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BMGT101L - Principles of Management

Dr. Kannan C
SMEC, VIT

Module 4 - Staffing
 Overview of staffing functions  Conflict management
 Factors affecting staffing
 Managing change
 Position requirements
 Learning organization
 Job design, job description

 Selection process and techniques

 Orientating new employees

 Performance appraisal & career

strategy, Appraisal criteria

 Team evaluation

 Rewards, and formulating career

strategy, Managerial training and
development

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Organization

Staffing - An overview
o The managerial function of staffing is defined as filling and
keeping filled positions in the organization’s structure.

o This is done by identifying workforce requirements,

inventorying the people available, and recruiting, selecting,
placing, promoting, appraising, planning the careers of,
compensating, and training or otherwise developing both
candidates and current job holders so that they can accomplish
their tasks effectively and efficiently.

o staffing must be closely linked to organizing. i.e. the setting up

of intentional structures of roles and positions

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Staffing - Need and Importance

Research on Complicated
Human
Staffing human
Elements
Functions behaviour

Optimum
Utilization

Ensuring no Improved Job Ensures no

waste in all satisfaction disruption of
resources and morale work

Staffing - Scenarios

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Evolution of HRM

1900-1950: Transactional approach

1950-1970: Personal Management approach
1980-1990: Human Resource Management
2000- Present: Strategic Human Resource Management
Present – Future: People-centric Approach

HRM Vs HRD
HRM HRD
Human Resource Management (HRM) Human Resource Department (HRD)
refers to how the principles of refers to continuous development
management can be applied to function that are implemented for
manage the employees in an improving upon the performance of
organization effectively. those working in an organization
HRM is basically a management HRD is a sub-function of HRM.
function.
It is reactive in nature. It is proactive in nature.
The objective is related to improving HRD goals are usually connected with
the overall performance of skill development, knowledge
employees. enhancement and increasing the
competency of employees.

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A System Approach to Staffing

Staffing …

Key staffing functions:

1. Workforce Planning: Determining the manpower requirements

of the organization to meet its objectives.

2. Recruitment: Attracting potential candidates for various job

positions within the organization.

3. Selection: Choosing the most suitable candidates from the pool

of applicants through various evaluation methods.

4. Training and Development: Providing employees with the

necessary skills and knowledge to perform their jobs effectively
and preparing them for future roles.

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Staffing …

5. Performance Appraisal: To ensure employee performance

meets the required standards and objectives.

6. Compensation: Offering fair and competitive remuneration to

retain and motivate employees.

7. Promotion and Career Advancement: Providing opportunities

for employees to advance their careers within the
organization.

8. Retention: Implementing strategies to keep valuable

employees within the organization for as long as possible.

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Factors affecting staffing

Staffing is affected by many environmental factors.
There are mainly 2 types of factors affecting staffing.
They are External and Internal factors

External factors comprises of 

o The level of education (PhDs, MTech, BTech & Institution)
o The prevailing attitudes in society (such as the attitude
toward work)  Socio-culture
o The laws and regulations that directly affect staffing
o The economic conditions  Economic slowdown, Economic
market growth
o The supply and demand for managers outside the enterprise.

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Factors affecting staffing

Staffing is affected by many environmental factors.
There are mainly 2 types of factors affecting staffing.
They are External and Internal factors

External factors comprises of 

o The level of education (IIM, IITs, VIT)
o The prevailing attitudes in society (such as the attitude
toward work)  Socio-culture
o The laws and regulations that directly affect staffing
o The economic conditions  Economic slowdown, Economic
market growth
o The supply and demand for managers outside the enterprise.

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Factors affecting staffing …

Other External Factors Affecting Staffing

o Disruptive Technologies: Advances in technology can require

new skill sets that may not be present in the current workforce.

o Industry Changes: Evolution in the industry can necessitate

new positions or departments, influencing staffing needs.

o Diversity and Inclusion: The level of diversity in the community

and the company’s commitment to inclusion can affect staffing
practices.

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Factors affecting staffing …

Internal factors comprises of 

o The organizational goals, tasks
o Technology
o Organization structure
o The kinds of people employed by the enterprise
o The demand and the supply of managers within the enterprise
o Reward system and
o Various kinds of policies.

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Factors affecting staffing …

Other Internal Factors Affecting Staffing

o Existing Talent Access: The availability of qualified internal

candidates is crucial for promotions or filling new positions.

o Staff Development Time: The time available for training and

developing internal staff plays a role in staffing decisions.

oCompany Culture: The values and norms within the

organization can attract or repel potential employees.

o Budget Constraints: Financial resources available for staffing

can limit or expand hiring options.

Thus, effective staffing requires the recognition of many external

and internal situational factors.

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Position requirements
Position requirements refer to the specific qualifications, skills,
and competencies necessary for a particular job role within an
organization. These requirements are critical for the effective
recruitment, selection, and placement of employees.
Job Analysis and Role Definition: Job functions, required
qualifications, and performance expectations
Defining Position Requirements: Education and Experience,
Technical skill, soft skills, Industry-Specific Knowledge, Training
and certification.
Role-Specific Competencies: Problem-solving, Time Management,
Customer Service Orientation, Attention to detail.
Physical and Environmental Requirements: Height, Weight etc.
Legal and Regulatory Considerations: Citizenship etc
Job Descriptions and Postings: Nature of job and place

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Position requirements – An example

“XYZ company” is looking for the following:
Designation: Manager- Finance
No. of Positions: 03

Job Analysis and Role :

◦ We are seeking a highly skilled Finance Manager to join our
dynamic organization.
◦ This critical role requires a seasoned professional who can
effectively lead and drive our financial strategy while ensuring
compliance with internal and external regulations.

Defining Position Requirements:

◦ Expected Qualifications: (a.) Minimum of a Bachelor’s, preferably
a Master's Degree in Finance, Accounting, Business
Administration, or a related field. (b.) Qualified accountant in
good standing with ICAM. (c.) 10 – 15 years' experience in finance
functions, experience in the Automotive Industry is
advantageous.

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Position requirements – An example …

The position typically requires a strong understanding of financial
principles, excellent analytical skills, and proficiency in accounting
software to oversee all financial operations, create accurate
financial reports, manage budgets, and advise senior management
on strategic financial decisions.
Role-Specific Competencies: Must possess skills for adept financial
planning and forecasting, effective communication, leadership
abilities, risk management expertise, compliance knowledge,
proficiency in tally software, and the ability to collaborate with
cross-functional teams; all while maintaining a high level of
attention to detail and ethical conduct.
Legal and Regulatory Considerations: The Finance Manager will have
access to sensitive financial information and personal data. The
successful candidate will be required to Maintain confidentiality of
all financial and personnel information- Comply with data
protection policies and procedures- Adhere to the company Data
Protection Policy.

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Position requirements – An example ..

Job Descriptions and Postings: Key Responsibilities include
Financial Planning and Analysis: Develop and implement financial
strategies - Prepare annual budgets and forecasts - Conduct
financial modelling and analysis,
Financial Reporting: Prepare monthly, quarterly, and annual financial
reports - Ensure compliance with accounting standards and
regulatory requirements
Financial Management: Manage cash flow and working capital -
Oversee accounts payable, accounts receivable, and payroll
Risk Management: Identify and mitigate financial risks - Develop
and implement risk management strategies,
Compliance and Governance: Ensure compliance with financial
regulations and laws - Maintain accurate financial records and
documentation
Team Management: Supervise and mentor finance team members
- Develop and implement training programs
Location: Chennai and/or Bangalore

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Job design

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Job design strategies

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Job design – case study

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Job description

A job description is a clear and concise document that outlines the

essential duties, qualifications, and expectations for a specific
position. It serves as an advertisement for an open role and helps
attract qualified candidates.

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Recruitment

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Selection process and techniques

It involves identifying and choosing the right candidates to fill job
vacancies within an organization. The key steps and techniques involved
in the selection process:

1. Preliminary Interview:
 Conducted to eliminate candidates who are unfit for the
organization. It helps create a pool of potentially suitable
candidates.

2. Receiving Applications:
 Potential employees submit applications with their bio-data, work
experience, and interests. Applications provide essential information
for screening.

3. Screening Applications:
 A screening committee reviews applications and selects candidates
for interviews. Criteria for selection may include qualifications,
experience, and other relevant factors.

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Selection process and techniques …

4. Employment Tests
 Various tests (e.g., intelligence, aptitude, personality) assess
candidates’ abilities and skills. It helps to gauge talents and
suitability for specific roles.

5. Employment Interview:
 Detailed interviews to understand a candidate’s skill set and ability
to work in the organization. A critical step for selecting the right
people for the right jobs.

6. Checking References:
 Referees provide information about a candidate’s capabilities,
experience, and managerial skills. It helps in validating the
candidate’s background.

Remember that each organization tailors its selection process to its

specific requirements. The goal is to find the best fit for both the
candidate and the organization

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Selection techniques
Resume Sorting: Recruiters review resumes and other application
materials to identify top candidates based on relevant work experiences,
skill sets, and past training. Keywords matching the job description are
often considered.

Introductory Screening: Candidates from a curated shortlist receive a

series of questions via email. This method helps assess qualifications,
professionalism, and communication skills. It’s a preliminary step before
longer interviews.

Assessment Tests: Candidates are given a test prompt similar to a work

assignment they might encounter in the company. This method evaluates
their practical, problem-solving, cognitive, and personality.

Interviews: One-on-one interviews allow recruiters to delve deeper into a

candidate’s background, experiences, and cultural fit. Structured interviews
with standardized questions are common.

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Selection techniques …

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Selection – An Overview

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Selection - Examples

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Orientating new employees

Purpose of Orientation:
1. Welcome: Make new employees feel welcome and part of the team.
2. Basic Information: Provide essential details (e.g., email access,
policies, benefits).
3. Understanding the Organization: Help employees grasp the
company’s past, present, strategies, and vision.
4. Socialization: Introduce them to the firm’s culture and ways of
doing things.

Methods for Employee Orientation:

1. Formal Programs: Structured sessions that familiarize new
employees with their roles, organization policies, and other
colleagues.
2. Orientation Handbooks and Presentations: Documents that provide
essential information in a concise format.

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Orientating new employees …

Benefits of Employee Orientation:
1. Welcoming Environment: Reduces anxiety and helps employees
settle in.
2. Effective Functioning: Ensures employees have the necessary
information to perform effectively.
3. Cultural Integration: Introduces them to the company’s values and
norms.

A well-executed employee orientation sets the stage for a positive and

productive work experience!

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Induction Vs Orientation

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Case Study
The following issues are identified with the company “XYZ”.
Analyze the sources of problems and suggest remedial actions.

1. High turnover rate after recruitment

2. Lack of diverse recruitment

3. Lengthy recruitment

4. Recruitment cost overrun

5. Skill gaps in recruited employees

Campus recruitment or Campus selection ?

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Performance Appraisal
Performance appraisal (or performance evaluation) is a method
of evaluating employees’ behaviour in the workplace. It includes
both quantitative and qualitative aspects of job performance.

Purpose: Assess how well an employee performs their tasks and

identify areas for improvement.

Characteristics:

o Systematic Assessment: A structured evaluation of an

employee’s strengths and weaknesses.

o Objective and Scientific: Unbiased assessment using

standardized measures.

o Periodic and Ongoing: Regular evaluations, often tied to salary

reviews, development, and promotions.

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Performance Appraisal…
Objectives

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Concept of Performance Appraisal

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Appraisal Criteria …
When conducting an employee appraisal, several criteria are
commonly considered to evaluate an employee’s performance. These
criteria help assess various aspects of an employee’s work and
contributions.
1. Quality of Work:
• Assess the accuracy, thoroughness, and effectiveness of the
employee’s work.
• Consider the ability to meet standards and produce high-quality
results.

2. Quantity of Work:
• Evaluate the volume of work completed by the employee.
• Consider productivity, efficiency, and meeting deadlines.

3. Job Knowledge and Skills:

• Assess the employee’s understanding of job requirements and
industry-specific knowledge.
• Consider technical skills, problem-solving abilities, and
adaptability.

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Appraisal Criteria …
4. Teamwork and Collaboration:
• Evaluate how well the employee works with colleagues and
contributes to team goals.
• Consider communication, cooperation, and conflict resolution.

5. Customer Service:
• Assess interactions with customers, clients, or stakeholders.
• Consider responsiveness, empathy, and customer satisfaction.

6. Initiative and Proactivity:

• Evaluate the employee’s willingness to take on additional
responsibilities.
• Consider creativity, innovation, and self-motivation.

7. Leadership Skills:
• Assess leadership abilities, decision-making, and influence.
• Consider the ability to guide and inspire others.

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Appraisal Criteria …
8. Self-Expression and Communication:
• Evaluate verbal and written communication skills.
• Consider clarity, active listening, and articulation.

9. Responsibility and Accountability:

• Assess reliability, punctuality, and ownership of tasks.
• Consider following policies and taking ownership of mistakes.

10. Integrity and Ethics:

• Evaluate honesty, trustworthiness, and adherence to ethical
standards.
• Consider ethical decision-making and professional conduct.

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Methods of Performance Appraisal

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Methods of Performance Appraisal…

1. Ranking 2. Paired Comparison 5. Forced Distribution

3. Grading 4. Checklist

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Methods of Performance Appraisal …

6. Critical Incident Method 7. Graphical Scale Method

8. Forced Choice Method

9. Essay method
10. Field review method
11. Confidential report

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Methods of Performance Appraisal…

MBO

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Methods of performance appraisal…

360° appraisal Behaviorally anchored rating scale

Cost accounting Assessment Centers

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Team Evaluation
Team evaluation involves assessing the performance, dynamics,
and effectiveness of a team. It aims to understand how well the
team is functioning, identify areas for improvement, and
celebrate successes.
Importance of Team Evaluation:

1. Continuous Improvement: Regular evaluations help teams

adapt and grow.

2. Accountability: Encourages team members to take

responsibility for their roles.

3. Feedback: Provides insights for individual and collective

development.

4. Team Building: Strengthens collaboration and cohesion.

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Team Evaluation …
Components of Team Evaluation:

Individual Contributions: Assess each team member’s performance

and contributions.

Team Goals and Objectives: Evaluate progress toward achieving

team goals.

Communication and Collaboration: Analyze how well team members

communicate and work together.

Conflict Resolution: Assess how conflicts are handled within the

team.

Leadership and Decision-Making: Evaluate leadership effectiveness.

Team Dynamics: Consider team morale, trust, and group cohesion.

Effective team evaluation fosters a positive team culture and drives

success.

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Rewards
Rewards refer to the incentives, benefits, and recognition that
organizations provide to employees in exchange for their
contributions.

Types of Rewards

• Extrinsic Rewards: Tangible rewards such as salary, bonuses,

promotions, and benefits.

• Intrinsic Rewards: Non-material rewards like job satisfaction,

autonomy, and a sense of accomplishment.

Importance of Rewards

• Motivation: Rewards encourage employees to perform well.

• Retention: Competitive rewards retain talented employees.

• Organizational Performance: Well-designed rewards enhance

overall performance.

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Rewards …

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Formulating a Career Strategy

1. Self-Assessment:
o Understand your skills, interests, values, and strengths.
o Reflect on your long-term goals.

2. Goal Setting:
o Define short-term and long-term career objectives.
o Align goals with personal aspirations and organizational needs.

3. Skill Development:
o Acquire necessary skills through education, training, and experience.
o Stay updated with industry trends.

4. Networking:
o Build professional relationships.
o Attend industry events and connect with mentors.

5. Adaptability:
o Be open to change and new opportunities.
o Embrace lifelong learning.

6. Balance Work and Life:

o Prioritize well-being and work-life balance.

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Managerial Training and Development

To enhance the skills, knowledge, and competencies of managers
and leaders within an organization.

Objectives:
o Leadership Skills: Develop effective leadership abilities.
o Decision-Making: Improve decision-making and problem-solving
skills.
o Communication: Enhance communication and interpersonal
skills.
o Change Management: Equip managers to handle organizational
changes.

Methods:
o Workshops and Seminars: Interactive sessions on specific topics.
o Role-Playing: Simulate real-world scenarios for skill practice.
o Coaching and Mentoring: One-on-one guidance from experienced
mentors.
o Case Studies: Analyze real cases to learn practical lessons.

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Managerial Training and Development …

Managerial development focuses on long-term growth and career
advancement.

Components:
1. Education: Pursue formal education(e.g., MBA, executive
programs).
2. Job Rotation: Exposure to different roles within the organization.
3. Networking: Build professional relationships.
4. Self-Development: Read, attend conferences, and stay updated.

Benefits:
1. Organizational Success: Well-developed managers contribute to
overall success.
2. Employee Engagement: Effective managers create a positive work
environment.
3.Succession Planning: Prepare future leaders.

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Conflict Management

Conflict refers to a disagreement or clash between individuals or

groups due to differing interests, values, or goals. It can arise in
various contexts, such as work, relationships, or community
settings.

Types of Conflict:

1. Intrapersonal Conflict: Conflict within an individual (e.g.,

conflicting emotions or values).

2. Interpersonal Conflict: Conflict between two or more people.

3. Intragroup Conflict: Conflict within a team or group.

4. Intergroup Conflict: Conflict between different teams or

departments.

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Conflict Management …
Causes of Conflict:
1.Communication Issues: Misunderstandings, poor communication, or
lack of clarity.
2. Differing Goals: Conflicting objectives or priorities.
3. Resource Scarcity: Competition for limited resources (e.g., time,
budget).
4. Personality Differences: Clashes due to different personalities or
work styles.

Conflict Management Strategies:

1. Collaboration: Work together to find win-win solutions.
2. Compromise: Reach a middle ground by making concessions.
3. Avoidance: Temporarily avoid the conflict.
4. Accommodation: Yield to the other party’s preferences.
5. Competing: Asserting one’s interests without considering others.

Remember, effective conflict management promotes healthy

relationships and organizational success!

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Managing Change
Nature of Change Management:

Change is inevitable in organizations due to external factors

(technology, market shifts, etc.) and internal needs (process
improvement, growth). Effective change management involves
understanding the nature of change, its impact, and how to navigate
it.

Types of Changes:

 Planned Change: Deliberate, proactive adjustments made by

organizations.

 Unplanned Change: Reactive responses to unexpected events (e.g.,

economic downturns, natural disasters).

 Incremental Change: Gradual adjustments over time.

 Transformational Change: Radical shifts in strategy, structure, or

culture.

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Managing Change …
1. Need for Change
 External Factors: Market trends, technological
advancements, competitive pressures.
 Internal Factors: Organizational growth, process
inefficiencies, employee turnover.
 Balancing Stability and Change: Organizations must find a
balance between stability and adaptability.

2. Scope of Change
 Individual Level: How change affects employees personally.
 Team Level: Impact on work processes, collaboration, and
team dynamics.
 Organizational Level: Overall structural, cultural, and
strategic shifts.

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Managing Change …
key strategies for effective change management:
Understand the Need for Change:
o Identify the reasons behind the change (e.g., technological
advancements, market trends, organizational growth).
o Communicate the rationale to employees and stakeholders.

Create a Clear Vision:

o Define the desired future state after the change.
o Ensure alignment with organizational goals and values.

Involve Stakeholders:
o Engage employees, managers, and other relevant parties.
o Seek their input, address concerns, and build buy-in.

Develop a Comprehensive Plan:

o Outline the steps required for successful implementation.
o Consider timelines, resources, and potential risks.

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Managing Change …
Communicate Effectively:
o Be transparent about the change process.
o Use multiple channels (meetings, emails, intranet) to share updates.

Provide Training and Support:

o Equip employees with the necessary skills to adapt.
o Offer training programs and resources.

Monitor Progress and Adjust:

o Regularly assess the change’s impact.
o Be open to feedback and make necessary adjustments.

Celebrate Successes:
o Acknowledge milestones and achievements.
o Reinforce the positive aspects of the change.

Remember, change management requires leadership, empathy, and a focus

on both the process and the people involved!

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Managing Change - Case Studies

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Learning organization
A learning organization values continuous learning and knowledge acquisition
from various sources. It actively promotes a culture of learning, adaptability,
and innovation.

Features of a Learning Organization:

1. Boundaryless Organization:
 Breakdown of internal and external barriers.
 Encourages collaboration across departments and with external
partners.

2. Futuristic Outlook:
 Focuses on long-term goals and anticipates future trends.
 Adapts proactively to changes.

3. Shared Vision:
 Employees align around a common purpose and vision.
 Everyone understands and contributes to organizational goals

4. Collaborative Organizational Culture:

 Encourages teamwork, open communication, and idea-sharing.
 Values diverse perspectives and creativity.
.

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Learning Organization …

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Learning Organization …
Disciplines of learning organization

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Learning Organization …
Advantages of a Learning Organization:

 Adaptability: Quickly respond to changes in the environment.

 Employee Engagement: Empowered employees are more committed.

 Innovation: Continuous learning leads to creative solutions.

 Competitive Advantage: Learning organizations stay ahead.

Remember, fostering a learning organization requires commitment

from leadership and active participation from all employees!

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Learning organization – Case study

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