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STAFFING
Dr.Bharath V MFM., M.Com., Ph.D
Assistant Professor
Department of Management
Kristu Jayanti College (Autonomous)
Bengaluru

[email protected]
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Staffing
• Staffing is the process of hiring eligible candidates in the
organization or company for specific positions. In
management, the meaning of staffing is an operation of
recruiting the employees by evaluating their skills,
knowledge and then offering them specific job roles
accordingly.

• Staffing is the process of identifying, recruiting, selecting,

training, and developing personnel to fill various roles in
an organization. This process ensures that an
organization has the right people with the right skills in the
right positions to achieve its goals effectively.
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Definition
• According to Koontz and O’Donnell – “The managerial
function of staffing involves managing the organization
structure through proper and effective selection, appraisal
and development of personnel to fill the roles designed
into the structure”

• S. Benjamin has defined staffing as, “The process

involved in identifying, assessing, placing, evaluating
and directing individuals at work”
• According to Theo Hainmann, “Staffing function is
concerned with the placement, growth and development
of all those members of the organization whose function is
to get things done through the efforts of other individuals”
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Importance of Staffing
• Ensures Organizational Efficiency: With the right staffing,
each role is filled by capable and qualified individuals,
improving overall productivity and efficiency.
• Enhances Quality of Work: Effective staffing helps to bring in
skilled employees, which translates into high-quality work and
service delivery.
• Supports Employee Development: Staffing often includes
training and development, preparing employees to grow within
the organization, increasing morale and loyalty.
• Achieves Strategic Goals: Having the right people in the right
roles allows the organization to pursue and achieve its strategic
goals more effectively.
• Improves Adaptability: By carefully planning and filling roles,
organizations can be more flexible and responsive to changes
in the market, maintaining competitiveness.
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Nature of Staffing
• Continuous Process: Organizations continuously
monitor and adjust staffing levels to ensure optimal
performance.
• Dynamic in Nature:Staffing is adaptable and responds to
changing business needs, economic shifts, technological
advancements, and organizational goals.
• People-Centric:Staffing revolves around human capital,
placing people in roles where they can succeed and
contribute to organizational goals.
• Goal-Oriented: The primary aim of staffing is to support
the organization’s objectives by ensuring each role is filled
by a competent and motivated individual.
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• Multi-Step Process: Staffing involves several stages,

including workforce planning, recruitment, selection,
placement, training, and development. Each step plays a
crucial role in building an effective workforce.
• Involves Both Quantitative and Qualitative Aspects:
Staffing considers quantitative factors like the number of
employees needed and qualitative aspects like skill sets,
experience, and cultural fit. Both elements are crucial to
ensure optimal staffing levels and workforce quality.
• Foundation for Other HR Functions: Staffing is
foundational to other HR activities like performance
management, employee development, and compensation.
Having a well-staffed organization enables more effective
HR processes throughout the employee lifecycle.
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Staffing Process
Human
resource Recruitment Selection
planning

Training and
Induction Placement
development

Promotion Personal Performance

and transfer welfare appraisal
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Staffing Process for a New Customer

Support Department

• Imagine a growing e-commerce company that wants to

establish a new customer support department to handle
increased customer inquiries.

• They need Customer Support Representatives, a

Customer Support Manager, and a Training Specialist.
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Steps in the Staffing Process

• Manpower Planning: Determine the exact number and
types of employees needed.
• Example: The company assesses that it needs five
Customer Support Representatives, one Customer
Support Manager, and one Training Specialist based on
the projected volume of customer inquiries.

• Recruitment: Attract qualified candidates through various

channels.
• Example: The company posts job openings on popular
job boards, reaches out to local recruitment agencies, and
uses its social media pages to announce open positions
for the new department.
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• Selection: Evaluate candidates through interviews, tests, and

assessments to choose the best fit.
• Example: For Customer Support Representatives, the company
conducts phone interviews to evaluate candidates’
communication skills, then invites shortlisted applicants for an
in-person interview and role-play assessment. For the
Customer Support Manager, they include questions about
leadership experience and problem-solving abilities.

• Placement and Orientation: Place selected candidates in their

respective roles and introduce them to the organization.
• Example: The company places the Customer Support
Representatives under the Customer Support Manager's
supervision. During orientation, new hires are introduced to the
company’s policies, mission, and the customer support software
they’ll use.
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• Training and Development: Equip employees with the

skills and knowledge needed for their roles.
• Example: The Training Specialist provides initial training on
handling customer queries, complaint resolution, and
technical support tools. Ongoing sessions are scheduled to
keep the team updated on new products and processes.

• Promotion and Transfer: Recognize and advance

employees based on their performance, or transfer them to
other roles as needed.
• Example: After a year, the company promotes a top-
performing Customer Support Representative to a Senior
Representative role. Another representative who shows
technical aptitude may be transferred to assist the technical
support team.
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• Compensation and Benefits: Offer fair compensation,

benefits, and incentives to retain talent.
• Example: The company reviews salaries annually and
adjusts them based on market standards. It also introduces
bonuses based on customer satisfaction metrics to motivate
high performance among support staff.

• Performance Appraisal: Evaluate employee performance

to ensure they meet job standards.
• Example: After three months, the company conducts a
performance review for the Customer Support
Representatives to assess response time, customer
satisfaction ratings, and problem-solving efficiency. High
performers may be offered additional responsibilities or
rewards.
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Directing
• Directing is one of the essential functions of management
that involves guiding, leading, and overseeing employees to
ensure that they are working towards the organization's
goals.

• It is an ongoing process in which managers communicate

instructions, motivate employees, provide guidance, and
ensure a smooth workflow.

• Directing is fundamental to transforming plans into actions,

as it coordinates and energizes the human resources
needed to carry out the organizational objectives.
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Meaning of Directing

• Directing can be defined as the managerial function of

guiding, inspiring, instructing, and supervising employees
toward achieving organizational goals.

• It focuses on ensuring that everyone understands their

roles, responsibilities, and tasks and is motivated and
guided to perform them effectively.
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• Leadership: Inspiring and influencing employees to

perform effectively.

• Motivation: Providing employees with incentives and

encouragement to reach their full potential.

• Communication: Ensuring clear and effective

communication between management and employees.

• Supervision: Overseeing employees’ tasks and providing

necessary support to achieve goals.
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Nature of Directing
• Pervasive Function: Directing is needed at all levels of
an organization and applies to all departments, from top
management to lower-level employees. Each level
requires direction to ensure coordination and alignment
with organizational objectives.

• Continuous Process: Unlike planning or organizing,

which are periodic functions, directing is a continuous
activity that happens daily and adapts to changing
circumstances, needs, and objectives.
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• Human-Centered: Directing focuses on managing people

rather than systems or structures. It involves
understanding human behavior, creating connections, and
managing interpersonal dynamics to achieve collaboration
and motivation.

• Creative Activity: Managers must be creative in their

approach to directing, finding innovative ways to inspire,
motivate, and guide employees. Different situations and
individuals may require unique approaches to achieve
desired outcomes.
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• Interdependent with Other Functions: Directing is closely

linked to other managerial functions such as planning,
organizing, and controlling. Effective directing ensures that
these functions are carried out smoothly by aligning
employees’ efforts with organizational goals.

• Goal-Oriented: The ultimate purpose of directing is to

ensure that employees are working towards organizational
goals. All aspects of directing—communication, motivation,
and supervision—are focused on achieving set objectives
efficiently and effectively.
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Leadership
• Leadership is not just about holding a position of
authority; it’s about using influence to steer people in the
right direction.

• Effective leaders make a positive impact on their

followers by instilling a sense of shared purpose, driving
engagement, and creating a supportive and empowering
environment.

• In organizational settings, leadership is critical for

effective management, as it directs human efforts in the
right direction to achieve goals efficiently.
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Characteristics of Leadership
• Influence: Leadership involves influencing others to act
or think in a particular way. Effective leaders use influence
rather than authority to inspire employees to give their
best efforts.

• Visionary: Leaders are forward-thinking and possess a

clear vision of what they want to achieve. They can
articulate this vision to their followers, inspiring them to
work towards a common future.
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• Motivational: A good leader can inspire and motivate

their team to push beyond their limits. Motivation might
include rewards, recognition, or simply inspiring
confidence in employees.

• Decision-Making Ability: Effective leaders make sound

decisions in a timely manner. They assess situations,
consider possible solutions, and choose the best course
of action to achieve objectives.

• Integrity and Accountability: Leaders are known for

their honesty, ethical standards, and accountability. They
lead by example and take responsibility for their actions
and decisions, which builds trust among followers.
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• Empathy: Understanding and valuing the feelings,

thoughts, and concerns of team members is a key trait of
effective leaders. Empathy helps leaders connect with
employees on a personal level, fostering loyalty and
collaboration.

• Adaptability and Flexibility: Leaders need to be

adaptable, able to handle unexpected changes, and
willing to modify plans as needed to meet evolving
circumstances.

• Confidence and Positivity: Confidence inspires trust in a

leader’s abilities and judgments. A positive attitude in the
face of challenges can boost morale and encourage
resilience among team members.
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Leadership styles
• Autocratic Leadership

• Autocratic leaders make decisions unilaterally without

much input from team members. This style is highly
directive and centralized, where the leader maintains strict
control over all aspects of work.

• Example: In a manufacturing plant, an autocratic

manager might dictate strict procedures for assembly-line
workers, setting rules that must be followed precisely to
maintain product quality and safety standards.
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Democratic (Participative) Leadership

• Democratic leaders involve team members in decision-

making, fostering a collaborative environment. This style
values team input, encourages creativity, and empowers
employees, while the leader makes the final decision.

• Example: In a tech startup, a democratic leader may hold

brainstorming sessions where team members can
suggest new product features. The leader considers
everyone’s ideas and encourages discussion before
making a final decision.
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Transformational Leadership
• Transformational leaders inspire and motivate their team
with a strong vision and a sense of purpose. They focus
on fostering personal and professional growth within their
team and driving change for the organization.

• Example: A CEO in a healthcare company may

encourage innovation to improve patient care. By
constantly communicating a vision of advanced, patient-
centered service, the CEO motivates employees to
pursue new initiatives and improve services.
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Transactional Leadership
• Transactional leaders focus on structure, tasks, and
rewards. This style relies on a clear system of rewards
and penalties to achieve compliance and motivate
employees based on established performance goals.

• Example: A sales manager with a transactional

leadership style may set monthly sales targets, offering
bonuses to employees who meet or exceed them, and
providing feedback and adjustments for those who fall
short.
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Laissez-Faire Leadership

• Laissez-faire leaders take a hands-off approach, giving

employees freedom to make decisions and work
independently. This style is most effective with highly
skilled, self-motivated teams who require little supervision.

• Example: A creative director at a design agency may give

designers the freedom to develop their own concepts
without constant oversight, trusting their expertise and
creative instincts to produce innovative work.
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Servant Leadership
• Servant leaders prioritize the needs of their team
members, focusing on personal and professional growth,
well-being, and fulfillment. This style fosters a supportive,
empathetic environment where the leader serves the
team rather than commanding them.

• Example: A nonprofit director who practices servant

leadership may focus on ensuring their team has
adequate resources, guidance, and support to help them
carry out community service programs effectively, putting
the team’s welfare above their own.
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Charismatic Leadership
• Charismatic leaders use their personality, energy, and
enthusiasm to inspire others. They are often influential
and can create strong loyalty among followers, but this
style relies heavily on the leader’s personal appeal.

• Example: A founder of a social impact organization who

uses charisma to rally people around environmental
causes, speaking passionately and persuasively at events
to gain support and motivate team members.
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Bureaucratic Leadership
• Bureaucratic leaders rely on formal rules, hierarchy, and
established processes to manage their teams. This style
works best in highly regulated or structured environments
where adherence to rules is essential.

• Example: In a government agency, a bureaucratic leader

ensures that policies are followed precisely and that
employees comply with regulations, as consistency and
compliance are critical in such settings.
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Situational Leadership
• Situational leaders adapt their style based on the specific
needs and maturity level of their team members, as well
as the demands of the task or environment. They may
switch between being directive and supportive as
required.

• Example: A project manager overseeing a team of mixed

experience levels may provide close supervision to new
team members while giving more autonomy to
experienced employees.
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Communication
• Communication is the process of exchanging information,
ideas, and messages between individuals or groups to
achieve business goals.

• Effective communication ensures that everyone within an

organization understands its objectives, policies, and
responsibilities.

• This flow of information is essential for coordination,

decision-making, and the development of strong working
relationships.
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Process of Communication
• Sender: The person or group initiating the
communication. The sender is responsible for deciding
the message, its content, and its purpose.
• Encoding: This is where the sender translates their ideas
into words, symbols, or gestures. The encoding process is
critical to ensure clarity and prevent misunderstandings.
• Message: The information or idea that the sender wants
to convey. In a business context, the message could
range from simple instructions to complex project details.
• Channel: The medium through which the message is
transmitted, such as email, face-to-face meetings, reports,
or phone calls. Choosing the right channel is crucial for
effective communication.
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• Receiver: The individual or group who receives the message.

The receiver must be able to understand and interpret the
message accurately.
• Decoding: This is where the receiver interprets and
understands the message. Decoding requires attentiveness
and contextual understanding to grasp the sender’s intention
fully.
• Feedback: After receiving and interpreting the message, the
receiver provides feedback, which helps the sender know if the
message was understood correctly. Feedback closes the
communication loop and may lead to further discussion.
• Noise: Although not a formal step, noise represents any
external or internal factor that interferes with the
communication process. This could include misunderstandings,
language barriers, technical issues, or distractions.
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Importance of Effective Communication

• Promotes Clarity: Clear communication helps employees
understand their roles and tasks, leading to fewer errors
and more productivity.
• Builds Relationships: Strong communication fosters
trust and cooperation among employees, management,
and clients.
• Facilitates Decision-Making: Managers rely on accurate
information to make informed decisions, and
communication is the primary way information is gathered
and shared.
• Enhances Employee Morale: Open communication
contributes to a positive work culture, where employees
feel valued and heard.
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Example
• Imagine a manager who needs to communicate a new
project deadline to their team.

• The manager (sender) drafts an email (encoding) with the

updated information (message) and sends it through
email (channel). The team members (receivers) read the
email (decoding), understand the new deadline, and reply
with confirmation or questions if needed (feedback).

• If there’s noise, such as a network delay or unclear

phrasing, the team might miss important details,
potentially impacting the project’s success.
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Example of Coordination
• In a hospital, different departments such as emergency,
surgery, radiology, and laboratory must work together to
ensure the best care for patients.
• When a patient is admitted to the emergency room, the
medical staff must quickly coordinate with the lab for test
results, with radiology for scans, and with surgery if an
operation is necessary. Clear communication, standardized
procedures, and hierarchy make this complex coordination
possible, ensuring that each department performs its role
efficiently and in sync with others.

• Effective coordination results in faster diagnosis and

treatment, ultimately benefiting both the patient and the
hospital’s efficiency.
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Co-ordination
• Co-ordination is the process of organizing the activities of
different departments, individuals, or teams within an
organization to work toward common goals effectively.

• Coordination, as it relates to business, is defined as

integrating activities to ensure resources of an organization
are used most efficiently to succeed in achieving the set
goal.
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Importance of Coordination
• Unified Direction: Coordination helps align all
departments or teams toward common goals, ensuring that
everyone is moving in the same direction.
• Efficiency: By harmonizing efforts, coordination reduces
idleness, minimizing time and resource wastage.
• Avoidance of Conflict: When departments or teams know
their roles clearly, it helps avoid misunderstandings or
conflicts.
• Adaptability: Coordinated efforts make it easier to adapt to
changes in external environments, such as market
demands or technological advancements.
• Enhanced Productivity: With better coordination, tasks
can be completed faster and with higher quality, boosting
overall productivity.
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Techniques of Coordination
• Clear Communication: Regular meetings, updates, and
communication tools ensure everyone is informed and
understands their roles and responsibilities. For example,
project management tools like Slack or Trello allow teams
to stay updated on tasks.

• Standardized Procedures: By establishing standard

procedures, everyone knows what to do and how to do it,
which reduces ambiguity and ensures consistency. For
instance, having a standard protocol for handling
customer complaints keeps everyone aligned.
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• Division of Work and Specialization: Dividing work

based on individuals' strengths allows team members to
focus on what they do best, which facilitates smooth
coordination and specialization. In a factory, some
employees may specialize in assembly while others focus
on quality control, ensuring both functions are efficiently
managed.

• Hierarchy and Supervision: Hierarchical structures help

assign responsibilities and authority, which enables clear
lines of supervision. A manager in charge of a department
ensures that the team under them is well-coordinated.
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• Feedback Systems: Continuous feedback helps identify

any coordination gaps and makes it easier to correct
course. For example, customer feedback can inform a
marketing team about any required adjustments to their
approach.

• Informal Relations: Building informal relations, such as

through team-building activities, allows employees to
communicate freely and share ideas, often leading to
better coordination.