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CLASS-12
Chapter- 6 Staffing
Compiled by :- Mayank Arora

• Staffing involves finding the right person for the right job having the right qualification.
• It consist of manpower planning recruitment , selection, training & development , compensation to employees
promotion etc.
• Definition :- A managerial function of filling and keeping filled all the jobs created in organizing function.

Importance

1. Filling the roles by obtaining competent personnel :- Staffing is the only function that appoint employees to fill
the vacant job.
2. Placing right person at the right job :- Ensures higher performances by placing right person on the right job.
Places are given according to qualification.
3. Growth of Enterprise :- Staffing ensures growth & survival of the enterprise. And growth is depend up on the
efforts of its employees only.
4. Optimum utilization of human resources :- Through Manpower planning & job analysis we can find out number
and type of employees required . so there is no chance of over manning or under utilization of person
5. Helps in competing :- Two organization can easily acquire same physical and financial resources but what helps
organization to win over other is efficient staff.
6. Improves job satisfaction & moral of the employees :- it does not end with appointment of employees it also
include training, promotion compensation etc.
7. Key to effectiveness of other function :- No other function can be performed without staffing function because
all the function are performed by human being.

Staffing Process

1. Estimating manpower Requirement :-

Staffing process begins with the estimation of manpower requirement which means finding out number and
type of employees needed by the organization in the near future.
For estimation company takes following three steps :-
a. Workload Analysis :- Finding Number and type of employees required to perform job design in
organization structure.
b. Work force Analysis :- Analysing the employees already occupying job position and how many of them are
understaffed.
c. Comparison :- Excess of work load over work force indicated under staffing and vice versa.
2. Recruitment :-
• It is the process of encouraging people to apply for various jobs in the organization.
As more and more people apply – more choice develops and select best candidates.
• There are various sources from which employees sources are advertisement, getting recommendation from
existing employees etc.
• Fulfilling the requirement from inside the organization through transfer or promotion them it is very
economical & fast.
As soon as organization recruitment sufficient amount of people selection process starts.

3. Selecting :- It refers to selecting the most suitable candidate to fill the vacant job. Selection process involves
test, interviews etc.
• It is also called negative process as selected candidates are always less than rejected candidates.
Objective :-
a. Select best among the available

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 b. To make selected candidates realize how seriously things are done.

4. Placement and Orientation :-

• Placement refers to the process of occupying job position for which employees have been selected.
Contract of employment specifies date of joining.
• Orientation is the process of familiarizing the selected candidate with superior , subordinates and
colleagues. It also include informing about policies, procedure and various rules& regulation to the selected
employee.
5. Training and development :-
• Training aims at improving the knowledge related to job and every organization must provide it.
• Training not only motivate employees
• but also improve there efficiency of work.

Note :- if the organization is large in size and has HRM department then we need to mention only above 5
process of staffing. But if it is small in size + no HRM department then we need to mention the following steps
too –

6. Performance Appraisal :- Its refers to evaluating the performance of employees with some standard set. And
report is prepared on that basis.

7. Promotion And Career planning :- promotion refers to being placed at a higher job position with more salary ,
job satisfaction and responsibility.
Generally promotion and opportunity for higher job is given on the bases of feed back report prepared in
performance appraisal.
8. Compensation :- it refers to the payment that an employee observe in consideration to the services he
rendered payment is of 2 types.
Direct Payment include wages salary & indirect payment include incentive like medical facility.

Element of Staffing

Process of Recruitments
1.Recruitement Identify source from which employees can be made available
2. Selection Checking the viability
3. Training Selecting the best sources
4. Recruitment Putting effort to invite app from sources.

Sources of Recruitment

1. Internal Sources Of Recruitment :- filling the job position from inside the organization only through
Transfer and Promotion i.e methods of Recruitment.

Advantages
• Economical
• Motivates the existing employees
• Over staffed employees can be shifted to other department

Disadvantage
• No fresh or new idea will come
• Not suitable for new organization.
• Frequent transfer may reduce productivity of employees.
2. External Transfer may reduce productivity of employees :- Filling the job position from outside
the organization Generally preferred when large number of job positions are vacant.

Advantages
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• Fresh talent
• Wider choice
• Develop competitive spirit among existing employees

Disadvantage
• Moral of existing employees go down.
• Expensive
• Time consuming process.

Methods of External Source of Recruitment are :-

1 Media Advertising :- Most common & popular method – organization select the media of
advertisement keeping in mind the required of job position.

2 Government employment exchanges :- act as a Middleman b/w job seeker & organization who
have vacant job position. Job seeker leave their bio data and other details to the employment. Exchange and
whenever organization approach. Employment exchange the suitable candidates are sent.

3 Campus Recruitment:- Senior Manager visit various professional colleges, technical institute to get
fresh graduate.

4 Recommendation from present Employees

5 Publishing on``` websites such as naukri. Com

6 Advertising on T`elevision

Selection
Selection process involves various steps which are performed by mangers.
1. Preliminary Screening :- Application received by organization are inspected and candidates not
meeting the selection criteria are eliminated this is done on account of less qualification or less working
experience.

2. Selection Test :- Kind of written test to find out practical knowledge of the candidates. The type of test
depend upon the requirement of the organization.
The common types are:-
a. Intelligence test :- Kind of Psychological test used to measure the I.Q level of an individual.
b. Aptitude test :- Conducted to find out the potential of learning new job in the candidate.
c. Personality test :- Conducted to find out human behavior of the candidates. It involves attitude and
interest of candidates.
d. Trade Test :- Conducted to check existing skills and knowledge of the area he is from.
e. Interest Test :- Conducted to find out the type of job in which candidate has more interest.

3. Employment Interview :- Candidates who qualify the test are called for interviews specialist and
experts are called to conduct the final interview. Interview has many advantages over written test because
in interview you can find out confidence level as well as field knowledge of candidates.

4. Checking references and background :- In the application form candidate is asked to mention
any two references. So that if the candidates passes the interview organization can check his personal
character with the references given.

5. Selection Decision : candidates who pass all the above test included in selection list now manager
selec most suitable candidates from this list.

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6. Medical Examination :- Before giving appointment letter candidates are sent for medical fitness test.

7. Job Offer :- Once the candidate is examined appointment letter is given. In the letter the date of joining,
term and condition of job etc. are mentioned.
8. Contract of employment :- when candidate accept the job and sign contract of employment he
exchange certain documents. Pay allowances, hours of work, responsibility are also involve in contract.

Training And Development :- Training is a process of increasing knowledge and skill of employee
related to job. It increases employees c`onfidence level while performing the job.

Development :- Development helps` in adopting new practices which provide opportunities for growth.
It leads to organization growth as well as personal development of employees for eg officials sent to finland
to do a research on how education system of Finland is made that its has high rate of educated students
across all over the world.
• Benefits of Training :-
Benefits for the organization :-
a. Reduce learning time.
b. helps to adopt changes
c. Better performances.

• Benefits to the employee

a. Better career option
b. Earning More
c. Boost up the Morale of employees.

Methods of Training

(a) On the Job Training :-

• When the employee are trained while they are performing the job then it is known as on the job
training.
• Advantage – employees learn practical problems.
• Disadvantage :- results in wastage of resources
(b) Off the Job training :- it means training the employees by taking them away from work position.
Which means employees are given a break from the job and sent for training.