Functions of

Management:
STAFFING
Learning Objectives
After the discussion, students are able to:
• Define the meaning of staffing
• Determine the importance of staffing in management
• Enumerate the factors that affect staffing
• Differentiate recruitment from staffing
• Evaluate the importance of training and development in an organization
WHAT IS Staffing?
Staffing is the process of filling positions/posts in the
organization with adequate and qualified personnel .

Staffing is the process of acquiring, deploying, and retaining a

workforce of sufficient quantity and quality to create positive
impacts on the organization's effectiveness.
 Staffing DEFINED
• According to McFarland,
“Staffing is the function by which managers build an
organization through the recruitment, selection, and
development of individuals as capable employees.”

• According to Koontz, O’Donnell and Heinz Weihrich,

“The management function of staffing is defined as filling
position in the organization structure through identifying
workforce requirements, inventorying the people available,
recruitment, selection, placement, promotion, appraisal,
compensation, and training of needed people.”
 Features of staffing function

 All pervasive function of management.

 Dynamic function.

 Vast scope.
 Main Objectives of Staffing
• To understand all functions in an organization.
• To understand manpower planning so that people are
available at right time and at a right place.
• To understand issues related to job analysis and to overcome
the problem.
Importance of Staffing Function
• Training and Development
• Effective Coordination
• Effective Recruitment & Placement
• Building effective human resource
• Optimum Use of Resources
• Enhances corporate image
• Job Satisfaction
Elements of Staffing

• Manpower planning
• Job analysis
• Recruitment and selection
• Training and Development
• Performance appraisal
• Manpower Planning
Manpower Planning which is also called as Human Resource
Planning consists of putting right number of people, right kind of
people at the right place, right time, doing the right things for which
they are suited for the achievement of goals of the organization.
Human Resource Planning has to be a systems approach and is
carried out in a set procedure. The procedure is as follows:
1. Analyzing the current manpower inventory
2. Making future manpower forecasts
3. Developing employment programs
4. Design training programs
• Job Analysis
Job Analysis also called work analysis is a process to
identify and determine in detail the particular job duties and
requirements and the relative importance of these duties for a
given job. It is a process where judgments are made about data
collected on a job.
An important concept of Job Analysis is that the analysis is
conducted of the Job, not the person. While Job Analysis data may
be collected from incumbents through interviews or
questionnaires, the product of the analysis is a description or
specifications of the job, not a description of the person.
Job Analysis
(Functional Job Analysis, Position analysis questionnaire)
A Basic Human Resource Management Tool
Human Resource
Tasks Responsibilities Duties Planning
Recruitment
Selection
Training and
Job
Development
Descriptions
Job Performance Appraisal
Analysis Job Compensation and
Specifications Benefits
Safety and Health
Employee and Labor
Relations
Knowledge Skills Abilities Legal Considerations
Job Analysis for Teams
Definitions
Job - Consists of a group of tasks that must be performed for an
organization to achieve its goals
Position - Collection of tasks and responsibilities performed by one
person; there is a position for every individual in an organization
Job analysis - Systematic process of determining the skills, duties,
and knowledge required for performing jobs in an organization
(functional job analysis , position analysis questionnaire)
Job description – document providing information regarding
tasks, duties, and responsibilities of job
Job specification – minimum qualifications to perform a particular
job
• Recruitment and Selection
Recruitment is the process of identifying that the
organization needs to employ someone up to the point at which
application forms for the post have arrived at the organization.
Selection then consists of the processes involved in
choosing from applicants a suitable candidate to fill a post.
• Training and Development
Training and development is a function of human
resource management concerned with organizational activity
aimed at bettering the performance of individuals and groups in
organizational settings. It has been known by several names,
including "human resource development", and "learning and
development".
• Performance Appraisal
A performance appraisal is a
review and discussion of an employee's
performance of assigned duties and
responsibilities. The appraisal is based on
results obtained by the employee in his/her
job, not on the employee's personality
characteristics. The appraisal measures
skills and accomplishments with
reasonable accuracy and uniformity. It
provides a way to help identify areas for
performance enhancement and to help
promote professional growth.
 SCOPE OF STAFFING
• Hiring
• Motivation
• Employee maintenance
• Human relations
 India has ample supply of unskilled workers than highly
qualified people.
 Companies start to change their staffing policy and prefer
less talented people.
 Child labor is prohibited.
 Provision are there relating to reservations for physically
handicapped people.
 Legal provision affects the staffing policy of an organization.
 Employment of women for job involving physical exertion is
usually avoided.
 Women are not offered with jobs involving continuous
travelling.
 Employers have to face the pressures from political parties or
politician as new recruitment.
 Concept of Employment to “Sons of the soil” is getting
popular in all countries.
 External Influences affect the staffing policy of business unit.
Internal Factors Affecting Staffing
 Organizational Image
 Past Practices
 Size of the Organization
 Organizational Business Plan
Recruitment
Process of locating, identifying,
and attracting capable
candidates
Can be for current or future
needs
Critical activity for some
corporations.
What sources do we use for
recruitment
 Definitions
 According to Edwin Flippo,

“Recruitment is the process of searching for

prospective employees and stimulating them to
apply for jobs in the organization.”
 Need of Recruitment
 Vacancies due to promotions, transfers, retirement, termination,
permanent disability, death and labour turnover.

 Creation of new vacancies due to growth, expansion and

diversification of business activities of an enterprise. New
vacancies are also possible due to job specification.
 School
Placement Employee
Referrals

Internal
Searches Recruitment
Voluntary
Sources Applicants

Employment
Agencies Advertisements
Internal Sources of Recruitment

 Promotions

 Transfers

 Internal Notifications(Advertisement)

 Former Employees
External Sources of Recruitment
 Campus Recruitment (Interview)

 Press Advertisement

 Recruitment through Management Consultants and

Private Employment Exchanges

 Walk-ins, Write-ins, Talk-ins Applicants

Selection

A series of steps from initial

applicant screening to final
hiring of the new employee.
 SELECTION

Selection is the
process of
getting the most
qualified
applicants from
among different
job seekers.
 SELECTION PROCESS

Step 1: Completing application materials.

Step 2: Conducting an interview.

Step 3: Completing any necessary tests.

Step 4: Doing a background investigation.

Step 5: Socialization

Step 6: Deciding to hire or not to hire.

Steps in Selection
 Step One – Reception of Applicants
Not all applicants are allowed to go through the entire process of
selection. Some of them are limited by means of “preliminary screening”
or “sight screening,” whereby the undesirable applicants are quickly
eliminated on the basis of rapid appraisal of their apparent
characteristics, such as age, height, physical condition, etc.
 Screening is the process by which the
applicants are being interviewed and
classified under two categories – those to
be given examinations and further
interviews, and those who should not be
considered at all. The first interview is
preliminary, and its purpose is to eliminate
those applicants who are clearly
unqualified.
Step Two – Preliminary Interview

The purposes of the interview are:

to find out how qualified the applicant
is for the vacancy;
to give the applicant the information
he needs in order to decide to take
the job if offered to him; and
to create goodwill for the company.
Step Three – Application Form

The application form is used:

As a guide when interviewing the applicant.
As a basis for eliminating applicants with unfavorable personal
data.
For matching the qualifications of the applicant with the job
requirements as indicated in the job description and job
specification.
For checking on the applicants’ school records, references, and
former employers.
As part of the employee’s permanent record and for
communicating with the employee or his family.
Step Four – Employment Test
The employment officer goes over the application
forms. On the basis of the information it contains and
from the impression the officer gathers at the
preliminary interview, he decides who should be
called in to take the employment tests. The purpose
of testing is to measure the applicant’s abilities which
cannot be gauged through interviews. They also help
make an objective comparison among applicants
Step Five – Final Selection by Immediate
Supervisor or Department Head
Employment involves three decisions:
 Management’s decision as to whom among the applicants
would best fit the job and should be hired.
 The applicant’s decision as to whether or not the job is the
right one for him after the supervisor has discussed the job
duties. Is he really interested in the job and does he want to
work for the company?
 The supervisor must decide if the applicant is the
kind of man who can be at work with him in his
team.
 Step Six – Physical and Medical
Examination

The selected applicant is required to pass a physical and medical

examination.
The purposes of physical and medical examination are:
 To prevent contamination of contagious disease.
 To prevent the hiring of liability employees which may result in
absenteeism, hospitalization expenses, etc.
• Step Seven – Hiring

When a candidate has passed all the

selection requirements and is chosen,
he is finally sent to the personnel
department for the completion of the
hiring process.
Step Eight – Orientation/Induction/Indoctrination

New employees are oriented on

company policies, rules and
regulations, and inducted or briefed
about his job by the immediate
supervisor or by the training officer.
 Difference : Recruitment & selection
RECRUITMENT
 To attract maximum number
of candidates.
 It creates application pool
as large as possible.
 Techniques are not very
intensive.
 Outcome is application
pool.
SELECTION
To choose the best out of the
available candidates.
It is a rejection process
where few are selected.
Highly specialized techniques
are required.
Outcome is the candidate who
is offered job.
 Training & development
“Training” is a short term process utilizing a systematic and organized
procedure by which non managerial personnel learn technical knowledge and
skills for a definite purpose”.

“Development” is a long term educational process utilizing a systematic

and organized procedure by which managerial personnel learn conceptual and
theoretical knowledge for general purpose”.
 TRAINING
Training according to the Labor Code of the
Philippines, is the systematic development of
the attitude/knowledge/behavior patterns for
the adequate performance of a given job or
task.
Generally, the new employee’s manager has
primary responsibility for training on how to
perform the job. Sometimes this is delegated to
a senior employee in the department.
Importance of training & development

 Increase In Efficiency

 Increase In Morale Of Employees

 Better Human Relations

 Reduced Supervision

 Increased Organizational Viability & Flexibility

MOVEMENTS
OF
PERSONNEL
MOVEMENTS OF PERSONNEL

• Transfer
The term transfer refers to the shifting of
employee from one position to another
without increasing his duties, responsibilities
or pay.
• PROMOTION
The term promotion refers to the shifting of
an employee to a new position which both his
status and responsibilities are increased.
Promotion are advantageous to the firm as
well as to the employee. Advancement in pay
that does not involve a move into a new job
classification is called a horizontal promotion.
An advancement that moves an employee
into a job with a higher rank or classification is
called a vertical promotion
 SEPARATION

Separation from the employment of the company may

either be temporary or permanent, voluntary or
involuntary.
 Lay- off is temporary and involuntary, usually traceable to a
negative business condition. It is customarily assumed that those
who are laid off will be reemployed as soon as the business
returns to normal.
 A discharge is a permanent separation of an employee, at the
will of the employer, a person may be discharged if he is not
competent in his job even after (as soon happens, but not
always) an honest effort has been made. Though transfer are
done to find a suitable job for him, a worker guilty of breaking
rules may be also be subject to a discharge if the seriousness of
the infraction merits such action, or if the worker has a history of
delinquency, as far as the rules are concerned.
Resignation is the voluntary and permanent
separation of an employee due to low morale,
low salary, etc. this is because resignation
connotes a positive meaning while discharge
is negative.
Retirement can either be voluntary or
involuntary. It is voluntary if an employee
retires upon reaching the number of years of
services in the company as provided for by its
policies. It is involuntary if one retires upon
reaching the retirement age of 65.
 Summary
Staffing is the most vital asset with an organization, without which it
cannot move ahead in the competitive world. It can be equated with
HR management as both have same sort of objectives. Staffing is an
open system approach. It is carried out within the enterprise but is
also linked to external environment.