1. STAFFING

2. INTRODUCTION
The success of any organisation doesn’t
depend upon the physical and financial
resources but it depends upon the
utilization of these resources by human
resources. So, hardworking efficient
people are the most important asset of
an organisation for its success. Staffing
function is concerned with the bringing
right and efficient people in the
organisation

3. MEANING
Staffing is a managerial function of filling and keeping
filled positions in the organisation structure which is
achieved by identifying number of employees required
followed by recruitment, selection, placement,
promotion, appraisal and development of personnel.

4. NEED AND IMPORTANCE OF STAFFING
Staffing function gives more emphasis on the human
elements such as attitude, aptitude, commitment, loyalty
while selecting the right person for the right job.
Researches on various aspects of staffing such as
recruitment, selection, compensation, incentives,
training and development are utilized for better results.
Staffing function has been assumed on greater
importance these days because of rapid development of
technology, increasing size of organisation and
complicated behaviour of human beings.
It ensures the optimum utilization of human resources
by way of avoiding surplus of workforce and prevents
under utilization of personnel.

5. NEED AND IMPORTANCE OF STAFFING
It avoids disruption of work by indicating in advance the shortage of
personnel.
This function improves the job satisfaction and morale of the
employees through objective performance appraisal and fair
rewarding system.
All other resources will become waste if there is no right kind of
personnel working in the organisation

6. BRIEF EXPLANATION OF VARIOUS
STAGES IN STAFFING PROCESS
1. Estimating the manpower requirements:-
For the purpose of understanding the
manpower requirements, the organisation has to do two
analysis such as workload analysis and workforce analysis.
Workload analysis means the assessment of
number and type of human resources necessary for the
performance of various jobs and accomplishment of
objectives.
Workforce analysis would reveal the number
and type of human resource presently available within the
organisation as well as helps to understand whether the
organisation is overstaffed or understaffed. A situation of
overstaffing will make the organisation to for employee
removal or transfer whereas a situation of understaffing
would necessitates the organisation to start the
recruitment process

7. BRIEF EXPLANATION OF VARIOUS
STAGES IN STAFFING PROCESS
Here, the important thing is that before going for recruitment stage,
organisation has to develop the two important statements mentioned
below:
Job Description which consists of the nature and characteristics of the
various jobs.
Desirable profile of the occupant of the job which consists of desirable
qualifications, experiences, personality etc.

8. 2. RECRUITMENT
Recruitment is defined as the process of
searching for prospective employees and
stimulating them to apply for jobs in the
organisation.
The organisation has to disclose the
contents of job description and desirable
profile of the occupant developed in the
previous stage in the advertisement called
“situation vacant”. The advertisement may be
displayed in the Factory gate or in print media
or flashed in electronic media. Both internal
sources and external sources of recruitment
should be explored.

9. 3. SELECTION
Selection is the process of choosing from
among the pool of prospective job candidates
developed at the stage of recruitment.
Selection serves two important
purposes mentioned below:
Organisation gets best among the available
Enhances the self-esteem and prestige of
those selected.
Selection involves the series of tests and
interviews, employment contract which is a
statement containing the terms and
conditions of employment.

10. 4. PLACEMENT AND
ORIENTATION
Placement means putting the selected candidates on right job. It
is the process of matching the candidates with the most suitable
jobs. The placement is done after considering various factors
such as skills required, location of job, employees knowledge,
marital status, home town, interest etc.

11. PLACEMENT AND
ORIENTATION
Orientation means introducing and
familiarizing newly appointed candidates
through following manners:
Brief presentation about the history of
the company
Introduction of superiors, subordinates
and his colleagues
Taken around the work place
Familiarizing the policies, rules and
regulations
Various facilities available.

12. 5. TRAINING AND
DEVELOPMENT
Training means act of improving
knowledge and skills for doing a specific
job. The employees are imparted
training to improve their performance
and to update their knowledge to match
the requirement of external
environment.
Development means growth of
a person in all respects. It is a process
by which managers and executives
acquire not only skills and competence
of present job but also the capabilities
for future tasks of increasing difficulty
and scope

13. THREE ASPECTS OF STAFFING
Following three aspects of staffing will be discussed in
details
Recruitment
Selection
Training and Development

14. 1. RECRUITMENT
Meaning and Definition:-
Recruitment means inducing
or attracting more and more candidates
to apply for vacant job positions in the
organisation.
Recruitment has been defined
as the process of searching for
prospective employees and stimulating
them to apply for jobs in organisation.

15. PROCESS OF RECRUITMENT
The various activities involved in the
process of recruitment are given below:
Identification of the different sources of
labour supply
Assessment of their validity
Choosing the most suitable source or
sources
Inviting applications from the
prospective candidates

16. SOURCES OF RECRUITMENT
There are two important sources of recruitment:
Internal source of recruitment
External source of recruitment

17. 1. INTERNAL SOURCE OF
RECRUITMENT
It means the filling up of vacant job positions of the
organisation by using the existing employees of the
organisation and no outsiders are permitted.
Two methods of internal source of
recruitment have been discussed below

18. (A) TRANSFER
Transfer involves shifting of an employee from one
job to another or from one department to another or
from one shift to another without any substantive
change in the status, responsibilities and salary.
Mainly the place of working is changed. E.g.:
Transfer of clerk from Accounts department to
Purchase department.
Transfer can be used in the organisation
for following purposes;
Shortage of suitable personnel in one branch or
department may be filled through transfer from other
branch or department
To avoid the termination of employees as an act of
punishment
To remove individual problems and grievances
To train the employees for learning different jobs

19. (B) PROMOTION
Promotion refers to the shifting of
employee from the lower job position to
the higher job position carrying higher
responsibilities, increasing authority
level, status, prestige, pay and facilities.
The main objective of
promotion is to improve the motivation,
loyalty and satisfaction level of the
employees.

20. MERITS OF INTERNAL SOURCE OF
RECRUITMENT
A promotion at higher level may lead to a chain of
promotion at lower levels. This motivates the
employees, which lead to increase the commitment
level, loyalty and satisfaction of employees.
It simplifies the process of selection and placement
It is a more reliable way of recruitment since the
candidates are already known to the organisation.
People recruited within organisation do not need
orientation program.
Shortage of personnel can be adjusted by transferring
personnel from surplus department.
It is more economical and fewer amounts spent in
training as well

21. DEMERITS OF INTERNAL
SOURCE OF RECRUITMENT
The scope of induction of fresh talent
and infusion of new blood will be
reduced.
Frequent transfers may reduce the
productivity of employees
Employees may become lethargic if
they are sure of time bound
promotion.
A new enterprise can not use the
internal source and no organisation
can fill all its vacancies from internal
sources.
There will be only limited choice

22. 2. EXTERNAL SOURCES OF
RECRUITMENT
When the candidates from outside the organisation are
invited to fill the vacant job position, then it is known as
external recruitment
Common methods of external sources of recruitment is
discussed in the following slides

23. 1. DIRECT RECRUITMENT
Sometimes the organisations paste
notice specifying the details of jobs
available at the gate of their office,
factory or workshop. The people who
are interested in those jobs walk in for
interview. This method is inexpensive
and suitable for unskilled or semi skilled
job positions, e.g. Sweeper, peon, casual
workers etc. Generally, they are paid
remuneration on daily wage basis

24. 2. CASUAL CALLERS
Generally, large organisations maintain an
application file consisting of unsolicited
applications which the job seekers leave with
reception as well as the applications of
suitable candidates who were not selected in
previous year’s selection process. This
application file is considered as waiting list.
Whenever there is a job vacancy, the suitable
candidates from the waiting list are called It is
also an inexpensive

25. 3. ADVERTISEMENT
The most common and popular method of
external recruitment is advertising in
newspapers and trade and professional journals.
Through advertisement, more information about
the organisation and job can be given. It gives
the management wider range of candidates.
For the job of an accountant, the
advertisement can be given in chartered
accountant journal and for unskilled and lower
rank positions, the advertisement can be given
in local or regional newspapers. But, for senior
positions and skilled jobs, advertisement is
given in national level reputed newspapers

26. 4. EMPLOYMENT EXCHANGES
Employment exchanges act as
middlemen between job seekers and the
organisation having vacant job
positions. The job seekers leave their
Bio-Data with the employment
exchanges and when organisation
approach employment exchanges,
suitable candidates are sent. Thus,
employment exchanges help to match
personnel demand and supply.
Government employment exchanges
charge no fees whereas private
employment exchanges charge

27. 5. PLACEMENT AGENCIES AND
MANAGEMENT CONSULTANTS
In technical and professional areas, private
agencies and professional bodies appears to
be doing remarkable work on selecting
suitable personnel from external sources.
These agencies compile Bio-Data of a large
number of candidates and provide the
organisation specialized and efficient people
who can occupy managerial, technical and
professional job positions. These agencies are
having many experts who are specialized in
manpower requirements and charge fees or
commission for their services

28. 6. CAMPUS RECRUITMENT
Many big organisations maintain a close
liaison with the universities, colleges,
management institutes and vocational
schools to recruit qualified personnel for
technical, professional and managerial
jobs. Senior managers of organisations
visit various professional institutions to
prefer fresh graduates, because they can
be molded according to the requirement
of the organisation. E.g. MBAs,
Computer programmers, Engineers are
generally selected in campus
recruitment

29. 7. RECOMMENDATIONS OF
EMPLOYEES
Many firms encourage their employees
to recommend the names of their
relatives, friends and other known
people to fill the vacant job positions.
The organisations prefer such
recommendations by trusting the
goodwill of the present employees. The
organisations can catch hold of existing
employees if there is any problem with
the new employee recommended by
him.

30. 8. LABOUR CONTRACTORS
The contractors are the people who keep
in touch with the labour in villages and
rural areas and whenever there is
vacancy or requirement for labour in
factory or in construction site, they bring
the labourers from villages as well as
from outskirts of city areas and supply
them to businessmen. The labour
contractors charge commission for the
same. This method is suitable only for
unskilled workers and labourers.

31. 9. WEB PUBLISHING
In internet, there are certain websites specifically
designed and dedicated for the purpose of providing
information about both job seekers and job openings in
various organisations. These websites can be visited by
job seekers as well as by the companies. E.g.
Naukri.com, Monster.com, Jobstreet.com etc.

32. MERITS OF EXTERNAL SOURCE
OF RECRUITMENT
With external recruitment fresh and
new talent come to the organisation.
Through external recruitment the
organisation gets wider choice.
By using external recruitment the
management can get qualified and
trained persons.
Through external recruitment when
outsiders join the organisation, this
develops a competitive spirit in
existing employees of organisation.

33. DEMERITS OF EXTERNAL
RECRUITMENT
The morale of existing employees goes
down or falls.
the new employees may not adjust in the
rules and regulations of the organisation
which means more chances of turnovers
It is expensive as to invite the outsider to
apply for the job, companies have to bear
heavy burden of advertising.
External recruitment takes long time to
select suitable personnel

34. 2. SELECTION
Meaning:-
Selection can be defined as discovering
most promising and most suitable candidate to fill up
the vacant job position among the pool of prospective
job candidates developed at the stage of recruitment.

35. PROCESS OF SELECTION
In selection, the number of rejected applicants is
generally more than the selected candidates that are why
selection is considered as a negative process. The
important steps in the process of selection are as
follows;

36. 1. PRELIMINARY SCREENING
The selection process begins with
screening and detailed investigation of
the applicants. While scrutinizing the
applications, the managers compare the
qualifications and capabilities specified
in application form with the requirement
of vacant job position. The applications
proving the match between both only
will be considered for the next stage in
selection and the remaining unsuitable
applications will be rejected.

37. 2. SELECTION TESTS
The types of test to be conducted depend on the
requirement of the organization. The common types of
tests conducted by the organizations are given below:
(a) Intelligence test: This is one of the important
psychological test used to measure the level of IQ,
person’s learning ability or the ability to make decisions
and judgments, person’s alertness in terms of reasoning,
memory, comprehension etc.
(b) Aptitude test: These tests are designed to
measure the potential of individuals to acquire new skills,
capacity to develop in future.
(c) Personality test: This test provides clues to a
person’s emotional balance, his/her reactions, maturity
and value system etc. It has to be designed and
implemented with utmost care.
(d) Interest test: Interest test is used to know the
pattern of interest or involvement of a person in a
particular kind of work.

38. 3. EMPLOYMENT INTERVIEW
Interview is a formal, in-depth conversation conducted to
evaluate the applicants’ suitability for the job. There are
some qualities which can be judged only through a face-
to –face talk with candidates. The interviewer is to seek
information about the interviewee by asking job related
and general questions

39. 4. REFERENCE AND
BACKGROUND CHECKS
Many employers request names, addresses and
telephone numbers of references of at least two
responsible persons for the purpose of verifying
information and gaining additional information on an
applicant. Previous employer, University professors,
known persons can act in references

40. 5. SELECTION DECISION
The personnel department will send the list of the
selected candidates who have passed tests, interviews
and reference checks. But, the final selection has to be
made by the concerned departmental manager. Because,
it is he who is responsible for the performance of the
new employee.

41. 6. MEDICAL EXAMINATION
After the selection decision, the candidate is required to
undergo medical fitness test conducted by the panel of
doctors prescribed by the organization. If the result of
medical fitness is positive, then only job offer will be
given.

42. 7. JOB OFFER
Job offer is made through a letter of appointment. Such a
letter generally contains date by which the appointee
must report on duty. The appointee must be given
reasonable time for reporting.

43. 8. CONTRACT OF
EMPLOYMENT
It is a written document consisting of job title, duties,
responsibilities, date when continuous employment
starts and the basis of calculating service, rates of pay,
allowances, working hours, leave rules, grievance
procedures, disciplinary procedures etc. It has to be
signed by the employee

44. 4. TRAINING AND DEVELOPMENT
Meaning of Training:-
Training is the process of improving the
job knowledge and skills of employees so as to enable
them to perform well. It is an organized activity wherein
people acquire knowledge and skills for doing a specific
job

45. MEANING OF DEVELOPMENT:-
Development is the process by which managers and
executives acquire not only skills and competence in
their present jobs but also capabilities for future tasks of
increasing difficulty and scope. It refers to overall growth
of the employees.

46. DISTINCTION BETWEEN
TRAINING AND DEVELOPMENT
TRAINING
1. Teaching technical skill
only
2. Suitable technical staff
3. Development of skills
already possessed by the
employees
4. Focuses on present
requirement of
organization
5. Superior takes
initiative
DEVELOPMENT
Teaching technical,
human and conceptual
skills.
Suitable for managerial
staff
Development of hidden
qualities of employees
Focuses on future
requirement of
organization.
Individual takes initiative

47. BENEFITS OF TRAINING AND
DEVELOPMENT
Training is systematic learning always better than
hit and trial methods which lead to wastage of
efforts and money.
It enhances employee productivity both in terms
of quantity and quality, leading higher profits.
It equips the future manager who can take over in
case of emergency
It increases employee confidence and reduces
absenteeism and employee turnover
It helps in obtaining effective response to fast
changing environment.
Improved skills and knowledge lead to better
career of the individual.

48. BENEFITS OF TRAINING AND
DEVELOPMENT
Increased performance by the individual helps him to earn
more.
It makes the employee more efficient to handle machines
which will reduce the accidents.
It increases the satisfaction and morale of employees

49. TRAINING METHODS
The methods of training are broadly categorized into two
groups:
1. On the job training methods
2. Off the job training methods

50. 1. ON THE JOB TRAINING
METHODS
This is a method of learning by doing
and suitable only for technical jobs. The
advantage of this method is that the
employees can understand practical
problems. The disadvantage is that it
may lead to wastage of resources. This
method should not be recommended in
case the training involves the handling
of very expensive machines.
Types of on the job training methods:-
The various types of on the
job training methods are discussed

51. (A) APPRENTICESHIP
PROGRAMMES
In this method, there will be a master
worker (trainer) who guides the workers
on the skills of the job and
demonstrates the job also. The trainees
will observe the demonstration carefully
and learning the skills gradually. After
getting the confidence, the trainees start
taking up the job and the master worker
becomes the observer. When trainee
becomes perfect, the master worker
leaves by handing over the full charge of
job position to the trainee workers. The
period of training may vary from 2 to 5

52. (B) COACHING
Under this method, the superior or
senior manager will take the role of
coach. The superior and trainees
together will set mutually agreed goals.
Then, the superior suggests the trainees
how to achieve the goals by giving
guidance and instructions. The
performance of the trainees will be
reviewed periodically by the superior.
The superior will suggest required
changes in behavior and performance of
the trainees in order to overcome their
weaknesses and makes their strength

53. (C) INTERNSHIP TRAINING
The educational institutions and the
corporate sectors enter into an
agreement according to which the
institutions send their candidates to
various companies so that they can
practice the theoretical knowledge
acquired by them. The organizations will
get people with fresh ideas and latest
knowledge and the companies have to
pay very less amount of stipend.

54. (D) JOB ROTATION
Under this method, the employees are shifted
from one job to another job for short intervals
in order to make them aware of the
requirements of all the job positions. Further,
they may be even shifted from one
department to another department so that
trainees get broader understanding of all
parts of the business and how organization as
a whole functions. This method allows the
trainees to interact with other employees
facilitating future cooperation. Further, the
organization finds it easier at the time of
promotions, replacements or transfers.

55. 2. OFF THE JOB TRAINING
METHODS
These methods are used away from the work place. It
involves learning before doing. The various methods of
off the job training methods are discussed below:

56. (A) CLASS ROOM LECTURES
AND CONFERENCES
It is a highly structured way to convey a message or
specific information, rules, procedures or methods. The
use of audio-visuals or demonstrations can make a
formal classroom presentation more interesting

57. (B) FILMS
Films can provide information and demonstrate skills
that are not easily represented by the other techniques. It
is generally used in conjunction with conference
discussions.

58. (C) CASE STUDY
Under this method, managers discuss real problems that
they have faced and trainees are asked to study, analyze
the problems and develop alternative solutions, select
what they believe to be the best solution. The case study
provides the bridge between the theoretical knowledge
and its practical implications

59. (D) COMPUTER MODELING
It stimulates the work environment by programming a
computer to imitate some of the realities of the job and
allows learning to take place without the risk or high
costs that would be incurred if a mistake were made in
real life situation

60. (E) VESTIBULE TRAINING
Vestibule school means duplicate model
of organization. When the expensive and
delicate machineries are involved then
employers avoid using on the job
methods of training. A dummy model of
machinery is prepared to give training
instead of using original machinery.
Actual work situations are created and
employees use the same materials and
equipments.

61. (F) PROGRAMMED
INSTRUCTIONS
Under this method, a learning package is prepared to
give general instructions and specific skills. The
information is broken into sequence of meaningful units.