STAFFING FUNCTION OF MANAGEMENT

INTRODUCTION
There are certain things that you need for your business
to succeed and the first among that list in all kinds of
businesses is human capital or human resources. A
business cannot be isolated from its workforce. This is
because of the fact that the workforce of the business is
its life force. Thus it becomes imperative that a business
has the right amount and the right kind of people
working in it.

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 WHAT IS STAFFING?
• The managerial function of staffing is
managing the organization’s manpower by
means of suitable and active choice,
assessment, and progression of the
employees who fill the desired roles and
positions.
• According to Theo Haimann, “Staffing
pertains to recruitment, selection,
development, and compensation of
subordinates.”
 WHAT IS STAFFING?
• The requirement of a business is met by a
simple yet intricate function known as
Staffing. It involves the process of filling up the
various positions in the organizational
structure with the right kind of people who
are skilled and competent to discharge the
duties the position carries and implies.
 WHAT IS STAFFING?
• It is a multi-step process that commences
with determining the number and type of
people you want in the workforce (workforce
planning), recruiting, selecting, training and
developing, promoting, compensating, and
appraising the performance of the workforce.
 Features of staffing function
1. Critical Managerial Function
• Staffing function is amongst the most critical
managerial function along with planning,
organizing, directing, and controlling. The
success of all these managerial
functions depends on the workforce which is
organized by staffing function.
 Features of staffing function
2. Recurring Activity
• Staffing function is the responsibility of all the
managers working in all capacities and in all
departments of the business.
3. Continuous Function
• Starting with recruitment to training and
development to managing employee
expectations to important transfers and
promotions, staffing continues throughout the
lifecycle and is thus a continued function.
4. Based On The Efficient Management Of
Personnel
• Human resources are managed through a
system of staffing functions, which should be
fair, dynamic, and efficient in order to sustain
in the long-term
 Features of staffing function
5. Hiring The Right People
• This is done through a rigorous recruitment
process and selecting the most appropriate
candidate for suitable job positions. Also,
promotions should be well thought through
and in the direction of a long-term vision of
the organization.
 Importance of staffing
Staffing is important to a business in multiple
ways and some of them are as follows :
(1) The workforce is Life Force
• As elaborated upon above the workforce of a
business is its life force. Without the requisite
human involvement working in a motivated
fashion for the betterment and benefit of the
business organization, the business will always
be far from success.
 Importance of staffing
(2) Ensures Competency and Efficiency
• Staffing as a process is not just about finding a
person for the job, it is about finding the right
person for the job. Staffing involves identifying
competent and skilled people who will be able
to fit directly into the position and perform
the functions it entails in an efficient and
successful manner. Staffing is not about
making a layman a CEO, it is about making a
CEO a CEO.
 Importance of staffing
3) Optimum Utilization of Resources
• Resources are scarce in today’s world and all the
resources including human resources need to be
optimally utilized. Staffing as a process ensures that
only the right amount of people are staffed in the
business and are functioning in it.
• This allows for clearing a huge amount of money
being wasted on unnecessary employees and also
provides such employees the opportunity to fare
better in other businesses or initiatives that actually
need their services.
 Importance of staffing
• Moreover, an employee, especially in the
higher levels of management, is tasked with
the function of managing all resources of the
business. If staffing is unable to put a
competent person in that position these
resources could be wastefully used costing the
business and also the world a lot.
 Importance of staffing
4) Training and Development of Employees
• Staffing is also not just about finding the right
person and putting him in a position but is
also about helping him through the process of
training and development to adapt to the
changing needs and requirements of that
position.
 Importance of staffing
• it involves the process of improving the skill of
the employee to allow him to discharge the
functions now and also in developing his
overall ability to facilitate him to discharge
more complicated functions in the future.
Thus staffing involves preparing for the future
as well as allowing for the achievement of
business goals now
 Importance of staffing
(5) Motivation
• By allowing for Training and Development staffing
also creates a system of motivation. The training
provided by the business helps in boosting the
confidence level of the employees and is usually
provided in order to teach them efficient ways of
discharging their functions.
• When the employees understand that the business
is willing to take such an effort for improving their
skills for now and for the future, they will be
motivated in working harder for the business.
 Importance of staffing
• 6) Improves Employee Satisfaction and Morale
• The process of staffing also involves appraising the
work done by the employees and rewarding the
employees for their hard work. Such appreciation
of the work so performed by the employees apart
from being an important source of motivation also
plays huge role in satisfying them and boosting
their morale.
• This thereby ensures that the business does not
see huge labor shortages or the employees
wanting to go to another enterpris
 Steps involved in staffing
Following is a brief discussion over important steps of
staffing:
(1) Manpower Planning
• Manpower planning or in simple terms estimation
of workforce requirement is the first step in the
process of staffing. As always every step starts off
with the process of planning and identifying what is
required. This step involves outlining the various
positions of the organization and determining what
category of people will be suitable for it.
 Steps involved in staffing
• For instance, if I am making an Engineering
company, I would want someone who has
prior management experience and a great
understanding of the discipline to be the CEO,
so the qualification could be the person being
a veteran or a person with dual MBA and
Engineering degree.
.
 Steps involved in staffing
(2) Recruiting
• Once the positions are determined and the
qualifications outlined there arises the need
to identify people meeting the conditions.
This is done through a process known as
recruiting. This process could be done through
a multiplicity of ways like campus recruitment,
On Job recruitment, etc
 Recruiting Sources

1. Internal Search
2. Employee Referrals/Recommendations

3. External Searches
•Advertisement 4. Alternatives
•Employment Agencies •Temporary help services
•School, Colleges •Independent contractors
•Walk-Ins
•Internet Recruiting

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 Steps involved in staffing
(3) Selection
• Selection is a process that comes either prior to
recruiting or not at all. Recruiting nowadays is a
combination of selection and recruiting. Selection
as a distinct process involves sifting through the
recruits to understand who can do the job better.
• The steps involved could be practical tests,
interviews, theory tests, etc, all depending on the
time, convenience, and policy of a company. In my
company, it would be about pitching the veteran
against the dual degree holder in a practical test
environment probably a crisis simulation, and
 The Selection Process

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 Selection Methods
• Application forms and
resumes

• Tests

• Interviews

• Physical examination

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 Steps involved in staffing
(4) Workforce Orientation
• Workforce orientation is a process by which a
new employee recently selected is made
familiar to a workplace. Being a new employee
he/she might be unaware of the company’s
policies, objectives, rules, etc and will require
time getting familiar to. This is hastened by
giving orientations to make the employee step
into his position comfortably and with
complete commitment and awareness.
 Steps involved in staffing
• (5) Training and Development
• Picasso probably wasn’t so good at what he
does when he first did it. Practice makes one
better at what he does. So does training. Even
the most efficient of employees sometimes
need a hand or two to get better at what they
do and this is the underlying concept in
providing training and ensuring development.
 Steps involved in staffing
• Training and Development are two different
concepts. Training is more concerned with
making the employee what he does now. For
instance, helping an accountant to be a better
accountant. However, development is
concerned with improving the faculties and
abilities of the employee in such a manner so
as to allow him to discharge more complicated
functions in the future. For instance, it would
be helping a branch accountant to be the
regional chief accountant.
 Steps involved in staffing
• (6) Performance Appraisal
• Mere employment and training of employees is not
the end of staffing function it also involves the
function of appraising the level of performance of
each employee.
• (7) Compensation
• An employee will not work anything. He needs to
be compensated for the work and effort he puts
into the company. The total amount and nature of
compensation depend upon the nature of the work
and the position of the employee.
 Steps involved in staffing
(8)Promotion
Promotion is the elevation of rank and status of an
employee. It is distinct from the mere change of
position of an employee and requires the two
mentioned elements. Staffing is also concerned
with promotions as it is to be done in context to the
entire organizational structure of employees.
• Promotions are granted to people who show
promise and are committed and even though a
constituent element of the broader functioning of
staffing has a huge role to play in the company’s
success.
 DIRECTING
• Directing is the fifth function of management. It
is the heart of management process. Directing
refers to instructing, guiding and overseeing the
performance of the workers to achieve the
predetermined goals. Directing helps to create an
appropriate work environment that facilitates
efficient discharge of duties. It is Directing that
initiates action. Other functions create
preconditions only.
 DIRECTING (Contd…)
• Directing is to related to dealing with human
elements and is concerned with directing
human efforts towards achieving
organizational goals. The quality of direction
determines the Satisfactory or non
satisfactory performance of the organization
 Definitions
According to Haimann: “Directing consists of
the process and techniques utilized in issuing
instructions and making certain that
operations are carried on as originally
planned.”
According to Koontz and O’Donnel: “Direction is
the interpersonal aspect of managing by
which subordinates are led to understand and
contribute effectively to the attainment of
enterprise objectives”
 Definitions(Contd…)
• According to Marshall, “Directing involves
determining the course, giving orders and
instructions and providing dynamic
leadership”.
 ELEMENTS OF DIRECTING
• Direction Ensures that sub-ordinates do their work.
well as per the expectation of management in order
to achieve the goals. It also develops interpersonal
relations in a group.
• There are four elements of Directing:
• Supervision
• Motivation
• Leadership
• Communication
 Nature of directing
1. Pervasive Function: - Directing is required at every
level in an organization. every manager provides
guidance and inspiration to his subordinates. It is to
be performed from top level to lower level in the
organization.
2. Executive Function: Directing is an executive
function. The guidance and instructions are given
by all managers and executive at all levels
throughout the working of an organization. A
subordinate always gets instructions from his
superior only.
 Nature of directing(contd…)
• 3. Human Factor: - Directing function is related with
human beings. It relates to guiding and inspiring
subordinates. And since human behaviour is
complex and unpredictable, Direction function
becomes all the more important.
• 4. Continuous Activity: - Directing is a continuous
activity as it continues throughout the life of an
organization. The mangers has to give direction to
his subordinates, guide and motivate them
continuously so that the desired goals can be
achieved.
 Nature of directing(contd…)
• 5. Creative Activity: - Directing function helps
in converting plans into performance. A
manager needs to have a creative and
innovative thinking so that he can guide and
motivate his subordinates in such a way, that
it leads to realization of organization
objectives. Without directing, employees
become inactive
 Nature of Directing(contd…)
• 6. Flow from Top to Bottom Level: - Directing
functions includes providing instructions to
the subordinates. Directing flows from top to
bottom. It starts with top level management
and ends with subordinates at the lower level
 Nature of directing(contd…)
• 7.Facilitates Co-ordination: - Directing brings
harmony among employees and balance
between all the activities of an organization. A
good system of communication between the
superior and his subordinates helps to
improve coordination. Upwards
communication helps a manager to
understand the subordinates feelings.
 Nature of Directing (Contd…)
• 8. Dual Objective: - Direction helps to achieve
dual objectives of an organization. On the one
hand it aims at getting things done by the
subordinates and on the other hand, it
provides an opportunity to the managers to
prove their leadership qualities.
 Nature of Directing (Contd…)
• 9. Psychological Factor: -Directing function is
directly related to an individual working in the
organization. Directing function deals with
human behaviour which varies from individual
to individual and is unpredictable. Leader has
to take care of feelings, emotions, etc. while
giving direction to the subordinates. The
manager has to take care that the feelings and
emotions of any employee do not get hurt
 Importance of Directing
Direction is described as the heart of the
management process. It is the life spark of an
organization which sets the organizational machine
into motion. Direction function is important
because of the following reasons:
1) Direction initiates action: Management through
direction motivates individuals in the organization
to function in the desired way to achieve
organizational objectives. In the absence of
direction no one can understand what he is
supposed to do and whether he is doing it in the
right way or not..
 Importance of Directing
• 2) Integration of objectives: Direction helps in
integration of personal goals with the
organizational goals. Employees are made to
know as how the achievement of
organizational goals will help in fulfilling their
personal goals as well. Thus Employees feel
motivated to achieve their personal goals
through achieving organizational goals
 Importance of Direction(contd…)
• Direction facilities changes in the organization:
Changes in the work system are disliked by the
employees and they always resist it. Any
changes in the business environment may
necessitate changes in the organization as
well. Resistance to change can be avoided
through proper direction. In order to accept
and implement these changes management
has to motivate the employees affected by
these changes, which is the essential part of
direction.
 Importance of Directing (Contd…)
• For example, a company wants to introduce
computerization, employees will hesitate to
accept it as they may lose their jobs since they
don’t know how to handle the computers.
Here leadership plays an important role.
Leaders can communicate employees that
they will be given training to use computers
and also there will be no loss of jobs.
 Importance of direction(contd…)
• 4) Direction provides stability and balance to
the organization: Direction through effective
motivation communication and leadership
provides stability to the organization and
helps in maintaining balance between
different departments in the organization.
Hence the organization can function efficiently
and effectively over a long period of time.
 Principles of Directing
• 1) Principle of Harmony of objectives: Direction
should bring harmony between the individual and
organizational objectives. Directing is regarded as
essential in personnel management as it helps all
the members to satisfy their personal goals through
organizational goals.
• 2) Principle of efficiency: Direction should bring
efficiency to the operations. Leaders should try to
motivate sub-ordinates to increase performance &
attain objectives at minimum cost by avoiding
wastages.
 Principles of Directing(contd…)
• 3) Principle of unity of command: Command
must come from only one executive or one
superior. Workers must come to know from
only one executive as to what to achieve &
how to achieve. If there is no unity of
command there will be duplication of work
leading to confusion and chaos
 Principles of Directing(contd…)
• 4) Principle of direct supervision: principles of
direction principle of harmony of objectives
principle of efficency principle of unity of
command principle of direct supervision
principle of communication principle of
leadership The superior should directly
supervise his subordinates. It boosts the
morale of the subordinates. This also makes
the atmosphere trustworthy in the
organization..
 Principles of Directing(contd…)
• 5) Principle of communication: A good system
of communication between executives & sub-
ordinates ensures success. Effective
communication serves as an instrument of
direction, supervision & advice. Leader should
maintain an effective system of
communication within the organization. It also
helps clear misunderstandings
 Principles of Directing(contd…)
• 6) Principle of leadership: Good leadership
ensures cooperation, co-ordination &
confidence in the work force. Direction should
provide leadership for guiding employees in
their work and also timely solution to the
problems faced by them.
 Elements of Directing
• 1) Communication: - The word communication is
derived from the Latin word “Communis” which
means common i.e. sharing of information.
Communication refers to the process of sharing
knowledge, elements in directing motivation
supervision communication leadership information
and understanding from one person to another.
Communication is the sum of all things one person
does when he wants to create understanding in the
mind of others. The main purpose of
communication is to convey ideas, thoughts, and
opinions by one person to other.
 Elements of Directing
• 2) Supervision The process of ensuring that
employees have performed the work as per
instructions given to them is known as
supervision. Supervisors clarify all instructions
and guide employees to work as a team in
cooperation with others. Supervisors solve
most of the routine job-related problems of
subordinates.
 Elements of directing
• Supervisor, thus, performs the following
functions:
1.Clarifies orders and instructions issued to
subordinates and ensures that they
understand and follow them.
2. Ensures that subordinates have the required
facilities to perform their jobs
3.Keeps a watch and guides the activities of
subordinates in performing their jobs
Supervisor thus performs following
functions
4.Coordinates the work of different subordinates
5. Detects errors and omissions and ensures
their rectification
 Elements of Directing
• 3) Motivation: - Motivation refers to inspiring a
person to use the best of his ability for achievement
of specified objectives. Motivation is one of the
important elements of directing. Issuance of proper
instructions or orders does not necessarily ensure
that they will be properly carried out. It requires
manager to inspire or induce the employees to act
and get the expected result. This is called motivation.
It may be in the form of financial incentives like such
as bonus, commission etc. or, non-financial incentives
such as appreciation, growth etc. . It may also be
positive or negative motivation
 Elements of Directing
• 4. Leadership: While motivation is the process
through which employees are made to
contribute voluntarily to work, leadership is
the ability to persuade and motivate others to
work in a desired way for achieving the goal.
Thus, a person who is able to influence others
and make them follow his instructions is called
a leader.
 Summary
Directing is the forth function of management.
Other functions of management create
preconditions. Direction makes use of these
preconditions for achievement of objectives.
Directing consists of human factors.
• Direction refers to the process of issuing
orders and instructions to the subordinates to
achieve goals within prescribed frame of time
. It integrates the individual goals with
organizational goals. The four elements of
Direction are Supervision, Motivation,
Leadership & Communication. Managers make
use of these elements to direct employees.
• Directing initiates action. It is from directing
that actual work starts. Directing is a
continuous activity and is required at all
levels. Every manager guides and inspires his
subordinates. Without direction, goals cannot
be achieved.