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BUSINESS STUDIES, CHAPTER 6 STAFFING, MEANING, Staffing is that part of the process of management which is concerned with obtaining,, utilising and maintaining a satisfactory and satisfied work force., FEATURES OF STAFFING, 1.Essential part : Staffing can't exist without human resources, 2.Pervasive : It is pervasive as it is performed by all managers at all levels., 3.Continuous process : It is continuous as new jobs are created by the organisation to, fill the vacancies when existing employees leave the organisation., 4.Deals with people : It deals with people as it is concerned with people at work and, their relationship., 5.Multi dimensional : It is multidimensional as it has to fulfill its responsibility, towards organisation, employees and society.
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IMPORTANCE OF STAFFING, 1.Filling jobs with competent personnel : Staffing helps in discovering and obtaining, competent personnel for various jobs., 2.Better Performance : Proper staffing ensures higher performance the right person, on the right job., 3.Survival and Growth : Staffing is the key to other managerial functions as all the, functions of an organisation are performed by people., planning for managers., 4.Optimum utilisation of human resources : Proper manpower planning, recruitment, and selection enable the organisation to procure required quantity and quality of, human force. As a result, the staffing process facilitates optimum use of human, resources., 5.Improves job satisfaction and morale : Proper staffing improves job satisfaction, and morale of employees through objective assessment and fair rewarding of their, contribution.
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STAFFING AND HUMAN RESOURCE MANAGEMENT, Human resource management helps in the staffing process as it brings people and, organisation together, so that organisational and individual goals could be achieved., Need for human resource management :, 1.To meet the requirements of the organisation., 2.To prevent labour disputes., 3.To train the employees when needed., 4.To make maximum use of sources of human resources., 5.To achieve the goals determined by the organisation., PROCESS OF STAFFING, 1.Estimating Manpower Requirement : It involves the following:, (a)Determine the number of human resources in terms of qualification, training &, skills.
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(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.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.
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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., THREE MORE STEPS FOR FIRMS WITHOUT SEPARATE HUMAN RESOURCE, DEPARTMENT, 6.Performance Appraisal : It is concerned with rating or evaluating the performance, of employees.Transfer and promotions of the staff are based on performance, appraisal., 7.Promotion and Career planning : Promotion refers to the advancement of an, employee in the management hierarchy.It becomes necessary for all organisations to, address career related issues and promotional avenues to serve employees long term, interests.
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8.Compensation : It refers to all forms of pay or rewards given to the employees.It, may be in the form of :, (a)Direct financial payments like wages, salaries, incentives or commissions.They can, be either time based or performance based., (b)Indirect payments can be in the form of rent free home, free car etc., ASPECTS OR COMPONENTS OF STAFFING, 1.Recruitment : It is a positive step which aims at attracting number of candidates to, apply for the given job.Large number of applicants give higher possibility of getting a, suitable employee., 2.Selection : It is a negative process, which aims at selecting the most suitable person, out of the various candidates, who have applied for the job., 3.Training : Training is concerned with upgradation of the knowledge and skills of the, employees so that their ability to perform can be enhanced.
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RECRUITMENT, It refers to a process of searching for prospective employees and encouraging them, to apply for jobs in the organisation.It involves following activities :, (i) Identify the manpower requirements of different departments., (ii) Evaluate validity of different sources., (iii) Choose the most suitable source or sources., (iv) Attract and motivate prospective candidates to apply for the vacant jobs., INTERNAL SOURCES OF RECRUITMENT, It refers to making use of existing staff to fill up the vacant jobs.Employees are, recruited from among those who are already working in the orgnisation., 1.Promotion : It refers to movement of employee from a lower level position to a, higher level position,carrying higher responsibilities,facilities,status and pay.It helps, to improve the motivation,loyalty and satisfaction level of employees.
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2.Transfer : It refers to shifting of an employee from one job to another, one, department to another or from one shift to another, without any change in, responsibilities and status of the employee., Advantages of internal sources :, 1.Higher Motivation Level : Promoted employees are motivated to improve their, performance.A promotion at a higher level may lead to a chain of promotion at lower, levels.This motivates the employees to improve their performance through learning, and practice., 2.Simple Process : It is a simple and reliable process as present employees are, already known to the organisation and can be evaluated more accurately., 3.Develops Future Managers : Promotion and transfer provides training ground for, developing middle and top level managers., 4.No need for fresh training : Existing employees are already familiar with the work, environment.So, there is no need for induction or orientation training.
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5.No Over or Under Staffing : Transfer helps to shift surplus workforce to, departments with shortage of staff., Disadvantages of internal sources :, 1.Lack of fresh talent : It prevents reduces the scope for fresh talent.Existing, employees may continue to work and behave in old ways even after promotion and, transfer., 2.Decrease in Enthusiasm Level : The employees may become lethargic if they know, that they will automatically get time-bound promotions., 3.Not Suitable for a New Enterprise : A new company cannot use internal sources of, recruitment. Also, no organisation can fill all its vacancies from internal sources., 4.Lack of Competition : It reduces the spirit of competition among the employees as, there is no competition from the outside world., 5.Low Productivity : The overall productivity of the enterprise reduces due to, frequent transfers.
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EXTERNAL SOURCES OF RECRUITMENT, It refers to searching for the employees from the sources outside the, organisation.Every enterprise has to use external sources as all the vacancies can't be, filled thorough internal recruitment., 1.Direct recruitment : Under this method, a notice is placed on the notice - board of, the enterprise specifying the details of the jobs available.It is suitable for unskilled or, semi - skilled jobs., 2.Casual callers : Many reputed business organizations keep a data base of, unsolicited applicants in their office. This list can be used for recruitment when a, suitable vacancy arises., 3.Advertisement : Advertisement in media is generally used when a wider choice is, required.Advertisement is given in newspapers,trade journals and television along, with full description about the Job and it's recruitment., 4.Employment Exchange : Employment exchange is regarded as a good source of, recruitment for unskilled and skilled operative jobs.Unemployed persons get
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themselves registered with these exchanges.It serves as a link between job - seekers, and employers., 5.Placement agencies and management consultants : Under this method , services, of placement agencies and management consultants are used,who undertake total, functions of recruiting and selecting personnel on behalf of various organisations., 6.Campus recruitment : In this method, organisations conduct interview in campuses, of various institutes, universities and colleges to search prospective candidate., 7.Recommendations of employees : Under this method, existing employees are, encouraged to recommend suitable persons among their friends and relatives for, employment., 8.Labour contractors : Under this method, intermediaries known as agents or labour, contractors are used for hiring unskilled and semi - skilled workers., 9.Web publishing : Internet is becoming a common source of recruitment these, days.Some websites are specially designed to provide information about both job, seekers and job opening.
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Advantages of external sources, 1.Qualified Personnel : External sources help management to attract qualified and, trained people to apply for vacant jobs in the organisation., 2.Wider Choice : External sources provide wide choice and helps the enterprise to, make right choice of candidates., 3.Fresh Talent : The enterprise can expect to get fresh, talented candidates from, outside., 4.Competition : The existing employees have to compete with outside candidates for, the vacancies.This is a healthy feature for the enterprise., Disadvantages of external sources, 1.Dissatisfaction among existing staff : Recruitment from outside may cause, dissatisfaction and frustration among the existing employees.They may feel that their, chances of promotion are reduced., 2.Lengthy Process : External recruitment is a time consuming process as vacancies, are published and enterprise has to wait for the response of prospective candidates.
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3.Costly Process : It is very costly to recruit staff from external sources as lot of, money is spent on advertising and processing the applications., 4.Block on promotion of working employees : In case, higher posts are filled by open, selections,then the existing employees may get disappointed., SELECTION, It is the process of identifying and choosing the best person out of a number of, candidates for a job., Steps in selection process, 1.Preliminiary 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 test is made and unsuitable candidates are rejected., 2.Selection Tests : These tests include:, (a)Intelligence test : It measures the level of intelligence or the intelligence quotient, of the candidate.It indicates a personal learning ability or the ability to make, decisions and judgements.
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(b)Aptitude test : It is conducted to determine potential of an individual in learning, new skills., (c)Trade test : It is conducted to determine the existing skills of the individual in the, area of professions or technical training., (d)Interest test : It is conducted to determine a person’s area of interest and the kind, of jobs that will satisfy him., (e)Personality test : They are conducted to measure the personal characteristics such, as values,beliefs,attitudes,emotional stability,maturity etc., 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.
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4.Reference and Background Checks : It is required to give name and address of, some references in the application form.The candidates are investigated through, 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., 7.Job Offer : After a candidate has cleared all hurdles in the selection procedure, he is, formally appointed by issuing him an Appointment Letter.All the terms and, conditions are an 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
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employment which contains terms & conditions, pay scale, leave rules, hours of work,, mode of termination of employment etc., TRAINING AND DEVELOPMENT, Training is the act of increasing the knowledge and technical skills of an employee for, doing a particular job efficiently.Both existing employees and new employees get, acquainted with their jobs and this increases job related skills., Development refers to overall growth of the employee., IMPORTANCE OR BENEFITS TO THE ORGANISATION, 1.Systematic Learning : The systematic learning process of training teaches workers, to make the most efficient use of resources., 2.Increased Productivity : Well trained employees give better performance on the, job, which increases the productivity both in terms of quantity and quality, leading to, higher profits., 3.Prepare Future Managers : Training enables the employees to take m challenging, jobs and prepare them to take position of future manager in case of emergency.
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4.Boost morale of employees : Training increases employee morale and reduces the, chances of getting absent frequently., 5.Better response to fast changing environment : It helps to deal with the rapid, changes taking place in the technological and economic environment., IMPORTANCE OF BENEFITS TO THE EMPLOYEES, 1.Career growth : Training helps employees in their career growth as it provides new, and improved technology., 2.Increased earnings : It helps to improve the performance and productivity of, workers,which help them to earn more., 3.Safety of employees : The trained workers are less prone to accidents as they are, more efficient to handle machines and materials., 4.High morale : The trained employees have greater job satisfaction as they know, their jobs.It helps to increase their morale.
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METHODS OF TRAINING, The methods of traning are broadly categorised into two groups :, (i)On the job traning methods, (ii)Off the job training methods, ON THE JOB TRAINING, On the job training methods refer to the methods that are applied to the workplace ,, while the employee is actually working.This method involves ‘learning while doing’., OFF THE JOB TRAINING, Off the job training methods refer to the methods in which training is provided to the, employee away from his job.This method involves ‘learning before doing’.
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VARIOUS METHODS OF TRAINING, 1.Induction training (or orientation training) : It is a type of training given to help a, new employee in setting down quickly into the job by becoming familiar with the, people, the surroundings ,the job and the business.It’s duration may be from a few, hours to a few days., 2.Vestibule training : Under this method, training is given in a classroom ,where, actual work environment is created.It is an off the job method of training.It is, extremely useful when employees are required to handle expensive and, sophisticated equipments., 3.Apprenticeship training : Under this method, trainees work under the direct, supervision of experts , who guide and help them in learning the job.It is an on the, job method of training., 4.Internship training : In this method, vocational or professional institutes enter into, arrangement with if business enterprises,wherein their students are sent to big, industrial enterprises to gain practical work experience.
