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STAFFING Meaning The process of hiring and developing the required personnel to fill in various positions in the organization. It is concerned with recruitment, selection, placement, utilization and development of employees. Staffing is concerned with ensuring that the organization has the right member of people and the right kind of people at the right places, at the right time and that they are doing the right things. Importance of Staffing Huge investment: the creation and maintenance of competent and dedicated work force requires investments in terms of time, money and Efforts. The return on investment of staff can be high or low (even negative). Long term implications: human resource tend to become obsolete with advancements in technology and other changes. Multiplier effect: most valuable asset- human resource. Other assets becomes productive only when people use them properly. Without proper staffing the success and growth of an organization are not possible. Holistic approach: the contribution of individual depends not merely on his own competency and motivation but also on the competence of his subordinates and superior. It helps to maximize present but future potential contribution as well. Key to other functions: Without people, an organisation is an empty shell of job positions. The effectiveness of directing and controlling functions also depends upon staffing. Liberalisation and globalisation: In modern era of global competition, skillful management of human resource is essential for success in business. The importance of staffing function has increased due to the increasing size of organisations, technological progress, trade unions, labour laws, etc. Steps in the Staffing Process Human resource planning(manpower planning): It involves forecasting and determining the number and kind of manpower required by the organisation in future. The manpower needs of organisation are estimated keeping in view its present activities and future plans. Manpower requirements are estimated with the help of work load analysis and work force analysis. It would reveal the number and type of human resource already working in the organisation. Recruitment: Identifying the sources of required personnel and inducing people to apply for jobs in the organisation. It can be both internal or external. Selection: The process of choosing and appointing the right candidate for the position. There are several steps involved which include preliminary screening, filling in applications, written tests, interview, medical examination, checking references and issuing letter of appointment to the candidate. Placement: Putting the selected candidates on the right jobs. Placement is the process of matching the candidates with the jobs in the organisation, so that the efficiency of work is high and the employees get personal satisfaction. Correct placement helps to reduce labour turnover and absenteeism. Orientation: The process of introducing and familiarising newly appointed candidates with their jobs, work groups and the organisation. It is done by providing information to him on the requirements of the job, the superiors under whom he will work, the rules and regulations he should observe and the facilities, benefits available. Training and development: Improving job knowledge, skills and attitudes of employees on a regular basis so that they may perform their jobs efficiently. Recruitment The process of publicising information about job vacancies in the organisation and inducing the prospective candidates to offer themselves for appointment in the organisation. The objective of recruitment is to procure a sufficiently large number of qualified candidates so that the most eligible employees can be selected. Recruitment is a positive process. It is an ongoing process. Steps in Recruitment Identifying the sources of supply of adequate number and right type of personnel required. Publicising information about job vacancies in the organisation to stimulate the prospective candidates to offer themselves for employment Assessing alternative sources of manpower and choosing the best source. Contacting the chosen source of recruitment of secure applications. Sources of Recruitment Internal sources of Recruitment Recruitment from within the organisation of persons already employed. Internal source is of two types: Promotion : Shifting of an employee to a higher post carrying greater salary, status and responsibility. Transfer : Shifting of an employee to a similar job with no change in salary, status and responsibility. Even Ex-employees may be re-employed. Merits and Demerits of Internal Sources Merits Familiarity Economy Motivational value Better utilisation of existing talent Less time consuming Demerits Limited choice incomplete source Inbreeding Lack of competition Conflict External sources of Recruitment Advertisements: When an organisation wants to inform the public about job vacancies. Advertising in newspapers and journals and on television is a common method. M: It also provides a wide range of candidates. D: Many applicants are often unsuitable so time and effort have to be spent to sort our such candidates. Employment Exchanges: The employment exchanges register the names of job seekers and maintain records of their qualification, experience, etc. The employers inform exchanges about the vacancies from time to time. M: An economical and time saving source. D: Unable to provide the right candidates with specialised skills and experience. Educational Institutions (Campus Recruitment): Many organisations approach colleges, technical institutes and management schools to fill up positions. This source is called campus recruitment. M: Provide young and fresh talent to the industry D: Provides inexperienced candidates. Placement Agencies(Personnel Consultants): For recruiting senior executives and technicians, a placement agency may be hired. They pass applications to companies, screen applications, hold interviews and select candidates. M: These agencies relieve companies from the burden and keep the identity of the company secret. D: They charge considerable fees which may not to economical. Casual Callers: Persons in need of a job visit offices of well known companies to find out if jobs are available. A waiting list of such applicants may be prepared for use in future. M: When ever job vacancies arise suitable person an be recruited from the list quickly. D: The applications may tend to pile up and not all the time suitable candidates are found. Direct Recruitment: A notice of vacancies is put up on the factory gate or office notice board. This source is used to fill temporary vacancies at the lower level. M: Immediate response is received and job vacancy is filled. D: Since no proper selection procedure/scrutiny is done unskilled workers may also be recruited. Recommendations of present Employees: Existing employees do some preliminary screening and stand surety for the new recruits. Some organisations encourage their employees to recommend their friends and relatives for consideration in various vacancies. M: This policy wins the goodwill of present employees and is helpful in finding reliable candidates. D: The employee will surround themselves with their friends and relatives alone. Labour contractors and jobbers: Un skilled and semi skilled labour may be recruited through job contractors. These contractors maintain close links with villages and small towns. M: They are ready to supply the required number of workers on payment of commission. D: Lack of skills reduces the quality of work done by the labourers. Internet: In the era of technology even job opportunities have found their place in the internet. Websites provide information about both job openings and job seekers. M: Wide range of candidates for various jobs available. D: Requirement of internet access to all is not possible. Merits and Demerits of External Sources Merits Wider choice Fresh talent Healthy competition Complete source Demerits Frustration among present employees Expensive method Time consuming Uncertain source Selection The process of carefully screening the candidates so as to identify an choose the most suitable persons for the job vacancies to be filled. It is called a negative process as unsuitable candidates are eliminated or rejected in order to identify the suitable candidates. The basic purpose of selection is to choose the right type of candidates to fill various positions in the organisation. It is a multi step process. Distinction between recruitment and selection self study Selection Procedure Preliminary Screening: The purpose of a preliminary interview is to see whether the candidate is apparently suitable physically and mentally for the job. This process is brief. Candidates with minimum qualification and having some scope of being selected are given the application form known as application blank. Application Blank: A form where candidates are to give full information about their age, qualifications, experience, family background, aptitudes and interests, etc. After the scrutiny, more suitable among the applicants are short listed for a written test and others are rejected. Employment or selection tests: Candidates are asked to appear for written or other tests. Tests have become a popular screening device. The aim of tests is to measure such skills and aptitudes which are necessary for performing the job efficiently. Tests are not fully reliable and they involve money and time. Tests should be used as a supplement. Types of tests are: Proficiency Tests: Achievement or Trade Test Skill or Dexterity Test Aptitude Tests Intelligence Tests Interest Test Personality Test Selection or employment Interview: A formal and face to face conversation between the employer and the candidate. The selectors ask job related and general questions. Interviews should be conducted in a proper physical environment. It is the most widely used step in employee selection. Medical or Physical Examination: Candidates who are found suitable after interview are called for a physical examination. It is done by a panel of doctors to ensure that they are healthy and physically fit for the job. Checking References or Background: Every candidate is required to state in the application form the names and address of at least two responsible persons who know him. These persons are contacted in writing or over telephone to collect information about the background, abilities and character of the candidate. Final approval /Job Offer: The candidate who are found suitable after the medical check up and background investigation are formally appointed by issuing appointment letters to them. A written contract of employment is made between the employer and the candidate. Candidates are appointed on probation or one or two years. Once the employees are recruited and selected, it becomes necessary to train and develop them. Training and Development Meaning of Training: The process of improving the job knowledge and skills of employees so as to enable them to perform well. It is an organised or systematic activity where people acquire knowledge and skills for doing a specific job. It is a two way process Training aims at improving current job for operations level. It is also time bound. Development involves growth of a person in all respects. Development seeks to improve future job performance for managers. It is an ongoing process. Thank you
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