STAFFING

PART- 1
XII BUSINESS STUDIES
 MEANING
Meaning
Staffing involves finding the right person for the right job having the right
qualification, doing the right job at the right time.
It is the function of management which makes sure your assets walk out
come back next day happily and satisfied.

STAFFING
 IMPORTANCE OF STAFFING
01 Filling the vacant job position 05 Growth of enterprise
of by a competitive personnel

06 Development of human
02 Contents Here
Placing right person at the resources
Contents Here
right job
07 Key to effectiveness of other
Optimum utilisation of functions
03
human resources

04 Helps inPowerPoint
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Importance of Staffing
1. Filling the vacant job position of by a
competitive personnel:- Staffing function
ensures that the job position should not
be vacant and it should be filled by a
competitive personnel.

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 2. Placing right person at the right job:-
In staffing function through proper
recruitment and selection process, right
person is giving right job

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3. Optimum utilisation of human
resources:-
Through proper planning employees are
hired in staffing function number and
type of employees are considered so
that there is no shortage no excess
employees.

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4. Helps in competing:- Two organisation
can easily acquire same type of physical
and financial resources but not human
resources. They are the most important
assets of an organisation they only helps
the organisation to win over it
competitors

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5. Growth of enterprise:- By appointing
efficient staff, staffing ensures
continuous survival and growth of the
enterprise.

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6.Development of human resources:-
staffing function does not end only with
appointment of employees it includes
training, promotion, compensation,
career advancement opportunity,
personality development, etc. these
activities motivates employees to
perform with their best ability

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7. Key to effectiveness of other
functions:- In staffing function we hire
employees who helps in performing rest
of the functions of management
without efficient staff no other function
can started.

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 STAFFING
PART- 1
XII BUSINESS STUDIES
 Human Resources Management

It is defined as the process of managing employees in a company and it involve hiring,

training and motivating employees.
It also includes activities related to liaison with the government, trade union, etc.
When these functions are carried out at small scale level we call it as staffing when these
functions are performed at large scale in big organisation there is a need to create a
separate department called human resources management department.
 Human resource management includes the following activities
01 Human resource planning:- It means determining the number and
type of personnel required to fill the vacant job position.

Contents Here
02 Employing people:- It includes recruitment, selection and placement of
personnel.

03 Career growth:- it includes training and development of employees

Performance appraisal:- Performance appraisal report is prepared

04 as per the performance of employees.
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05 Motivation:- Employees are motivated through financial and
non-financial incentives.

06 Compensation:-
Contents Here Salaries are paid along with extra benefits keeping
in mind their qualification. Contents Here

07 Providing social security:- Human resource management is responsible

for welfare of people

08 Review and audit:- Human resource management conduct audit of

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 STAFFING
PART- 1
XII BUSINESS STUDIES
 Staffing Process

Estimating man Power Training and

Requirement Development

Recruitment Performance appraisal

Selection Promotion and

Career Planning
Placement and
orientation Compensation
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1. Estimating man power requirement:-
Staffing process begins with estimating
the number and type of employees
needed by the organisation. The
following steps are followed

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 Estimating manpower Requirement
Work load analysis Work Force analysis
This requires finding Here existing workforce
numbers and types of are analysed and how
employees required to many of them under
perform various jobs burdened or
overburdened.
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Comparision
Manager compare both
the workload and
workforce. If workload is
more than work force, it
means under staffing and
more employee should be
hired and if work force is
more than workload, it
means over staffing the
employees should remove
or transfer to some where
else.
2. Recruitment:- t refers to the process of
inducing people to apply for the job
company can fulfil the vacant job position
from inside the organisation and outside
the organisation both has its merits and
demerits. When more number of people
apply for the job company can select the
most suitable candidates from a wider
choice
I

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3. Selection:- It refers to choosing the
most suitable candidate to fulfill the
vacant job position the selection is done
through a process called selection
process here no. of selected candidates
are less than no. of rejected candidates
hence it is a negative process

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4. Placement and orientation:- Placement
means putting the person on the job for
which he is selected orientation refers to
introduction of new employees to the
existing employees

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5. Training and Development:- After
selection of an employee, company
provide training to he new employee it
improve the performance of employees
and keep them motivated

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6. Performance Appraisal:-
It refers to evaluation of the performance
of employees against some standard
better performance of employees are
selected here.

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 7.Promotion and Career Planning:- On
the basis of performance appraisal report
employees are promoted to a higher job
position with more authority and pay.

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8. Compensation:- It is the financial
payment for the job. It includes direct
payments such as wages, salary, etc.
direct financial payments are of two
types.
A) Time Based and
B) Performance Based.

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 STAFFING
PART- 1
XII BUSINESS STUDIES
 ELEMENTS OF STAFFING

01 RECRUITMENT

Contents Here
02 SELECTION

03 TRAINING

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 TWO SOURCES OF RECRUITMENT

01 INTERNAL SOURCE - Here vacant job position are fulfill by existing

employees no outsiders are permitted to fill the vacant job position

Contents Here
02 EXTERNAL SOURCE - Here vacant job position are fulfill by outside the
organization company bring people from outside the organization

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Following methods of internal source of recruitment are:
 TRANSFER PROMOTION
It means shifting of employees from
It means shifting of employees from
one job position to other at the same
one job position to other at higher
level of authority salary of that
level with more authority salary of
employee would not change only
that employee would increase
place of working is changed.
e.g. promotion of clerk to accountant
e.g. Transfer of clerk from purchase
post.
department to account department.
 Advantages of Internal Source of recruitment
i) The manager are aware of the talents and abilities of existing
employees
ii) It is less expensive as compared to internal source
iii) It motivates the existing employees
iv) Less amount spent on training
v) Improvement of performance
vi) Less chance of turnover because existing employee are familier
with rule and regulation of company
vii) Trough transfer surplus employee can be shifted to other
department
 Disadvantages of Internal Source of recruitment
i) No fresh or new ideas will come in the organization
ii) There will be limited choice
iii) Not suitable for new organisation
iv) Frequent transfer may reduce the productivity of employee
v) Sometimes it raise conflicts among existing employees
Following methods of External source of recruitment are:
Direct recruitment:- This method is
most suitable for unskilled job
position. In this method
organization paste notice at the
gate of their office or factory.
Interested people walk in for
interview.

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Following methods of External source of recruitment are:
Casual callers:- Generally the large
organizations maintain an
application file in which they keep all
the pending applications which the
job seekers leave with the reception
this application file is considered as a
waiting list. Whenever there is a job
vacancy the suitable candidates from
the waiting list are called

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Following methods of External source of recruitment are:
Advertising:- The advertisement is
the most common and preferred
source of external recruiting the
ads in news paper, professional
journal, etc. e.g. For the job of an
accountant the advertisement can
be given in charted accountant
journal and other jobs are given in
local newspaper

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Following methods of External source of recruitment are:
Employment exchange:- The
employment exchange is the office
run by the government where in
the details about the job seekers
such as name, qualification,
experience, etc. is stored when the
organization approach
employment exchange the suitable
candidates are sent

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Following methods of External source of recruitment are:
Campus Recruitment:- Creating a
close liaison with the educational
institutes for the recruitment of
students with technical and
professional qualifications has
become a common practice of
external recruitment. Here
companies visit the technical,
management and professional
colleges to recruit the students
directly for the job positions.

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Following methods of External source of recruitment are:
Placement agencies and
management consultants:- There
are several private management
firms that act as a middleman
between job seekers and job
providers. These firms maintain
data of all the job seekers and
give their details to the companies
who are looking for men. They also
change fee for providing such
service.

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Following methods of External source of recruitment are:
Recommendation from present
employees:- Many firms recruit
employees by the help of
recommendation of existing
employees. This also shows the
trust of employer on existing
employees

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Following methods of External source of recruitment are:
Labour contractors:- labour
contractors are the people who
keep in touch with the labour in
villages and rural areas and
whenever there is any vacancy of
labour in a factory then contractor
will supply labour to businessman.

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Following methods of External source of recruitment are:
Advertising on television:-
Company telecast the job
requirement and type of
employees they require on
television

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Following methods of External source of recruitment are:
Web publishing:- In internet there
are certain websites specially
designed provide information
regarding job seekers and
companies which have vacant job
position these websites can be
visited by the job seekers as well
as companies. These websites are
Naukri.com, Monster.com, google
for job etc.

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 TWOofSOURCES
Advantages OFSource
External RECRUITMENT
of recruitment

i) Fresh and new talent come to the organization

ii) There is a wider choice in external source
iii) By using external recruitment the management can get qualified
and trained persons
iv) Through campus placement organisation can get employees with
latest technological knowledge
v) When outsiders join the organisation then it develops a
competitive spirit among existing employees.
 Disadvantages of External Source of recruitment

i) The morale of existing employees goes down

ii) It is expensive
iii) It new employees may not adjust in the rule and regulations of the
organization which means more turnover
iv) Time consuming
v) Expense of training and orientation
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 STAFFING
PART- 1
XII BUSINESS STUDIES
SELECTION PROCESS
1. Preliminary screening:-
It is done to eliminate the unqualified
candidates here basic question about
employees, qualification, school &
college, marital status, etc. are asked

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 2. Selection test:- To find out the
knowledge of the candidates a written
test is conducted. Following types of
test are conducted

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 Selection test

INTELLIGENCE APTITUDE PERSONALITY TRADE INTEREST

TEST TEST TEST TEST TEST
3. Employment interview:- Candidates
who qualify the test are called for
interviews. To conduct final interview a
panel of experts is called expert of
different field ask their question from
the candidates. Confidence level of
employees is also checked even
employees can clear their doubts
regarding the job.

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4. Checking references and background:-
Candidates has to give two reference
and after qualifying interview
organization check the reference about
the personal character of the
employees.

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5. Selection decision:- The candidates
who pass the test, interview and
reference check are included in
selection list.

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6. Medical examination:- Before giving
appointment letter the candidates
selected are sent for medical
examination some organization appoint
their own doctors to do the test and
some sign contract with hospitals to do
test.

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7. Job offer:- Candidates who clear the
medical test are given appointment
letter. In the letter the date of joining,
terms and conditions of job, etc. are
mentioned generally a reasonable time
is given to the candidates to join the
organization

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8. Contract of employment:- when
candidate accepts the job offer it refers
to signing of contract of employment
content of contract are the duty and
responsibilities of the employees
towards the job, pay, allowances, term
of the job leave rules, etc.

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 STAFFING
PART- 1
XII BUSINESS STUDIES
 Training & Development

Training is a process of teaching the basic skills the new and old employees so
that they can effectively perform their jobs. It is an act of increasing the
knowledge and skill of an employee for doing his/her job.

Development refers to overall growth of the employee development is much

wider in concept as compared to training. Training is the part of development.
training focus on present requirement of the organization but development
focus on present as well as future requirement of an organization.
64
 Need for Training and Development/ Benefits
01 Reduce learning time:- Training and development reduced learning
time as a trained employees always takes less time in learning the job
as compared to untrained employees
Contents Here
02 Attitude formation:- Training helps to develop the positive attitude of
employees.

Better performance:- The performance of trained employees is always

03
better than the performance of untrained employees. Training and
development programme improve their quality.

04 Helps in solving operational problems:- Training and development helps to

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05 Reduce Labour turnover:- Training and development helps
employees to stay in business for a long period

06 Managing
Contents Hereman power need:- Some organizations have machineries
but operating staff is not available is that case organization
Contents Here hire
untrained people and train them with the required skills

07 Helps to adopt changes:- With the help of training any changes in the
environment can easily adopted.

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 Benefits of training and development to employees

i) It improve the skills and knowledge of

employees which brings better career options
for them Contents Here

ii) A trained employee iv) Job security

can also earn more

iii) It increase satisfaction

and morale of employees v) Chances of promotion
Here employees are METHODS OF TRAINING
trained while they are
performing their jobs.
They learn by doing
this method is suitable ON THE JOB TRAINING
only for technical jobs. It means training the
Content Here
This method of training employees by taking
is avoided when them away from their
organization deal with working position which
heavy and expensive means employees are
machinery. given a break from the
OFF THE JOB TRAINING job and sent training
this is suitable for
managerial job
position.
 Common and popular techniques of
training under on the job method are:

1. Apprenticeship programme:-
in this programme a master worker is
appointed who guide the learner master
perform the job and learner observe
him performing when the learner learns
all the skills then learner performs the
job and master observe him performing
it is suitable for plumbers, electricians,
iron and steel workers, etc.
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2. Internship:- It is an agreement
between professional institutes and the
corporate sector where professional
institutes send their students to various
companies so that they can practice the
theoretical knowledge here students get
chance to practice under the real work
situation and also get stipend (less than
salary)

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3. Induction or orientation training:- It is
a process of receiving and welcoming an
employee when be first join the
company and giving him the basic
information he needs to settle down
quickly and happily start work it
develops the feeling of belongingness in
employees

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Common and popular techniques of
Training under
OFF THE JOB TRAINING METHOD

Vestibule school:- It means duplicate

model of organization
When machineries are heavy, complex
and expensive then on the job training
method is generally avoided and a
dummy model of machinery is prepared
and employees are getting training from
that dummy model when employees are
trained then they can how work in
original machinery.
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