UNIT – 3
STAFFING
MEANING
Staffing may be defined as the process of hiring and developing
the required personnel to fill in various positions in the
organisation.
Staffing is that part of management process which is concerned
with recruitment, selection, placement, utilisation and
development of employees.
DEFINITION
Staffing is concerned with the placement, growth, and
development of all those members of the organization whose
function is to get things done through the efforts of other
individuals.
- Theo Haimann
NATURE & SCOPE OF STAFFING/
CHARACTERISTICS
People centered
Responsibility of manager
Human skills
Continuous function
Helps in placing right men at the right job
Staffing function is efficient management
of personnel
IMPORTANCE OF STAFFING
Basis of an organisation
Achievement of objectives
Discovering and obtaining competent
personnel
Putting the right people on the right job
Optimum utilisation of resources
Improves job satisfaction
Key for directing and controlling
Healthy personal relationships
ELEMENTS OF STAFFING
Human Resource Planning
Recruitment
Selection
Placement
Orientation
Training & Development
Remuneration and Compensation
Performance Evaluation
Promotion
Transfer
MANPOWER PLANNING/ HUMAN
RESOURCE PLANNING
MEANING:
Manpower refers to the quantity and quality of
workforce while planning involves anticipation and
preparation for the future.
Manpower planning or human resource planning may
be defined as forecasting the number and type of
personnel whom the organisation will have to hire,
train and promote in a particular period in order to
achieve its objectives.
MANPOWER PLANNING
PROCESS
•Forecasting manpower
requirements
•Manpower inventory preparation
•Manpower gap identification
•Formulating manpower plans
RECRUITMENT
MEANING
Recruitment is the overall process of identifying,
sourcing, screening, shortlisting, and interviewing
candidates for jobs (either permanent or temporary)
within an organization.
DEFINITION
“ Recruitment is the process of searching for prospective
employees and stimulating them to apply for jobs in the
organisation.”
- Edwin B. Flippo
SOURCES OF RECRUITMENT
Internal Source External Source
Advertisement
Promotion Campus recruitment
Job portals
Transfer
Trade shows
Employee Referrals Recommendation
Retired Employees Labour contractors
Management consultants
Previous applicants
Employment Exchange
Walk-in interview
ADV & DISADV OF
INTERNAL SOURCES &
EXTERNAL SOURCES
Advantages of Internal Sources
1. The organisation saves money on hiring programmes
which translates to higher revenue for business.
2. It makes selection and transfer of employees very easy.
3. Internal source of recruitment serves as a morale booster
for the existing employees.
4. It provides a sense of loyalty towards the business which
results in improved productivity.
5. As existing employees will be aware of the working
pattern of the organisation, therefore it will take much less
time for the re-hires to get adapted to working conditions.
Disadvantages of Internal Sources
1. Internal recruitment causes reduction in the
morale of those employees who are not
selected or considered for appraisal.
2. It discourages capable persons from outside
to join to work in the company.
3. It can lead to conflict if one employee is
selected for promotion, while the others are not
considered.
Advantages of External Source
1. It helps in availability of proper skilled
labour.
2. There will be availability of new ideas from
employees hired using external sources.
3. The employees join as knowledgeable
persons which reduces the training time
required for new hires.
Disadvantages of External Source
1. It can lead to unhappy employees as the
existing employees may feel that they deserved
an opportunity for growth.
2. It can lead to lack of cooperation between
the new hires and the existing employees.
3. It is a lengthy process where the employee
needs to appear for many rounds.
Recruitment Process
It is a process that
involves everything
from identifying,
attracting, screening,
shortlisting,
interviewing,
selecting, hiring, and
onboarding
employees.
SELECTION
Selection means a final choice out of the
variable. Selection can be defined as
“Selection involves a series of steps by
which candidate are screened and the
most suitable one is chosen to fill the
vacancy in an organisation”.
STEPS IN SELECTION PROCEUDRE/
SELECTION PROCESS
TRAINING
MEANING:
Training is an organised programme or activity
for the purpose of sharpening the skill and
abilities of an employee to discharge his duties
well.
DEFINITION:
“ Training is the act of increasing the knowledge
for doing a particular job”.
- Edwn B. Flippo
Importance/Advantages of Training
Higher performance
Less learning period
Uniformity of procedures
Manpower development
Economy of materials and equipment
Less supervision
High morale
Participative management
Types of Training
Orientation Training
Job Training
Safety Training
Promotional Training
Refresher Training
Remedial Training
Methods of Training
Training
On the job training Off the job training
Live Demonstration Class room training
Performance under
Lecture
supervision
Job Rotation Conferences
Group Training Method Seminars
Vestibule Training Case Study
Role Play
Sensitivity training
Steps in Training programme
Identify training needs
Getting ready for the job
Trainee preparation
Explaining the job sequence
Actual job performance
Follow up
Guidelines/Effectiveness and Principle of
Training
Training Objectives
Motivation to trainees
Use of previous training
Suitable Organisational conditions
Involvement of trainees
Feedback
PERFORMANCE APPRAISAL
MEANING:
Performance appraisal involves an objective assessment
of the quality, merit, worth, contribution and potential
of personnel.
DEFINITION:
“ Performance appraisal consists of all formal procedures
used in working organisations to evaluate personalities
and contributions and potentials of group members”.
- Dale Yoder
Objectives of Performance appraisal
To maintain records in order to determine compensation
packages, wage structure, salaries raises, etc.
To identify the strengths and weaknesses of employees to place
right men on right job.
To maintain and assess the potential in a person for growth and
development.
To provide a feedback to employees regarding their
performance and related status.
It serves as a basis for influencing working habits of the
employees.
To review and retain the promotional and other training
programmes.
Types of Performance Appraisal
1. 360-Degree Appraisal
The manager gathers information on the employee’s performance,
typically by questionnaire, from supervisors, co-workers, group
members, and self-assessment.
2. Negotiated Appraisal
This type of appraisal uses a mediator to help evaluate the
employee’s performance, with a greater emphasis on the better
parts of the employee’s performance.
3. Peer Assessment
The team members, workgroup, and co-workers are responsible
for rating the employee’s performance.
4. Self-Assessment
The employees rate themselves in categories such as work
behavior, attitude, and job performance.
Systems & Methods of Performance
appraisal/ Merit rating
Performance appraisal
Appraisal by results/ Goal setting
Appraisal based on Traits
approach
Ranking method
Paired comparison method
Grading method
Forced distribution method
Forced-choice method
Checklist method
Critical incidents method
Graphic rating scale
PA – Process/ Steps in appraisal process
Benefits/Importance of Performance
Appraisals
Scientific basis
Placing right person at right place
Helps formulate promotion and transfer policy
To distinguish efficient and inefficient workers
To redress grievances
To guide and help employers
To train and develop employees
Disadvantages of PA
Subjectivity
Dependence in factor analysed
Ability to assess staff
Wrong weight age
Bias
PROMOTION
MEANING:
Promotion may be defined as the advancement
of an employee to a higher job carrying higher
salary, greater status and more responsibilities.
Promotion involves increase in pay, prestige
and responsibilities of an employee
Basis of Promotion
Seniority
Merit basis of promotion
Combination of both
• Merit Vs Seniority
Types of Promotion
Horizontal Promotion
Vertical Promotion
Dry Promotion
Open Vs Closed Promotion
Importance/ Benefits of Promotion
Reduce Attrition
Motivation & Productivity
Cost Efficient
Career growth
Need to manage
Rewards & Recognition
TRANSFER
MEANING:
A transfer is a horizontal or lateral movement of an
employee from one job, section, department, shift,
plant or position to another at the same or another place
where his salary, status and responsibility are the same.
DEFINITION:
Transfer is a change in job where the new job is
substantially equal to the old in terms of pay, status,
and responsibilities.
- Edwin B. Flippo
Purpose of Transfer
[Link] Meet the Organizational Requirements
[Link] Meet Employees’ Requests
[Link] Ensure Better Utilization of the Employees
[Link] Make the Employees More Versatile
[Link] Adjust the Workforce
[Link] Provide Relief to the Employee
[Link] Reduce Conflicts and Incompatibilities
[Link] Penalise the Employees
[Link] Maintain a Tenure System
[Link] Accommodate Family-Related Issues
Types of Transfer
Basis of Purpose
Production Transfers
Replacement Transfers
Versatility Transfers
Shift Transfers
Remedial Transfers
Precautionary Transfers
Basis on Unit
Sectional Transfers
Departmental Transfers
Inter-Plant Transfers
Transfer Promotion
It refers to a lateral shift of an individual from one job
It implies the upward elevation of an individual in terms
position to another on the same occupational level and
of job responsibilities, pay scale, and status.
pays scale.
Consideration of merit and seniority does not affect It represents a recognition of and rewards for merit, good
transfer decisions. The incentive value of the transfer is performance and behaviour, length of service,
low. commitment, and so on.
It is a routine administrative matter. It involves thoughtful managerial decisions.
In the case of transfers, outsiders do not enter into In promotion management can fill the positions internally
consideration. or through external selection.
The criteria for transfer may be improving the versatility
The criteria for promotion may be merit in the
of employees, rectification or correction of wrong
performance of the job, the potential for assuming higher
placement, increase or decrease in volume of activity,
responsibilities, and length of service in a job.
and punishment for poor performance.
Normally once an employee is promoted to a higher
Transfers may be multi-directional and reversible. position, he is not reverted back or demoted to an earlier
position.
JOB ANLAYSIS
MEANING:
Job analysis refers to a systematic and scientific study
of a job in order to determine the nature and
characteristics of the job and the knowledgeable, skills
and experience required for the successful performance
of the job.
DEFINITION:
Job analysis is the process of studying and collecting
information relating to the operations and
responsibilities of a specified job.
- Flippo
JOB ANALYSIS PROCESS
• Defining the objectives
• Preparing for job analysis
• Performing the job analysis
• Designing job description and job
specifications
• Controlling job description and job
specifications
ELEMENTS OF JOB
ANALYSIS
JOB DESCRIPTION
Job description is an organised, written and factual statement of job contents in the
form of duties and responsibilities of a particular job.
It describes,
1. Title of the job
2. Location
3. Tasks to be performed
4. Working conditions
5. hazards
6. Materials and tools used
7. Supervision given and received
8. Relationships of the job with other jobs
•
JOB SEPCIFICATION
Job specification or man specification is a formal
statement of the minimum acceptbale human qualities
required for the successful performance of a job.
It specifies,
1. Knowledge
2. skills
2. Background
3. Attitude
4. Experience
BASIS FOR
JOB DESCRIPTION JOB SPECIFICATION
COMPARISON
Meaning Job Description is a concise written The statement which explains the
statement, explaining about what are minimum eligibility requirements,
the major requirements of a for performing a particular job is
particular job. known as Job Specification.
Lists out Job title, duties, tasks and Employee's qualification, skills and
responsibilities involved in a job. abilities.
What is it? It expresses what a prospective It expresses what an applicant must
employee must do when he will get possess for getting selected.
the placement
Prepared from Job Analysis Job Description
Describes Jobs Job Holders
Comprises of Designation, place of work, scope, Educational qualifications,
salary range, working hours, experience, skills, knowledge, age,
responsibilities, reporting authority abilities, work orientation factors,
etc. etc.
JOB EVALUATION
MEANING:
It is the process of determining the relative worth of a job.
It is formal orderly and systematic technique of
determining the demands which the performance of a job
makes on workers.
DEFINITION:
Job evaluation is a process of etermining the relative worth
of the various jobs within the organisation, so that
differential wages may be paid to jobs of different worth.
- French
Methods of Job Evaluation
Ranking Method
Grading Method
Point Method
Factor comparison Method
Process of Job Evaluation
Have a plan meeting
Design and develop the plan
Categorize roles in your company
Communicate and implement your
structure
BASIS FOR
JOB ANALYSIS JOB EVALUATION
COMPARISON
Meaning Job Analysis is a careful Job Evaluation is an attempt of
study of each and every assessing the relative utility of a
aspect of a particular job. particular job in an
organization.
Nature of Process Comprehensive Comparative
Objective To develop the present To determine a fair wage of a
methods and techniques of job.
doing a job.
Techniques Questionnaire, Checklist, Non-Analytical system and
Interview, Surveys etc. Analytical system.
Advantage Recruitment & Selection, Helps in removing inequalities
Performance Appraisal, in the wage system, making a
Compensation etc. comparative analysis of each
job etc.
