CHAPTER 6:STAFFING

INTRODUCTION

Managers are responsible for acquiring, developing, protecting and utilizing the resources that an organization needs to be efficient and effective

Most important resources – HUMAN RESOUCES

Human resources – involves in the production and distribution of goods and services

DEFINITION

Staffing is defined as a series of steps that is performed continuously in order for an organization to obtain suitable candidates to hold suitable position at suitable time

Staffing process also known as Human Resource Management (HRM)

Major components in HRM including recruitment and selection, training and development, performance appraisal and feedback, pay and benefits and labor relations

DEFINITION

Human Resource Management (HRM) includes all the activities managers engage in

To attract and retain employees

To ensure that they perform at high level

Contribute to the accomplishment of organization goals

STAFF-HIRING PROCESS

Human Resource Planning

Recruitment

Selection

Induction and Orientation

Training and Development

Performance Evaluation

Employee Termination

HUMAN RESOURCE PLANNING

Human Resource Planning

Determine Recruitment and Selection Needs

Job Analysis

HUMAN RESOURCE PLANNING

The first step in staffing is to plan the manpower inventory required by a concern in order to match them with the job requirements and demands.

It involves forecasting and determining the future manpower needs of the concern.

Activities that manager engage in to forecast their current and future needs for human resource

HUMAN RESOURCE PLANNING

Factors that affected the process of human resource planning:

Internal factors – requirement for skills and vacancy

External factors – economics, labour market

HUMAN RESOURCE PLANNING

When Human Resource Planning is involved?

Planning for future needs

Planning to balance the future

Planning for hiring, selection or termination

Planning for growth

JOB ANALYSIS

The process of identifying the task, duties, and responsibility that make up a job and the (JOB DESCRIPTION)

Process of identifying the knowledge, skill, and ability needed to perform the job (JOB SPECIFICATION)

After managers complete human resource planning and job analysis, they will know their HR needs and jobs needs to be filled

RECRUITMENT

Recruitment is the activities that managers engage in to develop a pool of qualified candidates for open positions

It is a process of identifying and attracting the interest of qualified individuals to apply for the vacancy in the organization.

Once the requirements are notified, the concern invites and solicits applications according to the invitations made to the desirable candidates

METHODS IN RECRUITMENT

Internal recruitment hiring existing employees to fill the open position Can be done by notices, emails, records reviews Advantages:

a) Internal applicants familiar with the org.b) Managers already know candidatesc) Help to boost levels of employee motivation and

moraled) Less time consuming and expensive

METHODS IN RECRUITMENT

External Recruitment

Managers hire people from the outside of the org.

Newspapers, magazines, open houses for students and career counselors at schools or colleges, career fairs, job referral, job agencies, internship, recruitment meeting with groups in local community, professional bodies, reference from customer/ supplier/ current employee

JOBSTREET

EXTERNAL RECRUITMENT

Advantages of external recruitment:

a) New employees normally have high spirit / new image / creativity / strong motivation and they can bring in new ideas

b) Managers can choose the most suitable candidates

Disadvantages:

a) More time consuming, incur high cost

b) New employees need time to get familiar with the organization (require induction and orientation)

SELECTION

It is a process that managers use to determine the relative qualifications of the job applicants and their potential for performing well in particular job.

This is the screening step of staffing in which the solicited applications are screened out and suitable candidates are appointed as per the requirements.

STEPS IN SELECTION

Reviewing

Application Form

InterviewEvaluatio

n and Test

2nd. Interview

Job Offering

EVALUATION AND TESTING

Types of evaluation and testing:

IQ Test / Knowledge Test

Personality and Psychology Test

Skills and achievement Test

Physical Ability Test / Medical Test

Performance Test

ORIENTATION & INDUCTION

Activities that are conducted to familiarize the new employees with organization policies, environment and existing staff

The objectives are:

1. reduce the stress, uneasy, anxiety and worry of new employees

2. Enable new employees to perform their duties

3. New employees feel comfortable and confidence

4. Create relationship among new and existing employee

INDUCTION & ORIENTATION

•Information on jobs to be performed such as job description, duties and responsibilities

Induction

•Information on organization background, environment such as policies, product and services, organization structure, benefits and facilities

Orientation

TRAINING & CAREER DEV.

Training and Development- Training is a part of incentives given to the workers in order to develop and grow them within the concern. Training is generally given according to the nature of activities and scope of expansion in it. Along with it, the workers are developed by providing them extra benefits of in depth knowledge of their functional areas.

TRAINING

Training is activities conducted TO IMPROVE THE SKILLS OF EMPLOYEES

Frequently use at lower levels of management

Focus on teaching employees how to perform their current jobs and helping them acquire knowledge and skills needed to be more effective and efficient

It is required due to demand in job changes such as requirement due to technological changes

CATEGORIES OF TRAINING

• To improve and increase employee’s technical skills

• Reading, writing, computer

Technical Skills

• Ability to interact with other people• Active listening, effective communication,

conflict management

Interpersonal Skills

• Improve skills to solve problem • Logical and reasoning skill, identify cause and

source of problem, forming and analyzing alternatives, choose the best solution

Problem Solving Skills

TYPES OF TRAINING

Training

On-the-job training

Off-the-job training

DEVELOPMENT

Development focuses on building the knowledge and skills of organization members so that they are prepared take on new responsibilities and challenges

Frequently use at higher level of management, professionals and managers

Effective career development program can ensure the skills and talents of employees are always available when needed

DEVELOPMENT

•Employee can obtain knowledge and experience•Prepare for promotion•Increase knowledge and technical management skills

Objective of

conducting career

development

program

PERFORMANCE EVALUATION

Continuous process of communicating with employees regarding their expected duties and current work performance

The evaluation of employees’ job performances and contributions to their organization

Objectives are:

1. Identify employees work performances

2. To give rewards / punishments

PERFORMANCE EVALUATION

Types of performance evaluation• Informal performance evaluation

•Formal or systematic performance evaluation

PERFORMANCE EVALUATION

In conduction performance evaluation,

there are few weaknesses:•Recency effect•Halo effect•Evaluation pattern among evaluators•Central tendency•Evaluator biasness

PERFORMANCE EVALUATION

Potential sources

of performa

nce appraisal

Supervisor

Subordinates

Self

Peers

Customers

EMPLOYEE TERMINATION

Transfer

Vertical exchange of job

The movement of an employee from one hierarchy to another hierarchy of management

Usually to fill up the vacancy of position

Two types of transfer; SIDES TRANSFER and MANAGEMENT LEVEL TRANSFER

EMPLOYEE TERMINATION

Separation

Action to exit from organization such as resignation, retirement, termination, or medical problem (illness)

Before separation takes place, usually management will perform analysis of the type and quantity of separation

Sometimes it happen due to organization downsizing

STAFF DEVELOPMENT & RETENTION

Human Resource Department is responsible to retain the staff (ensure the staff continue working with the organization)

High employee’s turnover is bad for an organization

Drucker (1977), the ability of employee to develop his career is highly dependent on how a manager manages his employees.

STAFF DEVELOPMENT & RETENTION

• Provide financial and non financial rewards

• Provide share ownership• Honor, recognition and cares• Provide employee’s welfare /

benefits• Improve working condition• Practice good management

pattern• Job rotation

Methods to retain and maintain

staff: