Staffing &

UNIT 6 STAFFING & DIRECTING Directing

Structure

 Introduction
 Staffing
 Characteristics of staffing
 Training and Development
 Directing
 Summary
 Self-assessment questions
 References/ Further Readings

6.1 INTRODUCTION
Talented and hardworking people are the foundation of any firm. Talented and
hardworking people are the principal assets of an organization. It is an
entrenched fact that progress of a firm needs the regular infusion of an eminent
staff. Therefore, for the success of any firm, provision for relevant human
resources or adequate staffing is essential. It is also believed that the objectives
of an organization can be achieved only when the right person is placed on the
right position.
Directing is defined as giving instructions and directing people in executing
their work. In order to obtain few predetermined objectives, directing iscarried
out. When one talks about the management of an organization, directing is one
of the crucial managerial functions and is defined as a process of guiding,
motivating, instructing, counselling and supervising people to attain certain
objectives. It encompasses various elements like communication, leadership,
motivation and communication. 103
Managerial
Processes-I
6.2 STAFFING
The procedure of employing qualified candidates in the company or
organization for particular positions. Staffing as defined by management is an
action of hiring the personnel by reviewing their competence, knowledge and
providing them particular job roles accordingly. Staffing is one of the most
vital management function. It includes the procedure of fulfilling the available
position of the correct personnel at the correct job, at correct time.
Consequently, each thing will take place in the correct manner. For every
organization, human resource is of the utmost importance as in any
organization entire resources like money, equipment, machines etcetera can
be acquired constructively and efficiently through productive endeavours of
human resource. Hence, it is extremely important for every employee to get
correct position in the company in order to get accurate job, as per their talent,
capability, and specialization which may provide help to the organization in
order to attain the pre-determined goals in the appropriate manner by the full
contribution of manpower. Therefore, it can be inferred that staffing is a crucial
function of each business corporation.
FUNCTIONS OF STAFFING

1. Procure qualified personnel- obtaining a qualified workforce for various

job positions in the company is the most important purpose of staffing.

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 Staffing &
2. Recruitment of a right person- higher performance and maximum Directing
productivity can be attained through recruiting the correct person for the
accurate jobs
3. Promoting the optimal application of HR- the optimum utilization of
HR can be achieved through different aspects.
4. Enhancing job satisfaction- through employment of the correct person,
job satisfaction along with morale of the employee strengthens.
5. Ensuring growth of the organization- growth and continuity of the
company is ensured by development of managers.

IMPORTANCE OF STAFFING

EFFICIENT
PERFORMANCE

STIMULATION
OF HUMAN EFFICIENT
RESOURCE UTILITY OF
SIGNIFICANCE TECHNOLOGY
OF STAFFING

EXPANSION
OF HUMAN OPTIMAL
CAPITAL UTILIZATION
CONSTRUCTING
HIGH MORALE

1. Efficient performance- staffing is the key for performing other functions

efficiently.
2. Efficient utility of technology- while performing the function of staffing’
management can ensure the accurate kinds of personnel.
3. Optimal utilisation- a large amount of money is spent on recruiting,
selecting, training and developing employees. In order to get an optimal
output the function of staffing should be efficient.
4. Constructing high morale- the accurate work climate should be built for
the employers to contribute to the procurement of the organizational
objectives. A fine work climate not only ensures job satisfaction but also
helps in boosting morale. This can be achieved through efficient staffing.
5. Expansion of human capital- since management has to train and advance
the existing workers for advancement in career, therefore the concern of
the staffing is the requirement of human capital.
6. Stimulation of human resource- the behaviour of an individual in an
organization is influenced by multiple factors like socio-cultural factors, 105
Managerial education level etc. Hence, human aspects are very important so that

Processes-I
employees remain motivated through incentives (financial/ non-
financial) and perform their duties properly.

6.3 CHARACTERISTICS OF STAFFING

PEOPLE CENTRED

MANAGERIAL RESPONSIBILITY

HUMAN SKILLS

CONTINUOUS FUNCTION

1. PEOPLE CENTRED- staffing can be broadly perceived as a functionof

people centred and hence it is pertinent to all kinds of organization. It has
to do with the group of personnel from topmost to the bottom mostof
the organization.

blue collor workers operating machines

and white collar workers like
administrative employees

managerial & non-managerial

personnel

professionals like company

secretary

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 Staffing &
2. MANAGERIAL RESPONSIBILITY- the most fundamental function of Directing
management is staffing which incorporates that the manager is involved
in performing the function of staffing continuously. Managers are actively
related with the employment, selection, teaching and evaluation of his
subordinates. Hence, the chief executive, managers of department and
foremen in association with their subordinates perform the activities.
3. HUMAN SKILLS- the chief concern of the staffing function is with
training and development of various types for human resource. Hence,
the human relation skill should be used by managers in order to provide
the subordinates with appropriate guidance and training of the function
of staffing is executed properly, then in an organization, human relations
will be amiable and will be performed mutually in an organized fashion.
4. CONTINUOUS FUNCTION- For a start -up or a well-established firm,
it is important to perform the function of staffing. In a new organization,
employment, selection and training of personnel has to be done, whereas
in already established organization every single manager should be
involved for various activities of staffing. Therefore, it is the responsibility
of the manager to look after all the employees so that overall objectives of
a company can be achieved by completing the work assigned.

IMPORTANT ELEMENTS

 RECRUITMENT- recruitment is defined as prompting maximum

number of candidates to apply in the organization for vacant position
of job. The function of recruitment is very essential because the
conclusion of recruitment function is accepting huge number of
applications in order to make selection from them. The two types of
recruitment process are-
a. Internal Recruitment Process- in internal recruitment process
unoccupied job positions are filled up by the already existing

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Managerial workers of the company. No applicants from outside is allowed in
Processes-I the internal source.

Advantages of internal recruitment process are-

1. It is efficient and economical
2. It stimulates the already existing employees
3. Time required for training is less
4. Chances of turnovers are also less because employees are
familiar with the organization’s rules and regulations
5. It also helps in improving employee’s performance as in order
to get promotion better performance is shown by employees.
6. Employees are trained through transfer also as in the
manifestation of job rotation.
7. Remaining workers can be moved to other department through
transfer.
Disadvantages-
1. No novel ideas will approach in the organization.
2. Limited choices will be there
3. Not satisfactory for new organization
4. Due to frequent transfer productivity of employees may get
reduced.

Methods of Internal Recruitment-

1. Transfer- transferring means carrying clients from one job
position to another at the identical authority. The compensation
level along with the authority level remain unchanged with the
transfer. Prestige, rank and responsibilities also remained
unchanged. The only thing which changes is the working place.
Eg: when a clerk is transferred from accounts to purchase
department.
2. Promotion- promotion means transfer of employees from the
current job position to higher authority level. With thepromotion
aspects like prestige, rank, employee’s responsibility along with
the authority level enhances.
b. External Recruitment Process- external recruitment is defined as
a process in which applications for filling the vacant job position are
invited from outside the organization. It is preferred when a huge
number of job positions are unoccupied.

Advantages-
1. Fresh and novel talent contributes in the organization.
2. Wide array of options are available
3. Management comes across trained and qualified personnel.

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 Staffing &
4. Campus placement is a way through which organizations can Directing
procure employees who have knowledge about latesttechnology.
5. Through external recruitment competitive spirit developed in the
existing employees.
Disadvantages-
1. Downfall in the self-esteem of existing employees.
2. New employees may find it difficult to adjust the existing rules
and regulations, this indicates more turnover chances.
3. It is expensive and time consuming process.

Methods of External Recruitment-

1. Direct Recruitment- it is more appropriate for unskilled job positions like
peon etc.
2. Casual Callers- recruiting candidates from waiting list.
3. Media Advertising- getting the vacant job position advertised.
4. Employment Exchanges- act as an intermediate between the
organizations who are recruiting and the job seekers.
5. Agencies for Placement and Management Consultant- they ask for bio
data and record from different seekers of job and address them to
appropriate clients.
6. Campus Recruitment- many organizations visit the technical institutes
and professional colleges to recruit fresh graduates according to the
requirements.
7. Recommendation from Existing Employees- many organizations ask
their employees to recommend the names of known people whom they
find suitable for vacant job position.
8. Labour Contractors- labour contractors are in immediate contact with
labours so that they can provide the unskilled workers at a short time
period.
9. Advertisement on Television- recruitment of vacant job position is
broadcasted on different channels.
10. Web Publishing- websites which provide information regarding job
seekers and the companies. Eg: Naukri.com etc.
11. Factory Gate- in the factory or the workshops various people enquire
about the unoccupied job positions at the factory gate only. It is
appropriate for unskilled job positions like machine operator, etc.
 SELECTION- the process of finding the most appropriate
candidate for the unoccupied job position in the organization is
called selection.

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Managerial Steps performed in the selection process are-
Processes-I
1. Preliminary Screening: preliminary interview is conducted for the
candidates whose applications are selected. It is conducted by HR
managers. It is conducted to evaluate the self-esteem of the candidate.
2. Selection Test: some organizations discover the pragmatic knowledge of
applicants through written test. Depending upon the need of the
organization the kind of test to be conducted is decided. Different kinds of
tests conducted by the companies are-
a. Intelligence test- conducted to check the employee’s efficiency level.
b. Aptitude test- conducted to discover the learning potential of the
applicant.
c. Personality test- conducted to discover the human behaviour of the
applicant.
d. Trade test- conducted to evaluate the knowledge and competence of
the applicant related to unoccupied job position.
e. Interest test-conducted to explore the job in which applicant has
maximum interest.
3. Employment Interview: after qualifying the test candidates are called for
interviews. The final interview is conducted by the panel of experts.
Specialised or professional knowledge of candidate is evaluated.
Candidate is also given a chance to clarify the doubts regarding work
condition, salary or any other doubts.
4. Scrutinizing the references and background: when a candidate is
selected in the interview his/her references are contacted to enquire about
the character of the candidate.
5. Selection Decision: selection list includes interview and references check.
The most appropriate candidate is selected from the selection list.
6. Medical examination: selected candidates are directed to the medical
fitness test before handing over the appointment letter.
7. Job Offer: the candidates who qualify the medical test are offered job by
the means of letter of appointment.
8. Contract of Employment: when the job offer is accepted by the candidate,
he or she signs the employment’s contract. The contract of employment
includes the title of the job, payrolls, allowances etc.

6.4 TRAINING AND DEVELOPMENT

Training means preparing the employees with the competence and skill which
are required to perform the job. The overall growth of an employee is referred
as development. The focus of development is the personal growth of an
employee.

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If an accountant is sent for orientation programme to enhance the conceptual
skills is the example of development. Whereas, if an accountant is sent to
 Staffing &
learn the new technology for accounting which ensures fast and accurate books Directing
of account is called training.

Advantages-
a. Learning time is reduced
b. Better performance
c. Formation of positive attitude and motivation
d. Helps in finding solutions to operational problems like absenteeism, lack
of team work etc.
e. Managing the needs of manpower
f. Helps to modify changes
g. Beneficial for employees like-
 Provides finer career options
 Helps in earning more
 Enhances the morale
 Reduces the chances of accidents

Methods of training-

On-the-job training off-the-job training

ON-THE-JOB TRAINING- on-the-job-training is defined as the training
which is provided to the employees when they are carrying out the job. In this
method the workers learn by executing. It is appropriate for technical jobs. It
provides an opportunity for employees to access practical knowledge. It should
be avoided when one has to deal with sophisticated and costly machines as it
results in wastage of knowledge.

Techniques of On-the-job-Method:
1. Apprenticeship training-apprenticeship training programmes are
conducted for those workers who strive to go in for skilled jobs. Atrained
master worker is appointed who guides the learner about theskill or
competence of the job.
2. Job Rotation- in order to enlighten the employee about the requirements
of various job positions he/she is transferred from one job position to
another for short duration of time.
3. Internship- professional institutes send their students to the corporate
sector so that students can apply their theoretical knowledge learnt in
the institutes. Students are paid stipend which is a less amount of salary.

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Managerial 4. Coaching-trainee is instructed by a superior guide called coach. The
Processes-I coach guides an employee on various aspects like how to overcome
weakness and make it a strength etc.
5. Induction Training- also known as orientation training. It is described
as the process of greeting an employee when he first joins the
organization. An employee is provided with the information of the
organization like company’s history, operation, products, services, rules,
responsibilities, promotion, terms & conditions etc.
OFF-THE-JOB TRAINING- employee is taken away from the workplace.
Employee is sent for the training of appropriate job positions like managerial
job position. In order to train the managers conferences and seminars are held.

Techniques of Off-the-job-Method:
1. Conferences or Classroom Lectures- consultation is the actual meaning
of conference. It is the most systematic way to convey a specific
information.
2. Vestibule School- it means the duplicate model of a company. It is used in
the place of on-the-job training when costly and sophisticated machines
are involved. Therefore, a dummy model of machine is prepared.
3. Films- in certain cases showing movies to the employees are also very
effective. Through demonstrative skill movies can impart crucial
information on different techniques.
4. Case study- in this method a real problem faced by managers is discussed.
Trainees are expected to provide alternatives and suggestions to solve the
problem. It also acts as a bridge between the theoretical and practical
knowledge.
5. Computerized Modeling and Scheduled Instruction- a computer is
programmed in such a way that it demonstrates an actual problems of
job along with the solutions to overcome these problems. It is a cost
effective program which provides a great learning environment to the
employees.

CASE STUDY ON STAFFING

Governance of Human Resources at INFOSYS.
The former CEO of Infosys Narayana Murthy stated that the assets of the
organization moved out every evening. They have to ensure that their assets
return the next morning.
Infosys is an organization of consulting and software services. In order to
affirm their asset value it includes human resources on its balance sheet. The
following rationale has been given for the same as: certain financial and non-
financial parameters of the company determine its long term success. The
contemporary non-financial parameter that challenges the utility of evaluating
the success of the firm exclusively on traditional measures is human resource.
Human resource is an umbrella term which encompasses
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managerial skills, leadership, expertise, innovation and entrepreneurial. Staffing is inherent to human
resource management. According to Infosys an individual is the biggest asset in sustaining its competitive
position and realizes that assets can walk away easily. Therefore, as competitors at abroad and in India it
wants to hold on to its IT talent due to which Infosys faced a difficulty on deciding the strategy to attract,
hold on to and evolve its human assets in an extremely competitive and effective environment. The recent
practices of human resource at Infosys is the consequence of the leader’s vision and the culture they have
generated. Narayana Murthy has a humble and straight-forward leadership style which is not common in the
business world. He believes in allocating his wealth with his workers. He is credited for constructing a
proximal and empowering culture at Infosys. His management style is grounded on western management.

TYPES OF INTERVIEW