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STAFFING
Chapter-6
Class 12
By Educator: Lovely Chouksey

Meaning- Staffing involves the
determination of manpower requirements of
the enterprise and providing it with adequate
competent people at all its levels.
Staffing can be defined as one of the most
important functions of management. It involves
the process of filling the vacant position of the
right personnel at the right job, at right time.
Hence, everything will occur in the right
manner.
Definition of Staffing
According to Koontz and O�� Donnell, ��The managerial function of staffing involves the
organisational structure through proper and effective selection, appraisal and development
of personnel to fill the roles designed into the structure��.

IMPORTANCE OF STAFFING
?It helps in the finding out efficient and effective workforce, to fill
different posts in the organisation.
?It improves organisation��s performance and productivity by appointing
the right person at the right job.
?It facilitates in identifying the staffing requirements of the organisation
in future.
?It ensures continuous survival and growth of the organisation, by way
of succession planning for executives.
?It develops personnel to take up top managerial positions of the
organisation.
?It ensures training and development of the people working in the
organisation.
?It assists the organisation in making the optimum use of human
resources.

1. Estimating Manpower Requirement: It involves the following:
(a) Making inventory of current human resources in terms of
qualification, training & skills.
(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.
STAFFINGPROCESS

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. The new employees are
familiarized with their units, supervisors and fellow employees. 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.
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.
6. Performance Appraisal: It is concerned with rating or evaluating the performance
of employees. Transfers and promotions of the staff are based on performance
appraisal.

Aspects of Staffing
There are three important aspects of staffing:
(i) Recruitment: Recruitment is a positive step which aims at
attracting number of candidates to apply for the given
job. The higher the number of people who apply for a
job, the higher will be the possibility of getting a suitable
employee.
(ii) (ii) Selection: Selection, on the other hand is a negative
process in which a person is selected and the others are
rejected. It aims at selecting the most rateable person out
of the candidates who have applied for the job.
(iii) Training: Training is concerned with up gradation of
the knowledge and skills of the employees so that their
ability to perform can be enhanced

Recruitment - Recruitment refers to the process of finding possible candidates for a job or a
function. It has been defined as ��the process of searching for prospective employees and
stimulating them to apply for jobs in an organisation.��
Sources of Recruitment

(i) Transfers: It involves shifting of an employee from one job to another, one
department to another or from one shift to another, without a substantive
change in the responsibilities and status of the employee. It may lead to
changes in duties and responsibilities, working condition etc., but not
necessarily salary. Transfer is a good source of filling the vacancies with
employees from over-staffed departments.
(ii) Promotions: Business enterprises generally follow the practice of filling
higher jobs by promoting employees from lower jobs. Promotion leads to
shifting an employee to a higher position, carrying higher responsibilities,
facilities, status and pay. Promotion is a vertical shifting of employees. This
practice helps to improve the motivation, loyalty and satisfaction level of
employees.
Internal Sources

Advantages of Internal Sources Recruitment:
(1) Employees are motivated to improve their performance.
(2) Internal recruitment also simplifies the process of selection
& placement.
(3) No wastage of time on the employee training and
development.
(4) Filling of jobs internally is cheaper.
Limitation of Internal Sources
(1) The scope for induction of fresh talent is reduced.
(2) The employee may become lethargic.
(3) The spirit of competition among the employees may be
hampered.
(4) Frequent transfers of employees may often reduce the
productivity of the organization.

External Sources of Recruitment
An enterprise has to tap external sources for various positions because all
the vacancies cannot be filled through internal recruitment. External
recruitment provides wide choice and brings new blood in the
organisation. The commonly used external sources of recruitment are
discussed below:

(i) Direct Recruitment: Under the direct recruitment, a notice is placed on the notice-board of
the enterprise specifying the details of the jobs available. Job-seekers assemble outside the
premises of the organisation on the specified date and selection is done on the spot.
(ii) Casual Callers: Many reputed business organisations keep a database of unsolicited
applicants in their offices. Such job-seekers can be a valuable source of manpower. A list of
such job-seekers can be prepared and can be screened to fill the vacancies as they arise.
major merit of this source of recruitment is that it reduces the cost of recruiting workforce
comparison to other sources.
(iii) Advertisement: Advertisement in newspapers or trade and professional journals is
generally used when a wider choice is required. Most of the senior positions of industry as
well as commerce are filled by this method.
(iv) Employment Exchange: Employment exchanges run by the Government are regarded as a
good source of recruitment for unskilled and skilled operative jobs.
(v) Placement Agencies and Management Consultants: In technical and professional areas,
private agencies and professional bodies appear to be doing substantive work. Placement
agencies provide a nationwide service in matching personnel demand and supply.
(vi) Campus Recruitment: Colleges and institutes of management and technology have
become a popular source of recruitment for technical, professional and managerial jobs.

Merits of External Sources
1. Qualified Personnel: By using external source of recruitment the
management can attract qualified and trained people to apply for the
vacant jobs in the organization.
2. Wider Choice: The management has a wider choice in selecting the
people for employment.
3. Fresh Talent: It provides wider choice and brings new blood in the
organization.
4. Competitive Spirit: If a company taps external sources, the staff will
have to compete with the outsiders.
Limitations of External Sources of Recruitment
1. Dissatisfaction among existing employees: Recruitment from
outside may cause dissatisfaction among the employees. They may feel
that their chances of promotion are reduced.
2. Costly process: A lot of money has to be spent on advertisement
therefore this is costly process.
3. Lengthy Process: It takes more time than internal sources of
recruitment.

Selection
Selection is the
process of choosing
from among the
candidates from within
the organization or
from outside, the most
suitable person for the
current position or for
the future position.

The successive stages in selection process are:
1. Preliminary 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 tests made and unsuitable candidates are rejected
altogether.
2. Selection Tests: These tests include:
(a) Psychological tests which are based on assumption that human behaviour at work
can be predicted by giving various tests like aptitude, personality test etc.
(b) Employment test for judging the applicant��s suitability for the job.
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.
4. Reference Checks: Prior to final selection, the prospective employer makes an
investigation of the references supplied by the applicant. He undertakes a thorough
search into candidates 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. A proper physical exam will ensure higher
standard of health & physical fitness of employees thereby reducing
absenteeism.
7. Job Offer: After a candidate has cleared all hurdles in the selection
procedure, he is formally appointed by issuing him an Appointment Letter.
The broad terms and conditions, pay scale are 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 employment which contains terms & conditions, pay
scale, leave rules, hours of work, mode of termination of employment etc.

Training and Development
Training is any process by which the aptitudes, skills and abilities of employees to perform specific jobs are
increased. It is a process of learning new skills and application of knowledge. It attempts to improve their
performance on the current job or prepare them for any intended job.
Development refers to the learning opportunities designed to help employees grow. It covers not only
those activities which improve job performance but also those which bring about growth of the personality,
help individuals in the progress towards maturity and actualisation of their potential capacities so that they
become not only good employees but better men and women.
Difference between Traning and Development
Traning Development
It is a process of increasing knowledge
and skills.
It is a process of learning and growth.
It is to enable the employee to do the
job better.
It is to enable the overall growth of
the employee.
It is a job oriented process. It is a carrer oriented process.

Training: 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.
Benefits to the firm:
1. Avoids wastage of time, effort and money involved in the hit and trial method.
2. Increases productivity(quality + quantity)thereby leading to increase in profits
3. Equips future managers(to take over in emergencies)
4. Increases employee morale, decrease employee absenteeism and employee
turnover
5. Response to fast changing environment.
Benefits to the employee:
1. Improved skills an knowledge so better career opportunities
2. Better performance gives higher earnings
3. Less occurrence of accidents
4. Increase in satisfaction and morale of employees.

Training Methods
(A) On the Job Method: It refers to the methods that are applied at the work place,
where the employee is actually working. It means learning while doing.
The following are the methods of On-the job training:
1. Apprenticeship Training: Under this, the trainee is placed under supervision of
an experienced person (master worker) who imparts him necessary skills and
regulates his performance. The trainee is given stipend while learning so that
he/she can enjoy ��earn while you learn�� scheme.
2. Internship Training: Under this method an educational institute enters into
agreement with industrial enterprises for providing practical knowledge to its
students by sending them to business organizations for gaining practical
experience.
3. Induction training is a type of training given to help a new employee in settling
down quickly into the job by becoming familiar with the people, the surroundings,
the job and the business. The duration of such type of training may be from a few
hours to a few days. The induction provides a good opportunity to socialize and
brief the newcomer with the company��s overall strategy, performance standards etc.
If carefully done, it saves time and cost (in terms of effectiveness or efficiency etc.)

Off the Job Methods
(i) Class Room Lectures/Conferences: The lecture or conference approach is well adapted to
conveying specific informationrules, procedures or methods. The use of audio-visuals or
demonstrations can often make a formal classroom presentation more interesting while
increasing retention and offering a vehicle for clarifying more difficult points.
(ii) Films: They can provide information and explicitly demonstrate skills that are not easily
represented by the other techniques. Used in conjunction with conference discussions, it is a
very effective method in certain cases.
(iii) Case Study: Taken from actual experiences of organisations, cases represent attempts to
describe, as accurately as possible real problems that managers have faced. Trainees study the
cases to determine problems, analyse causes, develop alternative solutions, select what they
believe to be the best solution, and implement it.
(iv) Computer Modelling: It simulates the work environment by programming a computer to imitate
some of the realities of the job and allows learning to take place without the risk or high costs
that would be incurred if a mistake were made in real life situation.
(v) Vestibule Training: Employees learn their jobs on the equipment they will be using, but the
training is conducted away from the actual work floor. Actual work environments are created in a
class room and employees use the same materials, files and equipment. This is usually done
when employees are required to handle sophisticated machinery and equipment.

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