EDITED, OrIG- Staffing and Human Resource Management

7/31/2019 EDITED, OrIG- Staffing and Human Resource Management

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Staffing and HumanResource Management


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Human Resource Management and

Business Strategy The modern role for human resource professionals is

that of a partner in helping the organization attain its

business strategy.Without effective human resource management, the

company cannot accomplish high-level goals such ascompeting globally, grabbing market share, and being

innovative. A specific way HRM contributes to business strategy is

by helping to build high-performance work practices.


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What Is Staffing? Staffing refers to the managerial function of employing and

developing human resources for carrying out the variousmanagerial and non-managerial activities in an

organization. This involves determining the manpower requirement, and

the methods of recruiting, selecting, training anddeveloping the people for various positions created in the

organization.


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Importance of Staffing Staffing the organization is the heart of

human resource management.

It is the people, in every organization, whorun the show successfully. Staffing thus, as afunction, is very important as it is throughthis process that we get right persons for the

organization and ensure that they stick to theorganization.


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Benefits of Good Staffing(a) It helps in getting right people for the right job at the

right time. The function of staffing enables themanager to find out as to how many workers arerequired and with what qualifications and experience.

(b) Staffing contributes to improved organizationalproductivity. Through proper selection the

organization gets quality workers, and through propertraining the performances level of the workers can beimproved.


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Benefits of Good Staffing(c) It helps in providing job satisfaction to the employees

keeping their morale high. With proper training anddevelopment programs their efficiency improves and

they feel assured of their career advancements.(d) Staffing maintains harmony in the organization.

Through proper staffing, individuals are not justrecruited and selected but their performance is

regularly appraised and promotions made on merit.For all these, certain rules are made and are dulycommunicated to all concerned. This fosters harmonyand peace in the organization.


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Process of Staffing Manpower Planning

Job Analysis

Recruitment

Selection

Placement

Induction

Training and Development

Performance Appraisal

Compensation

Promotion and Transfer


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Manpower Planning Refers to the process of estimating the manpower

requirement of an organization.

While estimating the manpower requirement, the

management generally keeps in mind the availableinfrastructure including the technology, productionschedule, market fluctuation, demand forecasts,governments policies and so on.

It tentatively decides the kinds of staff as well as thenumber of staff needed for the organization.

FOCUS: to get the right number of qualified people atthe right time.


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Job Analysis a pre-requisite for any recruitment exercise

helps in determining the qualifications, skills andexperience required for various categories of

employees It involves:

(i) identification of each job in terms of dutiesand responsibilities, (called job description) and

(ii) determining the abilities and skills that arerequired for performing the job (called jobspecifications)


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Recruitment It is the process of finding and attracting suitable

applicants for employment.

The preferred recruiting method is to begin with a

large number of possible job candidates and then giveserious consideration to a much smaller number.

A. Purposes of Recruitment

Recruitment searches for a good person-organizationfit, and attempts to sell the organization to high-quality prospective candidates.


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B. Job Descriptions and Job Specifications

The job description explains in detail what thejobholder is supposed to do.

Job specification - a statement of the personal

characteristics needed to perform the job. Many firmssee job descriptions and job specifications decreasingin relevance because some workers are expected tooccupy flexible roles.

C. Recruiting Sources Internal Sources

External Sources


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(A) Internal Sources:

Existing employees expect that they will have chances ofpromotion and will be considered for higher positionsbefore outsiders are considered. Managers, therefore maypromote and transfer some of the existing employees to fillthe vacant positions.

Advantages: it is easier for managers to fill vacancies as they areconversant with the abilities and skills of theirsubordinates and have records of their performances.

Employees also feel happy as their work performance is

recognized by management through promotion.Disadvantages: the organization is deprived of the benefit of inducting

fresh blood into its system.


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(B) External Sources:

All vacancies cannot be filled up from within theorganization.

Existing employees may lack the required skill,initiative and qualification needed for the jobs

involved. Hence managers have to recruit somepersons from outside the organization.

Advantages:

provides a wide choice from among a large number ofexternal candidates from which employees may berecruited.


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Various External Sources of Recruitment: Media Advertisements

Employment Exchanges

Educational Institutions

Unsolicited Application

Recruitment at the Factory Gate

Referrals

Private Employment Agencies


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Selection refers to the process of choosing the most suitable

person from among the list of interested andoutstanding candidates

involves going through the qualification andexperience of all candidates and matching them withthe expectation for the job so as to decide who is themost suitable one for the job

The entire process goes through a number of stepswhich may be called as selection procedure.


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A. Screening the ApplicationsAplications received from the candidates are examined

Involves checking its contents so as the ascertain

whether or not the minimum eligibility conditions inrespect of age, experience, qualifications and skills arefulfilled by the candidates

This is usually done by a senior officer of a company or

by a screening committee. PURPOSE: to prepare a list of eligible candidates who

are to be evaluated further


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B. Holding Tests eligible candidates are asked to appear for selection

tests

tests are made to discover and measure the skill and

abilities of the candidates in terms of the requirementsof the job. The nature of test depends upon the natureof the job involved.

NOTE: Passing the test by a candidate does not mean

that he will be employed. It simply implies that allthose who have passed the test are qualified for furtherprocessing and those who have failed are not to beconsidered.


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C. Selection Interview most important part of the selection procedure

serves as a means of checking the information given in theapplication form and making an overall assessment of the

candidates suitability for the job. It aso helps indetermining if the candidate is plausible or not

the candidate has a face-to-face interaction with theemployer or representatives of the employer, where they try

to judge the ability of the candidate. They also get anopportunity to go into the details of the candidatesbackground by asking the so-called knockout questions

which helps a lot in assessing the candidates suitability.


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D. Checking References and

Background Investigations Reference check - an inquiry to a second party about a

job candidates suitability for employment

The two main areas of inquiry are past jobperformance and the ability to get along with co-workers

former and prospective employers have a qualifiedprivilege to discuss an employees past performance


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Background investigations are closely related toreference checks, except that they focus oninformation form sources other than formeremployers.

Credit checks are usually included as part of thechecking.

useful because so many job candidates present untrueinformation. An estimated 40 to 70 percent of jobapplicants enhance their work histories in theirrsums and during the interview.


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PURPOSE: to hire an employee who must have other

qualities like balanced temperament, honesty, loyalty,etc.

For the reason that these qualities certainly cannot bejudged on the basis of any test.

information is obtained and verified from the heads ofeducational institutions where the candidates havestudied, or from the persons whose names are given bythe candidates as referee, or from their previous

employers.

Therefore, references are required to be contacted toensure that these persons are reliable.


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E. Medical Examinations of the

Candidates Candidates finally selected for the job are asked to

undergo medical examination to see whether the

selected candidates are physically fit for the job. ensures higher standard of health of the employees

and their physical fitness which, in turn, reduces thelabour turnover, absenteeism and accidents

reveal whether he/she suffers from any illness whichcan be cured. Example of which is poor eyesight


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F. Issue of Appointment Letter Candidates finally selected are offered to join the

organization for which a formal appointment letter is

issued containing the nature of job, the remuneration,pay scale, and other terms and conditions relating toemployment. Usually a reasonable time is given to thecandidates to join the organization.


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Probation Period candidates are not initially appointed on permanent basis

because it is considered better to try them for a few monthson the job itself. This period of service is known as theperiod of probation.

REASON: no procedure of selection can fully establish thequalities of a selected candidate. It is only by observing aperson at work that one can find out how he performs andalso how he behaves with his superior and fellowemployees.

If his performances are not found satisfactory, his periodof probation may be extended. The management may alsotransfer him to some other job at which he may beexpected to do better.


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Note:Though a number of steps in the selection procedure have beenlisted, all the steps need not be followed in all cases.


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Differences Between

Recruitment Selection

helps in attracting suitablecandidates

the effort is to attractcandidates as many aspossible and it is regarded asa positive process

helps the manager to attractgood candidates

helps in finding out thecandidates who meet the

requirements of the job

a negative process as itinvolves rejection of manycandidates

helps the manager in makingthe right choice


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Placement Refers to the selected candidates joining in the

positions of the organization for which they have beenselected.

The appointment of every candidate is followed by arecord of particulars of employment. Such records isproperly maintained and described as employmentrecord. It serves a useful purpose on many occasionslike selection of employees for training, promotion,increments etc


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Induction The process of introducing new employees to the

organisation.

The new employees should know under whom andwith whom he/she is to work, get acquainted andadjusted to the work environment, get a general ideaabout the rules and regulations, working conditionsetc.

Usually the immediate supervisor of the newemployee introduces him to his work environment.


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Training and Development

TRAINING: Helping the employees to improve their knowledge and skill so as to be

able to perform their tasks more efficiently

an organized activity for increasing the knowledge and skills of people

for a specific purpose

It refers to the acquisition of knowledge, skills and competencies as aresult of the teaching of vocational or practical skills and knowledgethat relate to specific useful competencies.

This includes a relatively permanent change in:

1. Skills2. Attitude and3. Knowledge


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1. New candidates who join an organization are giventraining. This training familiarizes them with theorganizational mission, vision, rules and regulations andthe working conditions.

2. The existing employees are trained to refresh and enhance

their knowledge.3. If any updates and amendments take place in technology,training is given to cope up with those changes. Forinstance, purchasing a new equipment, changes intechnique of production, computer implantment. Theemployees are trained about use of new equipments and

work methods.4. When promotion and career growth becomes important.

Training is given so that employees are prepared to sharethe responsibilities of the higher level job.

IMPORTANCE OF TRAINING


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1. Improves morale of employees- Training helps theemployee to get job security and job satisfaction.

2. Less supervision- A well trained employee will be wellacquainted with the job and will need less of supervision.

3. Fewer accidents- Errors are likely to occur if the employeeslack knowledge and skills required for doing a particular job.

4. Chances of promotion- Employees acquire skills andefficiency during training.

5. Increased productivity-Well trained employees show bothquantity and quality performance. There is less wastage oftime, money and resources if employees are properly trained.

THE BENEFITS OF TRAINING


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TRAINING PROCESS

Need AnalysisInstructional

Design

Preparing theLearner

Implementation

Performance TryOut

Evaluation andfollow-up


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Methods of Training

1. On the job training-Those which are given to the employees within the

everyday working of a concern.

- It is a simple and cost-effective training method.

-The motto of such training is learning by doing.

Examples:

a. Job Instruction TrainingUsually the knowledge being transferred or the

skills being taught are fairly restricted and specific.

Training through Step by step learning


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b. Apprenticeship

Formal training under experiencedemployees before joining regular jobs.

c. Coaching

Coach sets mutually agreed upon goals, tellstrainee what is to be done, suggests how it shouldbe done, follow up suggestions, and correct errors.

d. Job Rotation

Trainees rotated over various routine jobs in adepartment, division or unit before they take upmanagerial positions.


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2. Off the job training

- Those in which training is provided away from theactual working condition.

- Such method is costly and is effective if and only iflarge number of employees have to be trained withina short time period.

- Also called as vestibule training, as theemployees are trained in a separate area (may be a

hall, entrance, reception area, etc. known as avestibule) where the actual working conditions areduplicated.


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Examples:

a. Lectures

Formal organized talks for imparting knowledge of facts,concepts, principles, theories etc.

b. Seminars/ Conferences

Individuals confer to discuss points of common interest to

each other.

c. Case study/ Incident Method

Offers matters for reflection and brings home to traineesa sense of complexities of life rather than theoretical

simplifications.d. Electronic Training

Distance and Internet based

1. Videoconferencing 2. Internet training


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judging the relative abilities of employees at work in asystematic manner

a formal system for measuring, evaluating, and

reviewing performance


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Basic Purposes:a. Organizational viewpoint

Administrative purposes include salary administrationand documenting poor performance for purposes ofdismissal.

The leadership purposes of performance appraisalinclude increasing productivity and helping employeesgrow and develop.

Performance appraisals help measure whether theprevious steps in the staffing model have been effective.


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b. Employee Viewpoint

From the employee viewpoint, the purpose ofperformance appraisal is four-fold:

(1) Tell me what you want me to do(2) Tell me how well I have done it(3) Help me improve my performance

(4) Reward me for doing well.


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a. Motivation and Satisfaction Performance appraisalprovides employees with recognition for their work efforts.The power of social recognition as an incentive has beenlong noted.

b. Training and Development Performance appraisal canmake the need for training more pressing and relevant bylinking it clearly to performance outcomes and futurecareer aspirations.

c. Recruitment and InductionAppraisal data can be used

to monitor the success of the organization's recruitmentand induction practices.

d. Employee Evaluation Though often understated or evendenied, evaluation is a legitimate and major objective of

performance appraisal.

BENEFITS OF APPRAISAL


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APPRAISAL METHODS

1. Critical Method2. Weighted Checklist Method

3. 360 degree performance appraisal

4. Self appraisal form5. Graphic Rating Scales

6. Essay Evaluation Form

7. Behaviorally anchored rating scales (BARS)

8. Forced ranking (Forced Distribution)

9. Behavioral Observation Scales (BOS)


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Compensation

the combination of pay and benefits

A. Types of Pay

Wages and salary are the most common forms of pay.

Wages are hourly pay, whereas salary is an annualamount of money paid to a worker.

A bonus serves as a reward for good performance.

variable pay- the amount of money a worker receives ispartially dependent on his or her performance

Stack Ranking


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B. Employee Benefits

An employee benefit is any noncash benefit given toworkers as a condition of their employment. Thebenefit package averages about 35 percent of salaries.A substantial number of firms offer a flexible benefitpackage in which employees select a group of benefitstailored to their preferences.

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EDITED, OrIG- Staffing and Human Resource Management