6.12 Staffing

1. Meaning of Staffing

  1. What is the meaning of staffing?
    Staffing is that part of the process of management which is concerned with obtaining, utilizing and maintaining a satisfactory and satisfied workforce.
  2. Eat India Company is looking for 5 managers. For this, the company will recruit Peter, Tom, Ram, Mohan and Lucia. Once the selection is done, the company will train all the five of them. By doing so, these five managers will be efficient in their work. Finally the company will pay them very good salary so that they will stay in the company.

2. Need for Staffing

  1. What is the need of staffing for new organizations?
    1. Eat India Company is going to start on 1st March.
    2. It is having the requirement for 40 staff including 10 managers.
    3. The company will need the 40 staff only after all the planning and organizing are done.
    4. Planning
      1. Make ice-creams and cakes
    5. Organizing
      1. Ice-cream section will have 20 staff
      2. Cake section will have 10 staff
      3. Packaging section will have 5 staff
      4. Marketing and others will have 5 staff
    6. The company will recruit these 40 staff a week before the inauguration so that they can start production.
  2. What is the need of staffing for existing organizations?
    1. Kent Purifiers is an established company.
    2. For this company, staffing is continuous process.
    3. Recently 5 of its staff left the company.
    4. Now, the company needs 5 staff to fill the vacancy
    5. The company will not wait for planning because all the plans and organizing are done!

3. Features of staffing

  1. Staffing is an integral part of management
  2. All Pervasive
  3. Continuous
  4. Deals with people
  5. Wide scope
  6. Multiple objective activity

4. Importance of Staffing

Filling jobs with competent (suitable/eligible) personnel (staff)

  1. A company cannot run by poor workforce.

Better performance

  1. Tom was working in the company for four years but suddenly he became lazy and less productive
  2. The company needed a new staff to replace Tom.
  3. Finally the company recruited Ram after dismissing Tom.
  4. Now the company will get better performance from Peter.

Survival and growth

  1. If the company keeps lazy staff like Tom, the company will not grow. It will run into loss.
  2. To avoid this, the company has to recruit new employees like Peter.

Optimum utilization of human resource

  1. Eat India Company has 40 staff members.
  2. HR Manager Tom recruited 5 more staff without any need. In fact they were his friends.
  3. This is called over-staffing.
  4. Kent Purifiers’s HR Manager Rafeeq dismissed 10 of its very good staff due to personal reasons.
  5. This creates shortage of workforce.
  6. The two instances are not healthy for the companies.
  7. What is needed is optimum utilization of human resources.

Improves job satisfaction and morale

  1. Kent Purifiers was running into loss during 2017.
  2. HR Manager Rafeeq appointed 10 new competent employees after removing 15 of his old staff.
  3. The newly appointed employees gave their maximum contribution to the company by working efficiently and effectively.
  4. Now, Rafeeq and his subordinates feel satisfied in working together.
  5. It improves their morale. Everyone feels good at working together.

5. Staffing and Human Resource Management

Eat India Company is a small organization with 40 staff whereas Kent Purifiers is a large organization with 400 employees. Which company necessarily requires a separate Human Resource Department? Why?
Answer – Kent Purifiers necessarily requires a separate HRD because it is a large organization with 400 employees. For organizations like Kent Purifiers, it is difficult for the organization to deal with large number of employees without specialists in recruiting and managing human resources.

What are the specialized activities performed by an HR Manager?

  1. Recruitment – HR Manager Rafeeq held an interview to select 2 staff for the company. Many candidates came for interview.
  2. Analysing jobs – Mr. Rafeeq analyzed. “What job should they do?”
  3. Selection – Mr. Rafeeq selected two staff for production. They were Mr. Aditya and Mr. Hassan.
  4. Developing compensation and incentive plans – Discuss their salary and other allowances.
  5. Placement and orientation – Get Mr. Aditya and Hassan used to the company environment.
  6. Training and development of employees for efficient performances and career growth.
  7. Performance appraisal – After 1 month of placement, Mr. Rafeeq observed the performance of Mr. Aditya and Mr. Hassan. He was satisfied with Mr. Hassan but not with Mr. Aditya. Finally Mr. Hassan was appointed but Mr. Aditya was terminated.
  8. Maintaining labor relations and union management relations.
  9. Handling grievances and complaints.
  10. Providing for Social Security.
  11. Defending the company in lawsuits and avoiding legal complication

6. Staffing Process

  1. Estimating the manpower requirement
    1. Workload analysis
    2. Workforce analysis
  2. Recruitment
  3. Selection
  4. Placement and Orientation
  5. Training and Development
  6. Performance Appraisal
  7. Promotion and Career planning
  8. Compensation

7. Components of Staffing

7.1 Recruitment

  1. What are the activities of recruitment?
    1. Identify different sources of labour supply
    2. Evaluate validity of different sources
    3. Choose the most suitable source
    4. Attract and motivate prospective candidates to apply for the vacancy
  2. What are the two sources of recruitment?
    1. Internal sources
    2. External sources
  3. What are the two kinds of internal sources of recruitment?
    1. Promotion
    2. Transfer
  4. What are the kinds of external sources of recruitment?
    1. Direct recruitment
    2. Casual callers
    3. Newspaper Advertisements
    4. Employment exchange
    5. Placement agencies and management consultants
    6. Campus recruitment
    7. Recommendation of employees
    8. Labor contractors
    9. Web publishing

7.2 Selection

  1. What are the steps of selection of employees?
    1. Preliminary screening
    2. Selection tests
    3. Employment interview
    4. Reference and background checks
    5. Selection decision
    6. Medical examination
    7. Job offer
    8. Contract of employment
  2. Which are the types of selection tests?
    1. Intelligence tests
    2. Aptitude tests
    3. Personality tests
    4. Trade tests
    5. Interest tests

7. 3 Training and Development

  1. What does training refer to?
    Training refers to the process of increasing the knowledge, skills and abilities of the employee for doing a particular job.
  2. What does development refer to?
    Development refers to the overall growth of the employee.
  3. Why is training and development important for organization?
    1. Systematic learning
      1. Mr. Jha did a course from TechKnow in Purifier Engineering.
      2. With that certificate he appeared for interview at KENT.
      3. Although Mr. Jha has done a course, he still needs to acquire systematic knowledge from KENT.
      4. This is called systematic learning.
    2. Increased productivity
      1. After acquiring systematic knowledge from KENT, Mr. Jha will apply his skills for the expansion of the company.
    3. Prepare future managers
      1. Because Mr. Jha is a highly skilled employee of KENT, he can be promoted to the post of a manager in case of emergency.
    4. Boost the morale of employees
      1. Mr. Jha is greatly skilled and is promoted.
      2. His earnings doubled as Manager.
      3. He is happy so everyone is happy.
    5. Better response to fast changing environment
      1. Mr. Jha was not skilled in Japanese dehumidifier technology.
      2. After taking training from Korea, he returned to his company with latest knowledge and skills.
      3. This way, with Mr. Jha as Production Manager, KENT India will be able to update its product quality in the changing trend.
  4. Why is training and development important for employees?
    1. Career growth – Mr. Jha will be the manager in production.
    2. Increased earnings – Mr. Jha’s salary will be raised.
    3. Safety of Employee – With increased knowledge, Mr. Jha will not run into accidents. He is a skilled employee.
    4. High morale (satisfaction) – Mr. Jha will have greater morale as he knows his job.
  5. Read the case below and answer the following:
    1. Eat India Company’s HR Manager Mr. Hari Ram is interviewing two candidates for recruitment.
    2. Lee Ping is highly educated whereas Mona is greatly trained.
    3. Whom shall Mr. Hari Ram select? Why will he decline the other one?
      Mr. Hari Ram shall select Mona because she is trained. He will decline Mr. Lee Ping because he is only educated. An educated person may not be having practical knowledge.

7.3.1 Methods of Training

  1. What are the two kinds of job-training?
    1. On-the-job training – Apprentice training; internship
    2. Off-the-Job Training – Vestibule training
  2. Which are the various methods of training?
    1. Induction Training (Orientation Training)
      1. It refers to a type of training given to help a new employee in settling down quickly into  jobs.
      2. Duration- few hours to few days
      3. Such training are imparted with the help of film shows, lectures and tours of various department.
      4. It is suitable for those workers who work on sophisticated technology.
    2. Vestibule Training (Classroom training)
      1. This type of training is given in a classroom, where actual work environment is created.
    3. Apprenticeship Training
      1. Under the supervision of experts.
      2. Type of on-the-job training.
      3. Designed to acquire higher level of skills.
      4. Duration – 2-5 years.
      5. Suitable for slow learners.
    4. Internship Training
      1. IIM-Indore comes in terms with Reliance to send 100 final year engineering students for internship.
      2. These students will be sent to Reliance and there they will gain practical knowledge.

Written by Biju John

Biju John is an educational writer, educator and the author of OM - The Otherwise Men. He gives live classes on Skype and Facebook. You can attend his 3 Day Classes (English & Business Studies) in Delhi, Bangalore, Qatar and Dubai. His Contact number is 91 9810740061.

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