ORGANIZATION AND MANAGEMENT

Staffing: It’s Meaning, Nature and Importance in Business

Management
2nd Qtr. -Week 2 and 3

Meaning of Staffing:
The term ‘Staffing’ relates to the recruitment, selection, development, training and compensation
of the managerial personnel. Staffing, like all other managerial functions, is the duty which the
apex management performs at all times.

This definition includes all levels of management because those who will occupy positions in the
top two or three levels of management fifteen or twenty years from now are likely to be found in
the lower levels today. “The managerial function of staffing involves manning the organizational
structure through effective and proper selection, appraisal, and development of personnel to fill
the roles designed into the structure.” — Koontz and O’Donnell

Nature of Staffing:
Staffing is an integral part of human resource management. It facilitates procurement and
placement of right people on the right jobs. The nature of staffing function is discussed below:

1. People Centred: Staffing is people centred and is relevant in all types of organisations. It is
concerned with all categories of personnel from top to bottom of the organisation.

The broad classification of personnel may be as follows:

(i) Blue collar workers (i.e., those working on the machines and engaged in loading, unloading
etc.) and white collar workers (i.e., clerical employees).
(ii) Managerial and non-managerial personnel.
(iii) Professionals (such as Chartered Accountant, Company Secretary, Lawyer, etc.).

2. Responsibility of Every Manager: Staffing is a basic function of management. Every

manager is continuously engaged in performing the staffing
function. He is actively associated with recruitment, selection, training and appraisal of his
subordinates.

These activities are performed by the chief executive, departmental managers and foremen in
relation to their subordinates. It is the duty of every manager to perform the staffing activities
such as selection, training, performance appraisal and counseling of employees. In many
enterprises. Personnel Department is created to perform these activities.

3. Human Skills: Staffing function is concerned with training and development of human
resources. Every manager should use human relations skill in providing guidance and training to
the subordinates. Human relations skills are also required in performance appraisal, transfer and
promotion of subordinates.

4. Continuous Function: Staffing function is to be performed continuously. It is equally

important in the established organizations and the new organizations. In a new organization,
there has to be recruitment, selection and training of personnel.

Importance of Staffing:

1. It is of utmost importance for the organization that right kinds of people are employed.
2. They should be given adequate training so that wastage is minimum.
3. They must also be induced to show higher productivity and quality by offering them
incentives.

Effective performance of the staff function:

1. Efficient Performance of Other Functions

2. Effective Use of Technology and Other Resources
3. Optimum Utilization of Human Resources
4. Development of Human Capital
5. Motivation of Human Resources
6. Building Higher Morale

Characteristics or features of staffing:

1. Staffing is not a temporary exercise,
2. Staffing is a complex process,
3. Staffing is a logical exercise,
4. Staffing deals with present and future requirements,
5. Staffing involves people,
6. Responsibility for staffing,
7. Staffing is a managerial function!

ACTIVITY NO. 1:
1. The process of acquiring, deploying, and retaining a workforce of sufficient quantity and quality to
create positive impacts on the organization is called __.
a. staffing c. recruitment
b. selection d. placement
2. Which of the following statements is true regarding staffing?
a. The organization is the only active player in the staffing process.
b. The staffing process is composed of a series of interrelated parts.
c. The staffing process should only be viewed from the perspective of the individual (line) manager.
d. None of the above.
3. The process that involves the placement of new hires on the actual job they will hold is called
____________.
a. acquisition c. retention
b. deployment d. none of the above
4. The purpose of retention systems is to ___________.
a. attract qualified applicants to job openings in the organization
b. establish a good person-job match
c. manage the inevitable flow of employees out of the organization
d. establish a good person-organization match
5. The staffing practice in which an organization does selective hiring during downturns or recessions
that occur prior to a clear upturn in economic strategy is called ___________.
a. countercyclical hiring c. strategic hiring
b. cyclical hiring d. none of the above
6. The process involved in recruiting, hiring, training, evaluating, compensating, and laying off people is
called:
a. selection. c human resource management.
b. recruiting. d. human resource planning.
7. The first step in the human resource planning process is:
a. assessing future demand.
b. assessing future supply.
c. preparing forecasts of future human resource needs.
d. preparing a job analysis.
8. Which term describes a study of what is done by employees who hold various job titles?
a. job description. c. job specification
b. job analysis. d. inventory.
9. A job __________ is a summary of the objectives of the job, the type of work to be done, the
responsibilities and duties, the working conditions, and the relationships of the job to other functions.
a. analysis c. description
c. specification d. design
10. Which of the following is a written summary of the minimum qualifications required of a worker to
fill a specific job?
a. job design. c. job analysis.
b job description. d. job specification.
11. All of the following are sources of internal recruiting except:
a. transfers b. promotions
c. advertisements d. retrained employees
12. Which is not a step in the selection process?
a. filling out an application. c. taking a physical exam.
b. taking an employment test. d. none of the above.
13. The activity that orients new employees to the organization, to fellow employees, to their supervisors,
and to the policies of the company is called:
a. employee orientation b. on-the-job training.
b. networking. d. off-the-job training.
14. Which training programs are done in schools where employees are taught on equipment .
a. job simulation. b. vestibule training.
c. apprentice programs. d. off the job training.
15. An evaluation in which the performance level of employees is measured against established standards
in order to make decisions about promotions, compensation, additional training or hiring is called:
a. performance evaluation. c. performance appraisal.
b. performance analysis. d. orientation.

ACTIVITY 2 : Identification : Choose the correct answer on the box. Write only the letter of your
answer on a separate sheet of paper.

A - Blue collar jobs F - People Centered

B - White collar jobs G - Staffing
C - Human Skills H - Manager
D - Recruitment I - Selection
E - Professionals J - Training

___ 1. They are usually called as Clerical employees.

___ 2. It involves manning the organizational structure through effective and proper selection, appraisal,
and development of personnel.
___ 3. It is concerned with all categories of personnel from top to bottom of the organization.
___ 4. It is a performance appraisal, transfer and promotion of subordinates.
___ 5. Employees working on the machines.
___ 6. Person who is continuously engaged in performing the staffing function is called___.
___ 7. Chartered Accountant, Company Secretary, Lawyer are good examples of _______.
___ 8-10 3 Functions of Staffing

ORGANIZATION AND MANAGEMENT

2nd QTR - WEEK3

What is Recruitment?
Recruitment is the process in which people are offered selection in an organization. It is when
prospective employees are searched for and are then encouraged to apply for jobs within the
organization.

Specific tasks involved in the process of recruitment include:

1. Analyzing job requirements
2. Advertising the vacancy
3. Attracting candidates to apply for the job
4. Managing response
5. Scrutinizing applications
6. Shortlisting candidates

Recruitment activities are typically performed by Human Resource practitioners, either internally
or externally. Internal recruitment sources are promotion, transfers, retrenched employees,
contact or references, ex-employees, retired employees, etc.
External recruitment sources are recruitment through advertisement, campus recruitment,
recruitment by employee exchanges, recruitment by third parties, internet recruitment,
unsolicited applicants, etc.
What is Selection?

Selection is the process of identifying an individual from a pool of job applicants with the
requisite qualifications and competencies to fill jobs in the organization. This is an HR process
that helps differentiate between qualified and unqualified applicants by applying various
techniques. The term ‘selection’ comes with the connotation of placing the right person in the
right job. Selection is the process in which various strategies are employed to help recruiters
decide which applicant is best suited for the job. Some activities include:
1. Screening
2. Eliminating unsuitable candidates
3. Conducting an examination (aptitude test, intelligence test, performance & personality test)
4. Interviews

5. Checking references
6. Medical tests

The selection process is a largely time-consuming step in an employee’s hiring experience. HR

managers must carefully identify the eligibility of every candidate for the post, being careful not
to disregard important factors such as educational qualification, background, age, etc.

Key Differences of Recruitment and Selection:

The process of recruitment involves the development of suitable techniques for attracting more
candidates to a position vacancy, while the process of selection involves identifying the most
suitable candidate for the vacancy. Recruitment precedes the selection process, and the selection
process is only completed when a job offer is created and given to the selected candidate by
appointment letter.

In order to thoroughly understand the difference between recruitment and selection, there are
certain points to keep in mind.

1. Recruitment is the process of finding candidates for the vacant position and encouraging them
to apply for it. Selection means choosing the best candidate from the pool of applicants and
offering them the job.

2. Recruitment is a positive process aimed at attracting more and more job seekers to apply.
Selection is a negative process, rejecting unfit candidates from the list.

3. Recruitment has the recruiter paying less attention to scrutinizing individual candidates,
whereas Selection involves a more thorough examination of candidates where recruiters aim
to learn every minute detail about each candidate, so they can choose the perfect match for the
job.
4. Recruitment is less time-consuming and less economically demanding, as it only involves
identifying the needs of the job and encouraging candidates to apply for them. Selection
involves a wide range of activities, which can be both time-consuming and expensive.

5. Recruitment, communication of vacancy is done so through various sources such as the

internet, newspaper, magazines, etc., and distributes forms easily so candidates can apply.
Selection process, assessment is done so through various evaluation stages, such as form
submission, written exams, interviews, etc

TRAINING AND DEVELOPMENT

Training and Development is a structured program with different methods designed by

professionals in particular job. It has become most common and continuous task in any
organization for updating skills and knowledge of employees in accordance with changing
environment.

Training is the process of improving and polishing the required Skills to an employee in order to
make him/her skilled and perfectionist in the job which he / she does. Training is purely job
focused but development is psychology and soft skills oriented.

Employee development is psychological oriented mainly provided for people who deals with
managerial tasks.

Traditional Approach – Most of the organizations before never used to believe in training.
They were holding the traditional view that managers are born and not made. There were also
some views that training is a very costly affair and not worth. Organizations used to believe more
in executive pinching. But now the scenario seems to be changing.

Modern approach of training and development is that Organizations have realized the
importance of corporate training. Training is now considered as more of retention tool than a
cost.

Responsibilities of the HR Training and Development Manager :

1. responsible for the organization's staff training requirements, programs, and career
development needs.

2. supervise training staff, plan and administer training seminars

3. manage conflict resolution, team building, and employee skill evaluations.

TRAINING AND DEVELOPMENT OBJECTIVES

The principal objective of training and development division is to make sure the availability of a
skilled and willing workforce to an organization.

a. Individual Objectives – help employees in achieving their personal goals, which in turn,
enhances the individual contribution to an organization.

b. Organizational Objectives – assist the organization with its primary objective by bringing
individual effectiveness.

c. Functional Objectives – maintain the department’s contribution at a level suitable to the

organization’s needs.

d. Societal Objectives – ensure that an organization is ethically and socially responsible to the
needs and challenges of the society.

In the field of human resource management, training and development is the field concerned
with organizational activity aimed at bettering the performance of individuals and groups in
organizational settings..

Training and development encompasses three main activities: training, education, and
development.
Training - This activity is both focused upon, and evaluated against, the job that an individual
currently holds.

Education - This activity focuses upon the jobs that an individual may potentially hold in the
future, and is evaluated against those jobs.

Development - This activity focuses upon the activities that the organization employing the
individual, or that the individual is part of, may partake in the future, and is almost impossible to
evaluate.

The “ROLE of the Training & Development Team:

The "stakeholders" in training and development are categorized into several classes.

The sponsors of training and development are senior managers.

The clients of training and development are business planners. Line managers are responsible
for coaching, resources, and performance.

The participants are those who actually undergo to the processes the hired applicants.

The facilitators are Human Resource Management staff, and the providers are HR
Specialists in the field.

Each of these groups has its own agenda and motivations, which sometimes conflict with the
agendas and motivations of the others.
ACTIVITY 1:

TRUE OR FALSE

1.The most commonly found inappropriate questions on application forms include questions involving
past salary levels, age, driver’s license information and Social Security numbers.

2.The demographic information required for affirmative action should be included in the application
form.

3. Selection tests are used to identify applicant skills that cannot be determined in an interview process.

4. It is recommended that candidates be interviewed before administering selection tests.

5. An interview is really a verbal test of the candidate, with no clear right or wrong answers.

6. Unstructured interviews require candidates to give real examples of past actions and results and are
based on the theory that past behavior is a good predictor of future behavior.

7. As much as 40 percent of applicants lie about their work histories and educational backgrounds and
credentials.

8. Many organizations use promotion from within as a motivation tool and a reward for good work or
longevity with the organization.

9. The most common method to find qualified applicants from inside the organization is the grapevine.

10. The more technically specific the job, the broader the geographic area of recruitment.

ACTIVITY 2:

Identify the role of the training and Development Team. Use an extra sheet of paper to draw and write
your answers.
ACTIVITY 3:

You graduated with a Bachelor’s Degree in a reputable school in Manila. Upon receiving your College
Diploma and Transcript, you plan to apply for a vacant position that fits to the degree you earned.

1. Write an application letter and a personalized Resume with the following information:

a. Personal Information
b. Educational Background
c. Work experience
d. References

ACTIVITY 4:

(POSTERS OR ADVERTISEMENT)

Great news! Just as expected,

Your Company is growing! Sales are at record high levels, and the CEO has approved hiring five new
production team members. Your job is to design a recruitment and hiring plan. Your plan should include:

Design a Recruitment Plan

1. A brief job description of the position (information obtained from the job analysis you have already
completed).

2. The plan and activities for recruitment.

a. Requirements for hiring an applicant
b. Examination