staffing- ppt class 12 business studies

2.  Our assets walk out of the door each evening. We have
to make sure that they come back the next morning”
(Narayana Murthy, CEO, Infosys).
 Staff – are assets

3. Staffing
 process is to fill the various posts provided in the
organisation.
 ‘putting people to jobs’.
 process of management which is concerned with
obtaining, utilising and maintaining a satisfactory and
satisfied work force.
 Staffing has been described as the managerial
function of filling and keeping filled the positions in
the organisation structure.

4. Importance of Staffing
(i) helps in discovering and obtaining competent employees for
various jobs;
(ii) Increases higher performance, by putting right person on the
right job;
(iii) ensures the continuous survival and growth of the enterprise
through the succession planning for managers.
(iv) helps to ensure optimum utilisation of the human resources.
Avoids Over staffing & ensures proper utilisation of employees
and reduce high labour costs.
(v) improves job satisfaction and morale of employees & fair
reward for their contribution.

5. STAFFING AS A PART OF HUMAN RESOURCE MANAGEMENT
 Staffing is concerned with filling various positions or jobs in
the organization with the suitable personnel(candidate).
 It is a element of Human Resource Management which is the
concern of each manager at each level of the organization.
 The managers should fill vacant positions with qualified
candidates.

6. STAFFING AS A PART OF HUMAN RESOURCE
MANAGEMENT
 It brings all physical & human resources together.
 It is the concept of Hiring- Retaining- Firing
 It is continuous & repetitive.

7. DUTIES AND ACTIVITIES OF HUMAN RESOURCE MANAGEMENT
 Job analysis, i.e. collecting information about jobs and qualifications
required to perform them to prepare job descriptions and job
specifications.
 Employment, i.e. recruitment, selection, and placement of competent
and qualified personnel’s.
 Training & development of employees.
 Developing compensation and bonus plans.
 Maintaining good relations with the employees and their unions.
 Handling the complaints of employees.
 Social security and the welfare of employees.- Ex- Pension & PF

9. STAFFING PROCESS
1. Estimating the manpower requirements: means analysis or assessment of
number of employees or HR & type of employee required to achieve the goals.
Understanding how much staff is required & calculating if the organization is
Over or Under staffed.
 For Ex- Adigas Hotel decides to open a new branch in Rajajinagar so it
needs Chefs, House Keeping staff, Managers & Service bearers.
 Hence it needs to calculate how many employees are required.
2. Recruitment- is defined as the process of searching for prospective (suitable)
candidates and motivating them to apply for jobs in the organization.
For Ex- Adigas issues an Job advertisement in the news paper, by describing the
Job Qualification
3. Selection- is the process of choosing the suitable candidate from the pool of
prospective job candidates. choosing the right person for the right job.
Selection involves the series of tests and interviews.
Ex- out of all Job application received by Adigas, it will select the candidates who
are qualified for cooking, managing customers & billing.

10. THE TYPES OF TESTS USED FOR SELECTION OF EMPLOYEES.
An employment test is a mechanism that attempts to measure certain characteristics of
individuals. It is done to measure the aptitude, capacity, intelligence, and understand the
personality of the candidate.
Intelligence Tests: -It tests a person’s ability to make decisions and judgments,
It is used to judge the mental capacity of the applicant.
The psychological tests are used to measure the level of intelligence quotient of an
individual.
Aptitude Tests:-It is a measure of individual’s potential for learning new skill.
It indicates the person’s capacity to develop. Such tests are good indication of a person’s
future success score.
Personality Tests: -Personality tests provide clues to a person’s emotion.
It tests a candidate’s reactions, maturity and value system etc.
These tests investigate the overall personality.
Trade Tests: - It measures the existing skills of an individual.
They measure the level of knowledge and proficiency in the area of a particular profession.
Interest Tests:-It allows knowing the Pattern of interests and involvement of a candidate.
Every individual has fascination for some job; hence this test allows determining the
Interest.

11. 4.PLACEMENT & ORIENTATION
PLACEMENT 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.
• Ex- If a candidate is good at Accounts he
can be placed in billing section, if an
employee is good at managing people
then he can be placed as a manager.
Orientation means introducing the newly
appointed candidates -
•Brief presentation about the history of the
company
•Introduction of superiors, subordinates and
his colleagues
•Taken around the work place
•Communicating the policies, rules and
regulations

12. Process-Contd…….
5. Training and Development:
• Systematic training helps in increasing the skills and
knowledge of employees in doing their jobs through
various methods
• Development involves growth of an
employee in all aspects such as
performance, knowledge etc.
6. Performance Appraisal: means evaluating an
employee’s current and/or past performance
• Once an employee has undergone
a training, his/ her performance is
Evaluated against a given standard.
Ex- 35 is the standard for passing out of
100 marks

13. 7. Promotion and Career Planning:
• Promotion means being placed in
positions increased responsibility.
• Promotion and career planning is very
important to boost the morale of employees and motivate
them to utilize their full potential.
8. Compensation: all forms of payment made by an
enterprise to their employees
E.g. salaries, incentives,
commission etc.

14. RECRUITMENT-
is defined as the process of searching for prospective (suitable)
candidates and motivating them to apply for jobs in the
organization.
SOURCES OF
RECRUITMENT
Internal
(Within
Organization)
EXTERNAL
(Outside
organization)

15. INTERNAL SOURCES OF RECRUITMENT
 Internal Sources- refer to inviting candidates from within the organization to apply for vacant
job positions.
 There are 2types of Internal Sources-
 TRANSFER:
It involves shifting of an employee from one job to another, one department to another. There
shall not be much change in the responsibilities and status of the employee.
It may lead to minor changes in duties and responsibilities, working condition etc., but not
salary. Transfer is a good source of filling the vacancies with employees from departments
which is overstaffed. It is a horizontal movement of employees from one
branch/department to other.
This is done to meet the shortage of personnel, and thus avoids termination of employees.
Transfers can also be used for training of employees for learning different jobs.
 PROMOTION:
It means placing an employee to a higher position carrying higher responsibilities, prestige,
facilities and pay. It is the practice of filling higher jobs by promoting employees from
lower jobs.
Promotion is a vertical shifting of employees from one position to other, thus it leads the
employee to improve the motivation, loyalty and satisfaction level.

16. MERITS & DEMERITS OF INTERNAL SOURCES OF
RECRUITMENT

17. EXTERNAL SOURCES OF RECRUITMENT
 When the candidates from outside the organization are invited to apply for the
job & fill in the vacant job position then it is known as external recruitment.
1. Direct Recruitment: Under the direct recruitment, a notice is put up on the
notice board of the enterprise specifying the details of the jobs available.
2. Casual callers: Many reputed business organizations keep a data base of
unsolicited applicants in their office. This list can be screened and best
candidate is selected.
3. Advertisement: Advertisement media is used when a wider range of
candidates to choice
are required. Example– Newspapers, Internet, Radio, Television etc.
4. Employment Exchange: Employment exchange run by government is
regarded as a good source of recruitment for unskilled and skilled operative
jobs.
5. Placement Agencies and Management consultants: Placement agencies
provide a nationwide service in matching personnel demand and supply.

18. External sources- contd..
6. Campus Consultants: Campus recruitment means recruitment of
candidates directly
from management and technical institutions and universities.
7. Labour Contractors: Labour contractors maintain close contacts
with labourers and they can provide the required number of
unskilled workers at short notice.
8. Advertising on Television: The practice of telecasting of vacant
posts over Television is gaining importance these days.
9. Web Publishing: There are certain websites specifically designed
and dedicated for the purpose of providing information about both
job seekers and job opening.
10. Recommendations of Employees: Applicants introduced by
present employees, or their friends and relatives may prove to be a
good source of recruitment.

19. MERITS & DE-MERITS OF EXTERNAL
SOURCE

20. SELECTION PROCESS
 Selection is the process identifying and choosing the best
candidate from within the organization or from outside,
the most suitable person for the current position or for
the future position.
STEPS INVOLVED IN SELECTION PROCESS
 Preliminary Screening- helps the manager eliminate
unqualified or unfit job seekers based on the information
supplied in the application forms.

21.  Selection Tests: Tests are conducted to know various traits,
knowledge & abilities of a candidate. These tests include:
Intelligence Tests: It tests a person’s ability to make decisions
and adjustments & mental capacity of applicant.
Aptitude Tests: It is a measure of individual’s potential for
leaning new skill.
Personality Tests: personality tests provide clues to a person’s
emotion.
Trade Tests: It measures the existing skills of an individual.
Interest Tests: It allows knowing the Pattern of interests and
involvement of a person.
 Employment Interviews: -It is an in-depth formal conversation
conducted face to face to find out suitability of the candidate for a
specific post & to seek more information about the candidate. To
give the candidate an accurate picture of job with details of terms
and conditions and to clarify his doubts.

22. Selection process ..contd
4. Reference Checks:
• The prospective employer checks the authenticity of the references
given by the applicant.
• They conduct a search into candidate’s family background, past
employment, education, police records etc.
5. Selection Decisions:
A list of candidates who clear the tests and interviews are generally
considered for the final selection based on managers opinion.
6. Medical/Physical Examination:
• A medical expert or a certified clinic appointed by organization has
to certify whether the candidate is physically fit to the
requirements of a specific job.
• A proper physical exam will ensure higher standard of health &
physical fitness of employees thereby reducing absenteeism.

23. 7. Job Offer:
After selection procedure and medical examination,
he/she is formally appointed by issuing him an
Appointment Letter.
8. Contract of Employment:
• After getting the job offer, the candidate has to give
his acceptance.
• Both employer and employee has to sign a contract
of employment which contains terms
& conditions, pay scale, leave rules, hours of work,
mode of termination of employment
etc.

24. TRAINING & DEVELOPMENT
 Training is any process by which the aptitudes, skills of
employees to perform specific jobs are increased.
 Development refers to the learning opportunities designed
to help employees grow OR Development means growth of
Individual in all aspects.
DIFFERENCE BETWEEN TRAINING & DEVELOPMENT
Training Development
 It is a process of increasing
knowledge and skills.
 It is to enable the employee
to do the job better.
 It is a job-oriented process.
 It is a process of learning
and growth.
 It is to enable the overall
growth of the Employee
 It is a career-oriented
process.

25. BENEFITS/ADVANTAGES TO THE ORGANISATION
 Training is a systematic learning, always better than hit and
trial methods
 It leads to less wastage of efforts and money.
 It enhances employee productivity both in terms of
quantity and quality, leading to higher profits.
 Training equips the future manager who can take over in
case of emergency.
 Training increases employee morale and reduces
absenteeism and employee turnover.
 It helps in obtaining effective response to fast changing
Environment such as changes in technological and
economic conditions.

26. BENEFITS/ADVANTAGES TO THE EMPLOYEES
 Improved skills and knowledge due to training lead to
better career of the individual.
 Increased performance by the individual helps him to
earn more.
 Training makes the employee more efficient to handle
machines. Thus, less prone to accidents.
 Training increases the satisfaction and morale of
employees.

27. METHODS OF TRAINING

28. ON THE JOB TRAINING
The methods that are applied at the work place, where the employee is actually
working. It means learning while doing.
1.APPRENTICESHIP PROGRAMME:
• Apprenticeship is a programme where the trainee is under the guidance of a master
worker.
• The trainee acquires a higher level of skill. Ex- Plumber or Electricians.
2.COACHING
• In this method, the superior guides and instructs the trainee as a coach.
• The trainee works directly with a senior manager and the manager takes full
responsibility for the trainee’s coaching & improves the skill of the employee.
3.INTERNSHIP TRAINING
The educational institutes enter into a contract with business firms or corporate
companies for providing practical knowledge to its students by sending them to
business organizations for gaining practical experience.
4.JOB ROTATION
This kind of training involves shifting the trainee from one department to another or
from one job to another it allows trainees to interact with other employees.

29. OFF THE JOB TRAINING
Under this method training is given away from the actual work place.
1. CLASS ROOM LECTURES/CONFERENCES
Is similar to class room approach; it is best suited for conveying specific information and
rules, procedures or methods.
2. FILMS
They can provide information and explicitly demonstrate skills that are not easily
represented by the other techniques.
3. CASE STUDY
Cases are developed from the actual experiences of organisations, Trainees Are required to
analyse the situations & provide suggestions & conclusions.
4. COMPUTER MODELLING
The computer software provides real job like situations & imitate some of the realities of the
job and allows learning to take place without any risk.
5. VESTIBULE TRAINING
Employees learn their jobs on the equipment they will be using, but the training is conducted
away from the actual work floor.
6. PROGRAMMED INSTRUCTION
Information is broken into meaningful units and these units are arranged in a proper way to
form a logical and sequential learning package i.e. from simple to complex.

30. End of chapter