CH 6

CHAPTER FIVE
STAFFING
5.1. The Meaning of staffing

Staffing can be defined as:
 The process of obtaining and maintaining capable and
competent people to fill all positions created by the
organizing function.
 Therefore, the staffing process involves the following steps:
 Human resource/ Manpower planning
 Recruitment
 Selection
 Orientation and induction
 Training and development
 Performance appraisal
5.2. Human Resource Planning
 is the process by which managers ensure that they have the

right number and kind of people who are capable to effectively
and efficiently perform their tasks, at the right time and place.
 It involves analysis of:
 Current and expected skill needs of the organization (internal
factors); and,
 Factors such as the labor market, government regulations, the
labor union etc. (external environment).
Cont…
The Basic Human Resource Planning Steps

I. Current Assessment / Human Resource Inventory
 Human resource inventory helps the managers to assess what
talents and skills are currently available.
 The following aspects should be considered in this stage:
Job analysis
 It is the process of collecting, analyzing and coordinating
information about jobs.
 Primary purpose of job analysis is to
 Determine the duties and responsibilities of the job.
 Determine the kind of person needed to fill each job
Cont…
 The outcomes of job analysis are job description and job
specification.
A. Job description
 It is a written statement of what job holder does, how it is done,
and why it is done.
 It describes the content of the job.
 It is a written document of the duties and responsibilities of a job.
B. Job specification
 Focuses on the person
 It states the minimum acceptable qualification and experience that
a jobholder must possess to perform a given task effectively and
efficiently.
 It identifies the knowledge, skills and abilities needed to do the job
effectively.
Cont…
II. Developing of future program
 It provides projections of future human resource needs and
availability.
 After assessing current capabilities and future needs, managers
are able to estimate shortages
5.3. Recruitment
 It is the process of locating, identifying and attracting capable
applicants.
 It is also making potential candidates interested in particular
job positions and apply for it.
 There are two sources of recruitment
Cont…
 Internal source
 includes the existing work force of the organization.
 The methods of internal recruitment include the following:
 Reviewing of personnel records
 Job posting and bidding system
 Inside moon lighting: paying bonuses of different types for
internal workers assigned to perform a certain job for a short
period of time.
Merits of Internal sources
 Motivational and job satisfaction advantage (provision of
continuity employment)
 Enhancing morale and creation of a sense of security among
workers.
Cont…
 Less expensive – minimizes training or orientation cost
 Easy to apply – performance of employees can be easily
evaluated, etc.
Demerits of Internal sources
 Limits the pool of talent available to the organization
 Discourages new blood from entering the organization
 Successful people are promoted until they finally reach a level
in which they are unable to perform adequately.
 External source of recruitment
source of external recruitment

Cont…
 Employees’ referrals (word of mouth)
 refers to encouraging employees to recommend capable and
skilled persons to fill the available vacancies.
 Advertising
 Educational institutions
 New employees can be recruited from colleges and
universities.
 Employment agencies
Decruitment: used to reduce surplus labour force

methods
a. Early retirement
b. Firing
c. Reduced work weeks
d. lay off
5.4. Selection
 It is better not to select than selecting bad

candidate!
“Good training will not make up for bad
selection.”
 It is the process of deciding which candidates out of the pool of
applicants have the abilities, skills, and characteristics that
adequately match the job demands.
The selection process
 Completing a Blank application form
 Summarizes the applicant’s personal history and qualifications
 Conducting a screening interviews
 To screen out applicants who are obviously unqualified or over
qualified to the job.
 Administration of psychological tests
 are designed to measure mental alertness, achievement, special
Cont…
 Conducting Evaluation interviews
• Evaluation interview attempts to make a careful assessment of
the candidate’s qualifications for the particular task (Job).
 Background investigation
• It is the verification of information obtained from the
candidate’s blank application form, selection interview, and
the resume.
 Arrangement for physical examination
 Placement
• Employment letter specifying the place of work, gross
payment, hours of work, etc. is given to the candidate.
5.5. Induction and Orientation
 Itis the introduction of a new employee to his/her job and the
organization.
Objectives of Orientation/ Induction:
 To reduce the initial anxiety
 To familiarize new employees with the job, the work unit and
the organization as a whole
 To facilitate the outsider-insider transitions
 To familiarize the employee with the goals and his/her new co-
workers
 To introduce the employee with the relevant policies, rules
and regulations.
5.6. Training and Development
 Training is a part of staffing whose purpose is to aid

employees in improving performance.
 It is a learning process that involves acquisition of skills,
concepts, rules or attitudes to increase the performance of
employees.
 It is a continuous process.
 some of the factors that should be considered when planning
training programs:
 Training must be based on organizational and individual
needs.
 Training should address problems that need to be solved
Cont…
 Training programs should be based on sound theories of
learning
 Training must be evaluated and modifications in training
programs must be made whenever necessary.
Methods of Training
a) On-the-job training
 Itis letting the employees learn while doing.
 The employee is shown to perform the jobs and allowed to do
under the supervisor’s supervision
o common approaches used in arranging on-the-job training:
Cont…
 Coaching
• Refers to the assignment of a specific person to act as either an
instructor or resource person for the trainee.
 Apprenticeship
 It is a methodology of allowing the trainee to learn and
practice by performing the actual task on the job
 Job rotation (cross training)
 It is a process of training employees by rotating them through
a series of related tasks.
Cont…
 Vestibule training
 Equipment and procedures similar to those used in the actual
job are set up in a special working area
 Self-improvement programs
 Refer to acquiring knowledge through additional reading and
self-improvement programs.
b) Off the job training
 Itis training conducted away from the actual work setting.
 Common methods of off the job training include the
following:
 Lecture and classroom instruction
 Group discussion
Cont…
 Role playing (psychodrama, social-drama)
 trainees act out a given role as they would be performing in a
stage play
 Case studies
 a method of training where the trainees are given cases and are
given to identify basic problem and suggest solution.
 Programmed instruction
 It consists of three functions: -
 Presenting questions, facts, or problems to the learner
 Allowing the trainee to respond
 Providing the necessary feedback on the accuracy of his
answer.
5.7. Performance Appraisal
 Job performance
 Refers to the degree of accomplishment of task that makes an
individual’s job.
 It is measured in terms of results.
Benefits of performance appraisal

 Assists managers to observe their subordinates more closely
and do a better job coaching.
 Motivates employees by providing feedback on job
performance.
 Achieves better operational results - improved work
performance.
 Identifies development needs.
Cont…
 Provides back up of data for making decisions about employee
compensation.
 Reduces favoritism in making managerial decisions about
employees.
Aspects of performance appraisal
a) Transfer- move an employee from one department,
position, section…. To the other
b) Promotion – moving employees to a job involving high pay,
status, and higher performance requirements
c) Demotion – shift an employee to a lower level (position )
d) Separation – termination / ceasing/ relationship
- it can be voluntary or involuntary

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CHAPTER FIVE

5.1. The Meaning of staffing

 is the process by which managers ensure that they have the

The Basic Human Resource Planning Steps

source of external recruitment

Decruitment: used to reduce surplus labour force

 It is better not to select than selecting bad

 Training is a part of staffing whose purpose is to aid

Benefits of performance appraisal

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