Nature of Staffing

Function

By-
Rahul Kesarwani
Staffing (Dictionary Meaning)
 Meaning- “The decisions and activities connected
with providing staff for an organization”
 Synonyms-
Employ-to pay someone regularly to do a job for you or to
work as a member of your organization
Appoint-to choose someone to do a particular job or have
a particular position
Take on-to start to employ someone
Sign-to officially employ someone to work for a particular
organization


Recruit-to get someone to work in a company or join an
organization
Engage-to start to employ someone or use their services
Hire-to pay someone to work for you, especially for a short
time
Sign on-to employ someone to do a job
Confirm-to formally accept someone new in an important
position
Retain-to employ a professional person such as a lawyer or
doctor by paying an amount of money called a retainer
before the work is done
 -www.macmillandictionary.com

What is Staffing ?
 “ The managerial function of staffing is defined as filling,
and keeping filled, positions in the organizational
structure.”
 - Heinz Weihrich,Mark V Cannice, Harold Koontz


 “The managerial function of staffing involves managing the

organization structure through proper and effective
selection, appraisal and development of the personnels to
fill the roles assigned to the employers/workforce.”
 - Anonymous


 “Selecting and training individuals for specific job functions,

and charging them with the associated responsibilities.”
 - www.businessdictionary.com


 “Staffing refers to the process of filling an open position by

hiring new employees or by reassigning persons already
employed.”
 - http://en.mimi.hu/career/staffing.html
Nature of Staffing
Staffing is an important managerial function- Staffing
function is the most important managerial act along with
planning, organizing, leading and controlling. The
operations of these four functions depend upon the
manpower which is available through staffing function.


Staffing is a pervasive activity- As staffing function is

carried out by all mangers and in all types of concerns
where business activities are carried out.
Staffing is a continuous activity- This is because staffing
function continues throughout the life of an organization
due to the transfers and promotions that take place.

The basis of staffing function is efficient management of
personnels- Human resources can be efficiently managed
by a system or proper procedure, that is, recruitment,
selection, placement, training and development,
providing remuneration, etc.
Staffing helps in placing right men at the right job- It
can be done effectively through proper recruitment
procedures and then finally selecting the most suitable
candidate as per the job requirements.

Staffing is performed by all managers- depending upon
the nature of business, size of the company, qualifications
and skills of managers, etc. In small companies, the top
management generally performs this function. In medium
and small scale enterprise, it is performed especially by
the personnel department of that concern.

Staffing Process
Manpower Planning/Requirements
Recruitment/ Decruitment
Selection
Placement and Orientation
Training
Remuneration
Performance Management
Promotion and Transfer
Manpower Planning/Requirements
Analyzing the current manpower inventory- Before a
manager makes forecast of future manpower, the current
manpower status has to be analyzed.

 For this the following things have to be noted-
 * Type of organization
 * Number of departments
 * Number and quantity of such departments
 * Employees in these work units

Making future manpower forecasts – Once the factors
affecting the future manpower forecasts are known,
planning can be done for future manpower requirements.


 The Manpower forecasting techniques

commonly employed by the organizations are as
follows -
 * Expert Forecasts
 * Trend Analysis
 * Work Load Analysis
 * Work Force Analysis
Need of Manpower Planning
 Manpower Planning is a two-phased process because
manpower planning not only analyses the current human
resources but also makes manpower forecasts and thereby
draw employment programmes. Manpower Planning is
advantageous to firm in following manner:


Shortages and surpluses can be identified so that quick

action can be taken wherever required.
All the recruitment and selection programmes are based on
manpower planning.

It also helps to reduce the labour cost as excess staff can be
identified and thereby overstaffing can be avoided.
It also helps to identify the available talents in a concern
and accordingly training programmes can be chalked out
to develop those talents.
It helps in growth and diversification of business. Through
manpower planning, human resources can be readily
available and they can be utilized in best manner.
It helps the organization to realize the importance of
manpower management which ultimately helps in the
stability of a concern.

 Recruitment/Decruitment

Recruitment
 Locating, identifying, and attracting capable applicants.


 Recruitment is of two types-

Internal Recruitment
 The internal sources of recruitment include-
* Transfers

* Promotions (through Internal Job Postings)

* Re-employment of ex-employees


External Recruitment – External source of recruitment
have to be solicited from outside the organization. It
involves lot of money and time.

 The external sources of recruitment include- –
 * Employment at Factory Level
 * Advertisement
 * Employment Exchanges
 * Employment Agencies
 * Educational Institutions
 * Recommendations
 * Labor Contractors

Decruitment

If manpower planning shows a surplus of

employees, managers may want to reduce
the organization’s workforce through
decruitment.
Employee Selection Process
 Once the recruitment effort has developed a pool of
candidates, the next step in the staffing process is to
determine who is best qualified for the job. This step is
called selection or screening job applicants to ensure that
the most appropriate candidates are hired. Hiring errors can
have far reaching implications.

 Types of Selection Devices :
Application Forms
Written Tests
Performance-Simulation Tests
Interviews
Background Investigations
Physical Examinations
Difference between Recruitment and Selection
Basis Recruitment Selection

Meaning It is an activity of establishing It is a process of picking up more

contact between employers and competent and suitable employees.
applicants.
Objective It encourages large number of It attempts at rejecting unsuitable
Candidates for a job. candidates.

Process It is a simple process. It is a complicated process.

Hurdles The candidates have not to cross Many hurdles have to be crossed.
over many hurdles.
Approach It is a positive approach. It is a negative approach.

Sequence It proceeds selection. It follows recruitment.

Economy It is an economical method. It is an expensive method.

Time Less time is required. More time is required.

Consuming
Placement and Orientation

Placement is said to be the process of fitting

the selected person at the right job or place.


During Orientation employees are made aware about the

mission and vision of the organization, the nature of
operation of the organization, policies and programmes of
the organization.



There are two types of Orientation -

Work Unit Orientation-Work unit orientation familiarizes

employee with the goals of the work unit, clarifies how
his or her job contributes to the unit’s goals, and includes
an introduction to his or her new co-workers.
Organization Orientation-Organization orientation
informs new employee about the company’s goals,
history, philosophy, procedures, and rules. It should also
include relevant staffing policies and maybe even a tour
of the facilities.

Training of Employees
Training is crucial for organizational development and
success. It is fruitful to both employers and employees of
an organization. An employee will become more efficient
and productive if he is trained well.

Types of Training –
 * General
 * Specific

Ways/Methods of Training

On the job training- On the job training methods are those
which are given to the employees within the everyday
working of a concern. It is a simple and cost-effective
training method.
Off the job training- Off the job training methods are
those in which training is provided away from the actual
working condition. It is generally used in case of new
employees.
 The benefits of training can be summed up as:
 * Improves morale of employees
 * Less supervision
 * Fewer accidents
 * Chances of promotion
 * Increased productivity

 Employee Remuneration


Employee Remuneration refers to the reward or
compensation given to the employees for their work
performances. Remuneration provides basic attraction to a
employee to perform job efficiently and effectively.


 There are mainly two types of Employee

Remuneration-
 * Time Rate Method
 * Piece Rate Method

Performance Management
 Managers need to know whether their employees are
performing their jobs efficiently and effectively or whether
there is need for improvement. This is what a performance
management system does-establishes performance
standards that are used to evaluate employee performance.





 Performance Appraisal Methods –



Written Essays
Critical Incidents
Graphic Rating Scales
Behaviorally Anchored Rating Scales
Multiperson Comparisons
Objectives
360-Degree Feedback
Promotion and Transfer
 Promotionis said to be an incentive in which the
worker is shifted to a higher job with higher salary and
demanding bigger responsibilities as well as there may be
cases of shifting the workers and transferring them to
different work units and branches of the same organization
this is called transfer.
Importance of Staffing
Key to managerial functions.
Efficient utilization.
Motivation.
Better human relations.
Higher productivity.
Story

 A CEO (and member of Forbes 400!) throwing a party

takes his executives on a tour of his opulent mansion. In the
back of the property, the CEO has the largest swimming pool
any of them has ever seen. The huge pool, however, is filled
with hungry alligators. The CEO says to his executives "I think
an executive should be measured by courage. Courage is what
made me CEO. So this is my challenge to each of you: if anyone
has enough courage to dive into the pool, swim through those
alligators, and make it to the other side, I will give that person
anything they desire. My job, my money, my house, anything!"
 Everyone laughs at the outrageous offer and proceeds
to follow the CEO on the tour of the estate. Suddenly, they
hear a loud splash. Everyone turns around and sees the
CFO (Chief Financial Officer) in the pool, swimming for
his life. He dodges the alligators left and right and makes it
to the edge of the pool with seconds to spare. He pulls
himself out just as a huge alligator snaps at his shoes. The
flabbergasted CEO approaches the CFO and says, "You are
amazing. I've never seen anything like it in my life. You are
brave beyond measure and anything I own is yours. Tell me
what I can do for you."
The CFO, panting for breath, looks up and says, "You can
tell me who the heck pushed me in the pool!"
Comment and Action step

We can accomplish a lot more than we actually do.

However, we stay at a certain level mainly because we do
not go beyond the mental boundaries we ourselves create
in our minds.
To move forward and achieve new heights, devote some
time every day to doing things that you believe are
impossible and give it your best shot as if it were a matter
of life and death!! You will be surprised by the results.
References
Management-Stephen P. Robbins & Mary
Coulter
Management-Heinz Weihrich,Mark V Cannice,
Harold Koontz
www.managementstudyguide.com
www.macmillandictionary.com
www.businessdictionary.com
http://en.mimi.hu/career/staffing.html
www.managementparadise.com
www.google.com



THANK YOU !!