#6 Staffing

Staffing
Staffing is the managerial function of recruitment, selection, training,

developing, promotion and of personnel. Staffing may be defined as the
process of hiring and developing the required personnel to fill in the
various positions in the organization. It involves estimating the number
and type of personnel required. It involves estimating the number and
type of personnel required, recruiting and developing them,
maintaining and improving their competence and performance.
According to Koontz and O’Donnell:
“The managerial function of staffing involves manuring the organizational
structure through proper and effective selection, appraisal and
development of personnel to fill the roles designed into the structure.”
Staffing is defined as, “Filling and keeping filled, positions in the

organizational structure. This is done by identifying work-force
requirements , inventorying the people available, recruiting, selecting,
placing, promotion, appraising, planning the careers, compensating,
training, developing existing staff or new recruits, so that they can
accomplish their tasks effectively and efficiently.”
Importance of Staffing
1. Staffing helps in discovering and obtaining competent and personnel
for various jobs.
2. It helps to improve the quantity and quality of the output by putting
the right person on the right job. 3. It helps to improve job satisfaction
of employees.
4. It facilitates higher productive performance by appointing right man
for right job.
5. It reduces the cost of personnel by avoiding wastage of human
resources.
6. It facilitates growth and diversification of business.
7. It provides continuous survival and growth of the business through
development of employees.
6 STEPS OF STAFFING PROCESS
1. Human Resource Planning: The purpose of human resource planning is to
ensure that the personnel needs of the organization will be met . The numbers
of personnel is enough to do the specific job.
Estimating Manpower Requirements:
Before starting the work, the manpower requirement of the organisation is

assessed. Here, two aspects need to be taken into account while determing the
requirement of manpower i.e. Type of Employees & Number of Employees.
Also the job requirement, desired qualification, relationship between different
jobs etc. is clearly drawn out.
Manpower planning involves two techniques in estimation viz. (a)
Workload analysis and (b) Workforce anyalysis.
(a) Workload analysis would enable an assessment of the number of an
types of human resources necessary for the performance of various
jobs and accomplishment of organisational objectives. Workload
analysis ensures that there is no burden and wastage of resources and
work is completed on time.
(b) Workforce analysis would reveal the number and type available to
fact such an exercise would reveal whether organisation is
understaffed, overstaffed or optimally staffed. Workforce analysis is for
the existing employees. It sees manpower employed and number of
manpower to be employed.
• 2. Recruitment:
• Recruiting involves attracting candidate to fill the positions in the
organization structure. Before recruiting, the requirement of positions
must be cleared identified. It makes easier to recruit the candidates
from the outside. Enterprises with a favourable public image find it
easier to attract qualified candidates.
“The term recruitment applies to the process of attracting potential
employees of the company.” - Mc Fariand,
“Recruitment is the process of searching prospective employees and

stimulating them to apply for the jobs in the organization.” - Flippo
According to ‘Dunn and Stephens’ recruitment methods can be

classified into three categories:
1) Direct Methods
2) Indirect Methods
3) Third Party Methods
1)Direct Methods
Include travelling visitors to educational and professional institutions,
employee’s contacts with public and manned exhibits and waiting lists.
2)Indirect Methods
Include advertising in newspaper radio, in trade and professional journals,
technical journals, brochures etc.
3)Third Party Methods

Includes the use of commercial and private employment agencies, state
agencies, placement offices of the colleges and universities, and professional
association recruiting firms.
Sources of Recruitment
The various sources of recruitment may be classified as:

A. Internal sources or from within the organisation
B. External sources or recruitment from outside.
3. Selection: The selection process involves evaluating the candidates
and choosing the one whose credentials match job requirements. The
one who fit for the job is the one who will be selected.
Selection is the process of choosing the most suitable person for the
current position or for future position from within the organization or
from outside the organization. The selection of managers is one of the
most critical steps in the entire process of managing.
Process of Selection
a) Receiving and screening the application : After receiving the
applications have to be screened. In this process the applications of
candidates without the requisite qualification are rejected.
b) Sending the Blank application form : After preparing the list of
candidates suitable for job, blank application forms will be sent to the
candidates. In this application form information should be given about
the name and address of the candidate, educational qualification,
experience, salary expected etc.
c) Preliminary Interview : The interviewer has to decide whether the
applicant is fit for job or not. By this interview the appearance, attitudes,
behaviour of the candidate can be known easily.
d) Administering Tests : Different types of test may be undertaken. Tests
are conducted for the knowledge of personal behaviour, efficiency of work
and interest.
Generally, following types of tests are conducted.
oAchievement Test
oAptitude test
oTrade Test
oInterest Test
oIntelligence Test
e) Checking References on Investigation of Previous History : Applicants
are generally asked to give names of at least two persons to whom the
firm may make a reference.
f) Interviewing : Interview is the most important step in the selection
procedure. In interview, the intimation given in the application form is
checked. Interview helps in finding out the physical appearance and
mental alertness of the candidate and whether he possesses the
required qualities.
Interviews may be of various kinds these are:
Direct Interview
Indirect Interview
Patterned Interview
Stress interview
Systematic in – depth interview
Board of panel interview
Group interview
g) Final Selection : On the basic of results of previous interview the
candidate is informed whether he/she is selected for the said post or
not.
4. Introduction and Orientation: This step integrates the selected employee
into the organization. Introduction where the selected employee will have a
formal presentation of the persons in the organization. While in orientation, it
is a program of introducing all the things about the organization.
5. Training and development: Concerned with organizational activity aimed at
bettering the job performance of individuals and groups
in organizational settings.
Training is an instrument of developing the employees by increasing their skills
and improving their behavior. Technical, managerial skills are needed by the
employees for performing the jobs assigned to the. Training is required to be
given to new employees as well as existing employees. The methods to be
used for training and the duration for which training should be given is decided
by the management according to the objectives of the training, the number of
persons to be trained and the amount of training needed by the employees.
Training leads to overall personal development. The major outcome of training is learning.
Trainees learn new habits, new skills, useful information that helps to improve their
performance.
Methods of Training
Development
Development is a continuous process. It is fox for refreshing
information knowledge and skills of the executives. In the case of
development, off the job methods are used. It provides wider them
capable to face organizational problems and challenges is a bold
manner. Management development is a planned systematic process of
learning. It is designed to induce behavioural change in individuals by
cultivating the mental abilities and inherent qualities through the
acquisition and Understanding of use of new knowledge.
6. Performance appraisal: Evaluating one’s performance in doing the
job.
Performance appraisal is one of the oldest and most accepted universal
principles of management. It refers to all the formal procedures used in
working organizations to evaluate the personalities, contributions and
potentials of group members. It is used as a guide by formulating a
suitable training and development programme to improve the quality
of performance in his present work. Performance appraisal is the
judgment of an employee’s performance in a job. It is also called as
merit rating. All managers’ are constantly forming judgment of their
subordinates and are continuously making appraisals.
It is the systematic evaluations of the individuals with respect to his
performance on the job and his potential for development. The
immediate superior is in-charge of such appraisal. The managerial
appraisal should measure both performances in achieving goals and
plans as well as all managerial function such as planning, organizing,
leading and controlling.
Objectives of performance appraisal:

1. To help a manager to decide the increase in pay on ground of merits.
2. To determine the future use of an employee
3. To indicate training needs.
4. To motivate the employees to do better in his or her present job.
5. To contribute the growth and development of an employee.
6. To identify employees for deputation to other organizations
7. To help in creating a desirable culture and tradition in the
organization.
8. To nominate employees for training programmes.

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Staffing

Staffing is the managerial function of recruitment, selection, training,

Staffing is defined as, “Filling and keeping filled, positions in the

Estimating Manpower Requirements:

Before starting the work, the manpower requirement of the organisation is

“Recruitment is the process of searching prospective employees and

According to ‘Dunn and Stephens’ recruitment methods can be

3)Third Party Methods

The various sources of recruitment may be classified as:

Objectives of performance appraisal:

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