the candidate is physically fit to the
requirements of a specific job. A proper physical exam will ensure higher standard
of health & physical fitness of employees thereby reducing absenteeism.

7. Job Offer: After a candidate has cleared all hurdles in the selection procedure, he
is formally appointed by issuing him an Appointment Letter. The broad terms and
conditions, pay scale are integral part of Appointment Letter.

8. Contract of Employment: After getting the job offer, the candidate has to give his
acceptance. After acceptance, both employer and employee will sign a contract of
employment which contains terms & conditions, pay scale, leave rules, hours of
work, mode of termination of employment etc.

(C) Training : Training is the act of increasing the knowledge and

technical skills of an employee for doing a particular jobefficiently.

Benefits to the Organisation :-

1. It enhances employee productivity andquality.
2. Training increases employeemoral.
3. Employee got new Tech.knowledge.
4. Efficient uses ofmachine.

Benefits to the Employee :-

1. Improved skills and knowledge ofemployee
2. Increased performance by the individual help him to earnmore.
Material Downloaded From SUPERCOP
 3. Lessaccidents.
4. Training increases the satisfaction and morale ofemployee.

Training Method
(A) On the Job Method :- It refers to the method that are applied to the
work place, while the employee is actually working. It means
learning while doing.
1. Apprenticeship Programme Training :- A master worker or a trainer
is appointed who guides the worker regarding the skill ofjob.
2. Coaching : In this method, the superior guides and instructs the
trainee as a acoach.
3. Job Rotation : In this method employee is transfer to other
departmentor othershift.
4.Internship Training: It is a joint programme of training in which
educational institutions and business firms cooperate.

(B) Off the Job Method : These methods are used away from the work
place.It means learning beforedoing.
1. Class room lectures : The lecture approach is well adapted to
convey specific information. The use of audio-visuals can often
make a formal classroom.
2. Films : They can provide information to theemployee.
3. Case study : Trainee study the cases to determine problems &
analyses causes.
4. Computer modelling - Training provide to the employee by the
help of computer.

Material Downloaded From SUPERCOP

5.Vestibule Training: Employees learn their jobs on the equipment they will be using, but
the
training is conducted away from the actual work floor.

6.Programmed Instruction: This method incorporates a prearranged and proposed

acquisition ofsome specific skills or general knowledge.

7.Computer Modelling: It simulates the work environment by programming a computer to

imitate some of the realities of the job and allows learning to take place without the risk
or high costs that would be incurred if a mistake were made in real life situation.

Material Downloaded From SUPERCOP