Definition of staffing

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, promoting, appraising,
planning the careers, compensating, training, developing existing staff or new recruits, so that they can accomplish their
tasks effectively and efficiently.

The managerial function of staffing involves manning the organization structure through proper and effective
selection, appraisal and development of the personnels to fill the roles assigned to the employers/workforce.
According to Theo Haimann, Staffing pertains to recruitment, selection, development and compensation of
subordinates.

Nature of Staffing Function

1.

Staffing is an important managerial function- Staffing function is the most important mangerial act
along with planning, organizing, directing and controlling. The operations of these four functions depend
upon the manpower which is available through staffing function.

2.

Staffing is a pervasive activity- As staffing function is carried out by all mangers and in all types of
concerns where business activities are carried out.

3.

Staffing is a continuous activity- This is because staffing function continues throughout the life of an
organization due to the transfers and promotions that take place.

4.

The basis of staffing function is efficient management of personnels- Human resources can be
efficiently managed by a system or proper procedure, that is, recruitment, selection, placement, training
and development, providing remuneration, etc.

5.

Staffing helps in placing right men at the right job. It can be done effectively through proper
recruitment procedures and then finally selecting the most suitable candidate as per the job
requirements.

6.

Staffing is performed by all managers depending upon the nature of business, size of the company,
qualifications and skills of managers,etc. 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.

Recruitment is of 2 types
1.

Internal Recruitment - is a recruitment which takes place within the concern or organization. Internal
sources of recruitment are readily available to an organization. Internal sources are primarily three Transfers, promotions and Re-employment of ex-employees.
Internal recruitment may lead to increase in employees productivity as their motivation level increases. It
also saves time, money and efforts. But a drawback of internal recruitment is that it refrains the
organization from new blood. Also, not all the manpower requirements can be met through internal
recruitment. Hiring from outside has to be done.
Internal sources are primarily 3

2.

a.

Transfers

b.

Promotions (through Internal Job Postings) and

c.

Re-employment of ex-employees - Re-employment of ex-employees is one of the internal

sources of recruitment in which employees can be invited and appointed to fill vacancies in the
concern. There are situations when ex-employees provide unsolicited applications also.

External Recruitment - External sources of recruitment have to be solicited from outside the
organization. External sources are external to a concern. But it involves lot of time and money. The
external sources of recruitment include - Employment at factory gate, advertisements, employment
exchanges, employment agencies, educational institutes, labour contractors, recommendations etc.
a.

Employment at Factory Level - This a source of external recruitment in which the applications
for vacancies are presented on bulletin boards outside the Factory or at the Gate. This kind of
recruitment is applicable generally where factory workers are to be appointed. There are people
who keep on soliciting jobs from one place to another. These applicants are called as unsolicited
applicants. These types of workers apply on their own for their job. For this kind of recruitment
workers have a tendency to shift from one factory to another and therefore they are called as
badli workers.

b.

Advertisement - It is an external source which has got an important place in recruitment

procedure. The biggest advantage of advertisement is that it covers a wide area of market and
scattered applicants can get information from advertisements. Medium used is Newspapers and
Television.

c.

Employment Exchanges - There are certain Employment exchanges which are run by
government. Most of the government undertakings and concerns employ people through such
exchanges. Now-a-days recruitment in government agencies has become compulsory through
employment exchange.

d.

Employment Agencies - There are certain professional organizations which look towards
recruitment and employment of people, i.e. these private agencies run by private individuals
supply required manpower to needy concerns.

e.

Educational Institutions - There are certain professional Institutions which serves as an

external source for recruiting fresh graduates from these institutes. This kind of recruitment done
through such educational institutions, is called as Campus Recruitment. They have special
recruitment cells which helps in providing jobs to fresh candidates.

f.

Recommendations - There are certain people who have experience in a particular area. They
enjoy goodwill and a stand in the company. There are certain vacancies which are filled by
recommendations of such people. The biggest drawback of this source is that the company has
to rely totally on such people which can later on prove to be inefficient.

g.

Labour Contractors - These are the specialist people who supply manpower to the Factory or
Manufacturing plants. Through these contractors, workers are appointed on contract basis, i.e.
for a particular time period. Under conditions when these contractors leave the organization,
such people who are appointed have to also leave the concern.

Employee Selection Process

Employee Selection is the process of putting right men on right job. It is a procedure of matching organizational
requirements with the skills and qualifications of people. Effective selection can be done only when there is
effective matching. By selecting best candidate for the required job, the organization will get quality performance
of employees. Moreover, organization will face less of absenteeism and employee turnover problems. By
selecting right candidate for the required job, organization will also save time and money. Proper screening of
candidates takes place during selection procedure. All the potential candidates who apply for the given job are
tested.
But selection must be differentiated from recruitment, though these are two phases of employment process.
Recruitment is considered to be a positive process as it motivates more of candidates to apply for the job. It
creates a pool of applicants. It is just sourcing of data. While selection is a negative process as the inappropriate
candidates are rejected here. Recruitment precedes selection in staffing process. Selection involves choosing the
best candidate with best abilities, skills and knowledge for the required job.
The Employee selection Process takes place in following order1.

Preliminary Interviews- It is used to eliminate those candidates who do not meet the minimum eligiblity
criteria laid down by the organization. The skills, academic and family background, competencies and
interests of the candidate are examined during preliminary interview. Preliminary interviews are less
formalized and planned than the final interviews. The candidates are given a brief up about the company
and the job profile; and it is also examined how much the candidate knows about the company.
Preliminary interviews are also called screening interviews.

2.

Application blanks- The candidates who clear the preliminary interview are required to fill application
blank. It contains data record of the candidates such as details about age, qualifications, reason for
leaving previous job, experience, etc.

3.

Written Tests- Various written tests conducted during selection procedure are aptitude test, intelligence
test, reasoning test, personality test, etc. These tests are used to objectively assess the potential
candidate. They should not be biased.

4.

Employment Interviews- It is a one to one interaction between the interviewer and the potential
candidate. It is used to find whether the candidate is best suited for the required job or not. But such
interviews consume time and money both. Moreover the competencies of the candidate cannot be
judged. Such interviews may be biased at times. Such interviews should be conducted properly. No
distractions should be there in room. There should be an honest communication between candidate and
interviewer.

5.

Medical examination- Medical tests are conducted to ensure physical fitness of the potential employee.
It will decrease chances of employee absenteeism.

6.

Appointment Letter- A reference check is made about the candidate selected and then finally he is
appointed by giving a formal appointment letter.

Training of employees takes place after orientation takes place. Training is the process of enhancing the skills,
capabilities and knowledge of employees for doing a particular job. Training process moulds the thinking of
employees and leads to quality performance of employees. It is continuous and never ending in nature.

Importance of Training

Training is crucial for organizational development and success. It is fruitful to both employers and employees of
an organization. An employee will become more efficient and productive if he is trained well.
Training is given on four basic grounds:
1.

New candidates who join an organization are given training. This training familiarize them with the
organizational mission, vision, rules and regulations and the working conditions.

2.

The existing employees are trained to refresh and enhance their knowledge.

3.

If any updations and amendments take place in technology, training is given to cope up with those
changes. For instance, purchasing a new equipment, changes in technique of production, computer
implantment. The employees are trained about use of new equipments and work methods.

4.

When promotion and career growth becomes important. Training is given so that employees are
prepared to share the responsibilities of the higher level job.

The benefits of training can be summed up as:

1.

Improves morale of employees- Training helps the employee to get job security and job satisfaction.
The more satisfied the employee is and the greater is his morale, the more he will contribute to
organizational success and the lesser will be employee absenteeism and turnover.

2.

Less supervision- A well trained employee will be well acquainted with the job and will need less of
supervision. Thus, there will be less wastage of time and efforts.

3.

Fewer accidents- Errors are likely to occur if the employees lack knowledge and skills required for doing
a particular job. The more trained an employee is, the less are the chances of committing accidents in
job and the more proficient the employee becomes.

4.

Chances of promotion- Employees acquire skills and efficiency during training. They become more
eligible for promotion. They become an asset for the organization.

5.

Increased productivity- Training improves efficiency and productivity of employees. Well trained
employees show both quantity and quality performance. There is less wastage of time, money and
resources if employees are properly trained.

DEFINITION
Staffing is the function by which managers build an organization through
recruitment,selection and development of individuals as capable employees.
Human relations movement
E n l i g h t e n e d e m p l o y e r s h a v e c o m e t o re c o g n i z e t h e d i g n i t y o f l a b o u r.
Managers use the knowledge of behavioral sciences in molding the behavior
of e m p l o y e e s i n t h e r i g h t d i re c t i o n . B y p e r f o r m i n g t h e s t a ffi n g f u n c t i
o n w e l l , management can show the significant it attaches to the human resources in
theorganization

Development

After placing the individual on various jobs it is necessary to train them so thatthey
can perform their jobs efficiently. Proper development of personnel is essential
toi n c r e a s e t h e i r s k i l l i n t h e p r o p e r p e r f o r m a n c e o f t h e i r j o b s . D e v e l o p m e n t i n
volvesorientation, counseling and training of the personnel. Orientation is th
e s o c i a l i z i n g process of adjusting newly hired employees in the organization. Training is the
process of improving the knowledge and skills of personnel.
Recruitment
In this step, management will attempt to identify and attract candidates to
meet therequirements of anticipated or actual vacancies. The actual
recruitment of potential employees istraditionally done through newspaper
and professional journal advertisement.
Selection
Following recruitment, those candidates who have applied for the position
advertisedmust be evaluated and one chosen whose credentials match job req
uirements. The steps inselection process include completing an
application form, interview and physical examination.
Training and development

Through training and development the organization tries to improve the empl
o ye e sability to contribute to the organizations effectiveness. Training is concerned with
improvemento f t h e e m p l o ye e s s k i l l s . D e v e l o p m e n t i s c o n c e r n e d w i t h t h e p r e p a
r a t i o n o f t h e e m p l o y f o r additional responsibility.
Performance appraisal
A system designed to measure the actual job performance of an employee compared
todesignated performance standards.