21 Staffing

Dr.Shafali Nagpal

22.1  Learning Objective

22.2  Introduction & Background

22.3  Definitions and Nature

22.4  Importance of MBO

22.5  Process of MBO

22.6  Developing a Framework for strategic HR Staffing

22.7  Staffing- Related HR Capabilities

22.8 Summary

Learning Objectives

After completing this module, you will be able to:

1. To understand the concept and fundamental of staffing
2. To explore the different aspects of staffing
3. To gain the first-hand familiarity with prevailing staffing practices in the organization

Introduction

In the past, the human resource has developed to turn out to be an essential component of the organization. The human resource management is to plan, develop, and administer policies and packages designed to make expeditious use of a company’s human assets. The term ‘Staffing’ relates to the recruitment, selection, improvement, training and reimbursement of the managerial personnel. Staffing, like several other managerial capabilities, is the duty which the top management to control and perform at all times. In a new business, staffing could be third step-next to planning and organizing, however in a successful business enterprise the staffing approach is non-stop. As a way to define and clarify the group of employees covered in the staffing idea, it should be stated that the staffing function is concerned about the location, increase and development of all of the employees of the organization whose purporse it is to get things done.

This module addresses activities important to develop a framework for staffing: a) knowledge the qualities of a HR function, b) growing an aligned HR shape based totally on HR method, and c)   thinking about internal versus external HR. Then we will discusses critical steps in staffing retained HR functions and problems associated with outsourcing, which includes selecting companies and managing with outsourcing relationships. The module concludes with a dialogue of assessing the effectiveness of HR staffing.

Background

Effective management and leadership involve creative problem solving, motivating employees and making sure the organization accomplishes objectives and goals. There are five functions of management and leadership: planning, organizing, staffing, coordinating and controlling. These functions separate the management process from other business functions such as marketing, accounting and finance.

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In a company, it’s human beings which carry out the numerous jobs which can be required for its functioning. They are an essential support of the employer. HR provides the expertise, competencies, knowledge, and executes to gain the organizational goals and objectives. In fact, the performance of the corporation largely depends on its human resource. Therefore the staffing feature of the management is a crucial function and it involves within the building of the organizational body of workers. In staffing, the challenge is to provide proper man or woman for every job, induct him/her with the job and within the organisation and to offer for his or her lengthy-range increase and welfare as contributors of the business enterprise.

Staffing is that a part of the procedure of control that’s concerned with acquiring, developing, using, appraising, remunerating and retaining humans resources so that right persons are available at the right positions and at the appropriate time in the organisation. In the easy phrases, staffing in management is ‘setting human beings to jobs’. Staffing supposedly can’t be finished once and for all, considering employees are often leaving, getting fired, and retiring on regularly basis, so enterprise keeps generating new positions, and these must be filled. Actually the process of staffing is ever going procedure for an organisation. The first step in the procedure of staffing is to recognize the process requirements. Its deals with determining factors individually (i) the variety, and (ii) the type of personnel required. This may be accomplished by way to organize human resource as useful resource planning in the corporation.

Four constructing blocks for the staffing feature is (i) the department of work, (ii) the departmentalization, (iii) the hierarchy, and (iv) the coordination.

Definition of staffing

Staffing is described as, “filling and retaining vacant positions inside the organizational structure. This is accomplished by using figuring out desired job requirements, inventorying the human resource, recruiting, deciding on, placing, promoting, appraising, planning the careers, compensating, education, developing a current body of workers or recruits, so as to accomplish their responsibilities correctly and successfully.”

The definitions of the staffing feature as given by way of the different managers/ specialists are given underneath.“The managerial characteristic of staffing involves maturing the organizational structure through proper and effective choice, appraisal and development of employees to fill the jobs designed into the shape.” – Koontz and O’ Donnell

“Staffing pertains to the recruitment, choice, improvement, education, repayment of subordinate managers.” – Theo Haimann

“Staffing is the characteristic using which managers construct an organization through the recruitment, selection, and improvement of people as capable employees.” – McFarland

Nature of the staffing

The subsequent points describe the nature of the staffing function.

• Staffing is a critical managerial function. Staffing feature is usually the sub-feature of the organizing characteristic. All the five functions of the control viz. making plans, organizing, directing, coordinating, and controlling rely on the personnel of the corporation that is made available through the staffing function.

• Staffing is a pervasive activity. It is done in each business enterprise and at all the degrees of the control in the enterprise.

•  Staffing is a continuous process. This is because of the fact that the feature of staffing continues at some point of the stage of the business enterprise.

• Staffing function is efficient management of personnels- The function of staffing enables in putting proper persons on the right job. It can be achieved efficiently by proper recruitment tactics and efficiently managing by a system or proper procedure, that is, training and development, providing remuneration, etc.

• Staffing is performed by all managers depending upon the nature of business, size of the company, qualifications and skills of managers,etc. All levels of management are involved in the process of staffing directly or indirectly. In small companies, the top management generally performs this function. In medium and small scale enterprise, it is performed especially by the personnel department of that concern.

The human resource staffing function consists of responsibility for recruitment and hiring, compensation and advantages, training and development, criminal compliance, discipline, and employment termination.

Following diagram shows the initial step of recruitment of staff. First is check recruitment requisition and then deciding criteria of selection for that particular job. This step is followed by advertising and inviting applications from those possessing the requisite qualifications, skills etc. scrutiny is done based on pre decided criteria, after assessment selected candidates are invited for the interview. Rest are rejected. If during the interview the candidate matches with the required criteria, the candidate is required to move further in the selection process like second interview or next step, If one qualifies all the steps of recruitment, he/she is selected and rest are rejected during the process.

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Understanding the fundamentals of HRM can help any manager lead more effectively. Every manager should understand the following three principles:

All managers are human resource managers.

Human Resource is the most important asset of an organization than buildings or equipment. Organizations achieve competitive edge through its efficient employees.

Human resource management is a matching process; it must match the needs of the organization with the needs of the employee.

Importance of staffing

The staffing function is a vital part of management due to the following reasons.

• Staffing helps in discovering and acquiring active personnel for different jobs.
• It helps optimum usage of the human sources.
• It facilitates in growing experts in every area of organization.
• It enables to improve the quantity and efficiency of the output through selecting the proper person at the proper task.
• It facilitates in growing abilities in the business enterprise to withstand the challenges.
• It helps to enhance job satisfaction of the employees and subsequently their morale.
• It enables better performance of the corporation by appointing a proper person for proper task.
• It facilitates expansion and diversification activities within the organisation.
• It gives for the improvement of the personnel, and via training and development and thus providing non-stop survival and growth of the business enterprise.

Process of staffing

The method of the staffing function involves human aid planning i.e. estimating the size and nature of the personnel required for the recruitment and selection of the first-rate applicants to teach, to induct, to reward and to have regular and powerful communiqué with them. The technique of staffing includes the subsequent steps.

• Manpower planning – its miles the very first step of the staffing function. It includes forecasting and determining the destiny manpower needs of the corporation. It’s miles the estimation of the desired manpower retaining in view the present and future wishes of the business enterprise. It’s far seemed as the quantitative and qualitative size of labor pressure required by way of the business enterprise. It involves in growing and evaluating the manpower inventory after thinking about the development of the desired talents a few of the present employees via their merchandising and development.

Following are some of the problems of manpower planning in organizations

1.      Lack of sufficient records and information on manpower.

2.      Lack proper retrieval system in many organizations.

3.      Lack of skilled/ semi skilled labour and educated manpower

4.      Under Utilization of Manpower

5.      Absenteeism

6.      Manpower Control and Review:

a. Any increase in manpower is considered at the top level of management

b. On the basis of manpower plans, personnel budgets are prepared. These act as control mechanisms to

keep the manpower under certain broadly defined limits.

c. The productivity of any organization is usually calculated using the formula:

Productivity = Output / Input

. But a rough index of employee productivity is calculated as follows:

Employee Productivity = Total Production / Total no. of employees

d. Exit Interviews, the rate of turnover and rate of absenteesim are source of vital information on the satisfaction level of manpower. For conservation of Human Resources and better utilization of men studying these condition, manpower control would have to take into account the data to make meaningful analysis.

e.Extent of Overtime: The amount of overtime paid may be due to real shortage of men, ineffective management or improper utilization of manpower. Manpower control would require a careful study of overtime statistics.

7.  Lack of proper Computerised Information system on manpower planning and utilization.

• Recruitment – once the necessities are regarded, the company invitations and solicits programs from the proper applicants. Recruitment is a nice method of looking for prospective employees and stimulating them to apply for the jobs within the business enterprise. It’s far the technique of making the application pool. It’s far the technique to draw most quantity of applicants so that you can have more alternatives for the selection. In other words, recruitment stands for coming across the supply from in which ability employees are in all likelihood to be decided on. The medical recruitment results in greater productivity, better wages, higher morale, discount in the employees’ turnover and better recognition for the corporation. For the method of recruitment high abilities aren’t important.
• Selection – it’s for the screening step of staffing wherein the solicited packages of those candidates who aren’t located suitable as according to the necessities of the notified put up are screened out. Its miles the process of removal of the applicants who seem unpromising for the publish. It’s far the technique of choosing the first-rate among the utility pool. The cause of selection manner is to determine whether a candidate is appropriate for employment inside the enterprise or no longer and involve rejection of the applicants not discovered suitable. Selection manner desires high talents on the grounds that simplest those are to be decided on which are healthy for the activity. The chief aim of the manner of choice is deciding on the right form of candidates to fill in numerous positions inside the agency. Choice procedure requires exactness. A properly deliberate choice technique is of utmost importance for the organization.
• Placement and orientation –as soon as selection manner is over, the selected candidates are appointed. After this, the position of the appointed personnel takes area by way of placing proper guy at the proper process. It method putting the designated worker on the activity for which he is chosen. Orientation is the creation of the selected worker with the process. he is made acquainted with the paintings units and paintings environment via the orientation programs.
• Training – After appointment of an employee, the most crucial and set up a part of the personnel program is to impart schooling to the brand new comer. With the rapid technological changes, the need for education personnel is being increasingly more recognized on the way to hold the employees in touch with the brand new developments. Training is commonly given in step with the character of sports and scope of enlargement in it. Its important given to acquaint the appointed employees with the techniques and the tactics which they’re required to observe for the task. It offers the appointed employees advantages of in-depth expertise in their practical areas. it is essential that the organization has a scientific education program in any other case employees will try and research the job by trial and errors that could prove to be a very expensive method.
• Development – a valid staffing policy inside the company requires the system of the development of the personnel so they can take higher obligations. The manner of development is for making ready the employees the for style of jobs. It widens their outlook and enhances their conceptual ideas. It opens promotional avenues for them and for that reason offers for his or her increase inside the enterprise. With the avenues of boom available the personnel do now not get annoyed and remains influenced and this helps in getting more suitable output from him.
• Promotion – promoting implies upgrading of a worker to a higher role related to increase in rank, status or status. It normally includes shifting the worker to a better activity which requires bigger duties. Generally growth in pay and enhancement of powers accompanies promotion however it is not critical substances. Promotion can be given to the employees inside the identical department in which they may be working or by using transferring them to distinctive department where comparable process opportunities are to be had to them.
• Job rotation – It usually implies motion of the employees from one job to some other without any growth in pay, reputation or duties. Typically employees are transferred to special work gadgets and branches of the organization. Normally transfer takes vicinity among jobs paying about the identical salaries but sometimes personnel are also transferred all through their merchandising. Employees of the organization who have been identified for taking over of better positions inside the business enterprise are being transferred to distinct departments with a purpose to examine intricacies of the functioning of various departments. This allows them once they absorb positions inside the better management.
• Appraisal – it’s far typically carried out in order to keep a song or report of the behavior, attitudes in addition to opinions of the personnel towards their jobs. Appraisal of employees well-known shows as to how correctly the worker appears in this process. Appraisal of the employees is likewise completed to recognize their aptitudes and different features vital for appearing the activity assigned to them. The characteristics of which the personnel are generally apprised through performance appraisal include (i) ability to do work, (ii) spirit of co-operation, (iii) activity expertise, (iv) discipline and sincerity, (v) managerial capacity, (vi) Self-assurance, (vii) initiative, (viii) trouble fixing abilities, and (ix) intelligence and so on. The main goal of overall performance appraisal is to enhance the performance of the personnel by way of mobilizing their best feasible efforts and via the achievement of the targets and the dreams of the organization.
• Remuneration- its miles a form of compensation provided monetarily to the employees for their work performances. That is given in step with the nature of activity- professional or unskilled, physical or intellectual, etc. Fixation of remuneration is the maximum tough and complicated feature of the control considering there isn’t any exact or actual manner to determine the appropriate wages. Activity evaluation is one of the systematic techniques to decide the worth of the task, but a lot remains to be executed in this regard.

Summary

Let u snow summarize staffing. It pertains to the recruitment, choice, improvement, education, repayment of subordinate managers. Four constructing blocks for employer to decide about staffing is (i) the department of work, (ii) the departmentalization, (iii) the hierarchy, and (iv) the coordination.

The human resource staffing characteristic consists of obligation for recruitment and hiring, compensation and advantages, training and development, criminal compliance, discipline, and employment termination. In this module we understood the nature, importance of staffing. The process of staffing includes Manpower planning, Recruitment, selection, placement and Orientation, Training, development, promotion, job rotation, appraisal and rotation. We also studied the developing framework for strategic HR staffing.

References

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4. Kootnz & O’Donnell, Principles of Management.
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6. Stephen P Robbins, David A Decanzo, Fundamentals of Management, 3rd Edition, Pearson Education, 2002.
7. Kotler, P. (1991). Marketing Management. 7th ed. Prentice-Hall
8. David, F.R. (2009). Strategic Management: Concepts and Cases. 12th ed. FT Prentice Hall.