BMB101 MANAGEMENT CONCEPTS

& ORGANIZATIONAL BEHAVIOUR

UNIT-2 STAFFING
 Concept of Staffing
•Staffing is an 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.
•Staffing is an integral part of the HRM process. It is a set of
activities aimed at attracting and selecting workers for the purpose
of achievement of the organization's goals.
•According to Koontz and O’Donnell, staffing involves manning the
organizational structure through proper and effective selection,
appraisal and development of personnel to assign the roles so
designed.
•On the other hand, effective human resource management is crucial
to the success of all organization, because of the importance of
hiring and maintaining a committed and competent staff in the
organization.
 Importance of Staffing
Importance of Staffing may be discussed herewith as follows –

•Staffing function help in discovering of qualified and obtaining competent

personnel for various jobs in the organization.

•Since the right person is recruited for the right jobs, it leads for maximum
productivity and higher performance.

•It promotes optimum utilization of human resources.

•It increases job satisfaction and morale of the workers through adequate
remuneration for each job.

•Since the staffing helpsto ensure maximum utilization of human

resources exist the labour costs per unit or production will be reduced.

•It ensures the continuityand growth of the organization, through development

managers.
CONTD...
•It help, business activities are not disrupted at any time due to shortage of
competent workers or excess of workers. Because it forecasts the correct
staff requirements for the present and for the long-term.

•It leads to efficient functioning of the organization due to systematic

programmes for the selection, training and appraisal of employees are
required by proper staffing function.

•The use of latest technology can be achieved by the right person, selected in
the organization.

•Employees now recognize the dignity of labour, there is awareness of the

role of performing the staffing function well; management can show the
significance it attaches to the human resource development.
 Steps of staffing
•There are following steps of staffing in an organization
including recruitment and selection as mentioned earlier. Such
as -
1.Manpower Planning: This is the first step in the process of
staffing. It is concerned with determining the number and
types of staff required for the organization.
2.Recruitment: It involves recruitment and selection of
personnel as needed in the organization. Recruitment refers to
identification of the sources of manpower availability and
making of efforts to secure applicants for the various job
positions in the organization.
3.Selection: It is the process of eliminating those who appear
unpromising. The purpose of this process is to determine
whether a candidate is suitable for employment in the
organization or not.
CONTD...
4.Placement: When a new employee reports for duty, he is to be
placed on the job for which he is best suited. Placement is a very
important process as it can ensure ‘right person doing the right job’.
5.Induction: Induction is concerned with the process of introducing or
orienting a new employee to the organisation. The new employees
are familiarised with their units, supervisors and fellow employees.
6.Training: Systematic training helps in increasing the skills and
knowledge of employees in doing their job. Various methods of
training can be used to enhance the knowledge and skills of the
employees.
7.Compensation: Remuneration of workers involves fixation of their
wages and salaries depending upon their level, nature of work,
degree of risk involved, etc.
CONTD...
8.Performance Appraisal: It is concerned with the rating or
evaluation of the performance of the employees. Transfer and
promotion of the staff are based on performance appraisal.
9.Promotion: It implies upgrading of an employee to a higher
post involving increase in rank, prestige or status and
responsibilities. Generally increase in pay accompanies
promotion but it is not essential ingredient and there can be a
dry promotion also.
10.Transfer: It implies movement of an employee from one job
to another without any increase in pay, status or
responsibilities. Usually transfer takes place between the jobs
having approximately the same salaries.
 Steps of Staffing
•The two basic steps involved in staffing are :
(i) Recruitment and
(ii) Selection.
•The recruitment process begins with finding and attempting to attract
candidates who are suitable for filling job vacancies.
•The recruitment process involves five steps:
(1) Performing job analysis,
(2) Designing job description,
(3) Identifying job specification,
(4) Attracting a pool of recruits,
(5) Selecting the best recruits.

However, Recruitment can be conducted internally as well as from external

sources.
 Functions of staffing
•There are different types of functions in staffing of an
organization. They are-
 The first and foremost function of staffing
is to obtain qualified personnel for different jobs
position in the organization.
 Staffingmakes the right person is recruited for
the right jobs, therefore it leads to maximum
productivity and higher performance.
 It helps inpromotingthe optimum utilization of
human resource through various aspects.
 Job satisfactionand morale of the workers
increases through the recruitment of the right
person.
 Staffing helps to ensure better utilization of human
resources.
 It ensures the continuity and growth of the organization,
through development managers.
 RECRUITMENT
•In the organizational management, Recruitment is understood
as the process of searching for and obtaining applicants for jobs
from whom right people can be selected.
•It ‘is the process of finding and attracting capable applicants for
employment. The process begins when new recruits are sought
and ends when their applications are submitted. The result is a
pool of applicants from which new employees are selected.’-
Werther and Davis.
•Recruitment process is the first step in creating a powerful
resource base. The process undergoes a systematic procedure
starting from sourcing the resources to arranging and
conducting interviews and finally selecting the right candidates
Recruitment & Selection Flow
 Importance of Recruitment
• Various grounds for which recruitment is felt important are
as follows-
i) Ensuring transparency: A recruitment and selection policy
ensures that all the procedures related to hiring and selection
are performed transparently, and all the members involved in
the process are following the recruitment process with having
complete confidence over the end- result.
ii) It helps to avoid discrimination: An effective recruitment and
selection policy ensures that the overall process is being
conducted in a fair and legitimate manner. It makes sure that
discriminatory behavior is avoided at any stage of the overall
recruitment process.
• Providing consistency: A recruitment and selection process that
is not consistent gives inconsistent results so that it is another
reason for having an effective recruitment and selection policy.
 Continued…..
iv) Lending credibility to organization: Another reason for
having a set of recruitment and selection policy is to show
that an organization is credible enough for applying. Today,
there are several job vacancies that are not genuine and many
candidates get trapped into the hands of fake companies.
v) Specifies an appropriate job description: Having a good
recruitment and selection policy is essential because it assists
the organization in writing an accurate job description.
vi) Ensures legitimacy: In every step of the recruitment process
for making a pool of suitable candidates by attracting them
to applying, almost every organization follow the legal
provisions of labour rules to protect the interest of the
organization as well as of the candidates.
 Process of Recruitment
•Generally, making the recruitment process successful,
following steps are maintained. Such as -
•Step-1, Recruitment planning: Recruitment planning is the
first step of the recruitment process, where the vacant
positions are analyzed and described. It includes job
specifications and its nature, experience, qualifications and
skills required for the job, etc.
•Step-2, Recruitment strategy: After completing the
preparation of job descriptions and job specifications,
recruitment strategy is the second step of the recruitment
process, where a strategy is prepared for hiring the
resources, the next step is to decide which strategy to adopt
for recruiting the potential candidates for the organization.
 Continued….
•Step-3, Searching the right candidates: Searching is the process of
recruitment where the resources are sourced depending upon the
requirement of the job. After the recruitment strategy is done, the
searching of candidates will be initialized.
•Step-4, Screening and short listing: Screening starts after completion
of the process of sourcing the candidates. Screening is the process of
filtering the applications of the candidates for further selection
process to separate operating divisions within an organization.
•Step-5, Evaluation and Control: Evaluation and control is the last
stage in the process of recruitment. In this process, the effectiveness
and the validity of the process and methods are assessed.
Recruitment is a costly process, hence it is important that the
performance of the recruitment process is thoroughly evaluated.
 SOURCES OF RECRUITMENT
Internal Recruiting
Internal recruiting should craft a policy that is fair and equitable to
internal applicants, that sets expectations for employees applying
for a position, and that is implemented consistently and
communicated openly throughout the organization.
External Recruiting
•When recruiting external talent, the recruiting function is very similar to the
marketing function, in that the organization is promoting both itself and
employment opportunities to potential candidates.
•Targeting passive or active candidates
• posting open positions on an employer's careers website and
commercial job boards target active job seekers.
• direct sourcing (directly approaching potential candidates, often at their
places of employment) via telephone and social media, such as LinkedIn target
passive job seekers
 Different sources of Recruitment
The internal sources of recruitment are:-
 Promotions : Promotion means to give a higher position, status,
salary and responsibility to the employee. So, the vacancy can
be filled by promoting a suitable candidate from the same
organization.
 Transfers : Transfer means a change in the place of employment
without any change in the position, status, salary and
responsibility of the employee. So, the vacancy can be filled by
transferring a suitable candidate from the same organization.
 Internal advertisements : Here, the vacancy is advertised within
the organization. The existing employees are asked to apply for
the vacancy. So, recruitment is done from within the
organization.
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 Retired Managers : Sometimes, retired managers may be recalled
for a short period. This is done when the organization cannot find
a suitable candidate.
 Recall from Long Leave : The organization may recall a manager
who has gone on a long leave. This is done when the organization
faces a problem which can only be solved by that particular
manager. After he solves the problem, his leave is extended.
•2. The external sources of recruitment are –
 Management Consultants : Management consultants are used for
selecting higher-level staff. They act as a representative of the
employer. They make all the necessary arrangements for
recruitment and selection. In return for their services, they take a
service charge or commission.
 Continued…external sources..
 Campus recruitment : The organization conducts interviews in the
campuses of Management institutes and Engineering Colleges.
Suitable candidates are selected by the organization based on
their academic record, communication skills, intelligence, etc.
 Recommendations : The organization may also recruit candidates
based on the recommendations received from existing managers
or from sister companies.
 Public advertisements : This advertisement gives information
about the company, the job and the required qualities of the
candidate. It invites applications from suitable candidates. This
source is the most popular source of recruitment.
 Deputation personnel : The organization may also recruit
candidates who are sent on deputation by the Government or
Financial or academic institutions or by holding or subsidiary
companies.