Chapter–V
Staffing (1 Mark)
1. Which functions of management helps in obtaining right people and putting them on the right jobs.
Ans. Staffing.
2. Name the process concerned with searching for prospective candidates for vacant job position.
Ans. Recruitment
3. What is job description ?
Ans. It is the document describing task, responsibilities and relation of one job with other job.
4. What is job specification ?
Ans. It refers to the process of streamlining the attributes of a person required to do a job.
5. Out of training and development, which one is a wider concept ?
Ans. Development is a Wider Concept.
6. What is pre-requisite to selection ?
Ans. The pre-requisite to selection is recruitment.
7. What is case study method of imparting training ?
Ans. Under this method, a real or hypothetical problem is provided to the trainees.
8. If right kind of employees are not available it will lend to :—
Ans. Wastage of material, time, effort and energy, resulting in lower productivity and poor quality of product.
9. Any two duties of Human resource management.
Ans. (i) Recruitment i.e., search for qualified people
(ii) Training & Development of employees.
10. Who was looked down by both the workers and the owners.
Ans. Labour welfare officer.
11. What is an inherent part of human resource management ?
Ans. Staffing.
12. What is both a line as-well as a staff activity ?
Ans. Staffing.
13. What is recruitment ?
Ans. It is the process concerned with finding out prospective candidate for vacant Job.
14. What are the internal sources of Recruitment ?
Ans. (i) Transfer (ii) Promotion (iii) Lay-off.
15. Why recruitment is regarded as a Positive Process and selection is a negative process.
Ans. Recruitment is Positive Process because it is concerned with attracting qualified and competent individuals to apply for a job while selection is choosing the best among them and rejecting the unsuitable candidates.
16. If you wish to plan for a lifetime what is required ?
Ans. Develop people.
17. Why the importance of employee training has increased.
Ans. When jobs have become more complex.
Answers
Ans. 1 Meaning : It is the process of management which is concerned with obtaining and maintaining a satisfactory and satisfied work force
Importance of Staffing
1. Obtaining competent personnel : Proper staffing helps in discovering and obtaining competent personnel for various jobs.
2. Higher performance ; Proper staffing ensures higher performance by putting right person on the right job.
3. Continuous survival and growth : Proper staffing ensures continuous survival and growth of the enterprise, research & development, innovation.
4. Optimum utilization of human resources : Proper staffing helps to ensure optimum utilization of human resources. By avoiding over manning, it prevents underutilization of personnel and high labour costs. At the same time, it avoids disruption of work by indicating in advance the shortages of personnel.
5. Improve job satisfaction : Proper staffing improves job satisfaction and morale of employee through objective assessment and fair rewarding of their contribution.
6. Helps in achieving organisaional goals : The efficiency and effectiveness of an organisation in achieving its goals is determined to a great extent on the competence, motivation and general effectiveness of its human resources.
Human resources are the foundation of any business. The right people can help a business to take it to the top where the wrong people can break the business. With efficient and competent personnel, the firm can maintain quality products and sell them profitably.
Conclusion : Staffing function must be performed efficiently by all organizations. If right kind of employee are not available, it will lead to wastages of materials, time, efforts and energy, resulting in lower productivity.
It is, therefore, essential that right kind of people must be available in right number at the right time.
Ans. 2 No. I do not agree with this statement. it is necessary due to the following reasons.
1. Filling the roles : It involves application of knowledge and approaches which helps in filing the position or roles in an organisation.
2. Human emphasis : Staffing lays greater emphasis on human elements like attitude, Loyalty, sincerity etc of the workers according to them assign a role.
3. Availability of knowledge : Our the period of time there is research and development on staffing due to this it increasing the efficiency and improving productivity of the worker.
4. Speacialisation : It is handle with specialised body of knowledge who are competent enough to assign eight job to the eight man.
Ans. 3 Work force of any organisation is not a commodity rather then it is one of the most important resources for an organisation. The success on an organisation is depend upon the performance of workers HRM is the process which develops and manages the human elements of an enterprise. It emphasizes the human aspect of individual workers and their aspiration and needs.
Thus staffing is considered to be a part of human resource management, which is much wider in its approach.
Ans. 4 Following are the aspects or components of staffing. Modern concept of staffing comprises three important components :
Recruitment : Recruitment is a positive process which aims at attracting a number of candidates to apply for the given job.
The higher the number of people who apply for a job, the higher will be the possibility of getting a suitable employee.
Selection : Selection, on the other hand, is a negative process. It aims at selecting the most suitable person out of the candidates who have applied for the job.
Training : Training is concerned with up gradation of the knowledge and skills of the employees so that their ability to perform can be enhanced. | |
Applicant (Person) Components of Staffing Organisation (Job)Recruitment
(Identifying and attracting prospective employees)
Selection
(Assessment, evaluation and final match)
Training
(Acquainting and skill development)Ans. 5
| Basis | Internal Source | External Source |
| 1. Nature of process | It is a quick process | It is lengthy process |
| 2. Economy | This process is cheaper | This process is costly |
| 3. Effect on staff | The existing staff is motivated | The existing staff dissatisfied |
| 4. Quality of recruitment | Choice of candidate is limited. Less fresh talent. | More talented fresh candidate available. |
| 5. Time involved | It is less time consuming process | It is more time consuming process. |
Ans. 6 Difference between recruitment and selection.
| Basis | Recruitment | Selection |
| 1. Meaning | It is the process of searching candidates for vacant jobs and persuading them to apply for the same. | It is the process of selection of right types of candidates and offering them jobs. |
| 2. Process | It is a positive thinking process. | It is negative thinking process. |
| 3. Purpose | It’s aims to attract more and more candidates for the vacant jobs. | It aims to reject unsuitable candidate. |
| 4. Sequence | It take place prior to selection. | It is alone after the recruitment |
| 5. Number | No restriction on the number of candidates | Only a limited number of candidates are selected. |
Ans. 7 Training is necessary is an organisation due to following :—
1. Reduced learning Time : A trained employee takes less time in learning the job as compared to untrained employee. Training is systematic learning always better than hit and trial methods which lead to wastage of efforts and money.
2. Better performance : The performance of trained employees is always better than the performance of untrained employees as in the training programmes their qualities and capabilities are improved.
3. Attitude formation : The training and development aim at moulding the employees so that they develop positive attitude for the organisation.
4. Improvement in quality and quantity of output : Training helps to improve the quantity and quality of output.
5. Better career : Improved skills and knowledge due to training leads to better career to the individual.
6. More learning : Increased performance by the individual help him to earn more.
7. Increase morale of Employees : Training increase the satisfaction and morale of employees.
Ans. 8 1. Fresh Talent : The entry of fresh talent into the organisation.
2. Wider choice : The external sources provide a wider choice of personnel to choose from.
3. Qualified personnel : Required qualifications are available for the external sources.
4. Competitive Spirit : Competitive spirits is available by external source.
Ans. 9 Merits
1. Qualified personnel : More candidate available due to external source of recruitment so the qualified personal available
2. Fresh Talent : Fresh Talent available by external source of recruitment.
3. Wide choice ; Wider range of choice of candidates.
Limitation
Dissatisfaction among existing Employees.
Costly process : It is costly process. Expenses an advertising, conducting test.
Lengthy Process : It is very long process.
Ans. 10 There are various methods of training. These are broadly categorized into two groups on-the-job and Off-the-job methods.
On-the-job method : refer to the methods that are applied to the work place, while the employee is actually working. “It means learning while doing.”
Off-the-job methods are used away from the work place. “it means learning before doing.”
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Training Methods
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On-the-Job Methods Off-the-Job Methods
 |  | ||
Apprenticeship Programmes Vestibule training
Coaching Lectures/Conferences
Internship Films Case Study
Computer Modelling Programmed instruction.1. Apprenticeship programme training : The workers seeking to enter skilled job (e.g., plumbers, electricians or iron workers, etc.) are sent for apprenticeship training programme which is an on-the-job method of training.
In the Apprenticeship Programme, a master worker or a trainer is appointed who guides the worker or learner regarding the skill of job. The master worker performs the job and the trainee (learner) observes him performing. When the learner learns all the skills, then slowly he starts taking up the job step by step and master worker becomes the observer.
When the trainee becomes perfect in doing the job, the master worker goes and the trainee gets full charge of job, the master worker goes and the trainee gets full charge of job position.
· Generally, the time period, for apprenticeship programmed may very from 2 to 5 years.
· During the apprenticeship period, the trainee is paid less than a fully qualified worker.
2. Coaching : In this method, the superior guides and instructs the trainee as a coach.
· Role of the coach or counselor :
· To set mutually agreed upon goals.
· To suggest how to achieve these goals.
· To review periodically trainees, progress.
· To suggest changes required in behaviour and performance.
3. Internship : This refers to a joint programme of training in which technical institutes and corporate enterprises cooperate to enable the students to gain a good balance between theory and practice. Selected Candidates carry on regular studies for the prescribed period. They also work in some factory or office to acquire practical knowledge.
· Internship is virtually a practical training of the theoretical knowledge.
· Sometimes it is a part of the course of study of the student (e.g., CA)
· It is not a service contract. No salary is given during the period. Normally, very small amount called ‘stipend’ is given to the students.
· Under this training programme, the companies get people with fresh ideas and latest knowledge and they have to pay very small amount of salary (called ‘stipend’). on the other hand, the students get a chance to practice under the real work situation.
4. Vestibule training : Generally, when the sophisticated, modern and delicate machineries are involved, the employers avoid using on-the-job methods of training. A dummy model of machinery is prepared and instead of using original machinery, employees are trained on the dummy model. Training is conducted away from the actual work floor.
5. Class room lectures/conferences : The lecture or conference approach is well adapted to convey specific information—rules, procedures or methods.
The use of audio-visuals or demonstrations can often make a formal classroom presentation more interesting for clarifying more difficult points.
6. Films : They can provide information and explicitly demonstrate skills that are not easily represented by the other techniques.
Used in conjunction with conference discussions, it is a very effective method in certain cases.
7. Case study : Taken from actual experiences of organizations, case studies represent attempt to describe, as accurately as possible, real problems that managers have faced.
Trainees study the cases to determine problems, analyse causes, develop alternative solutions, select what they believe to be the best solution and implement it.
8. Computer Modeling : It simulates the work environment by programming a computer to imitate some of the realities of the job which allows learning to take place without the risk or high costs that would be incurred if a mistake was made in the real life situation.
9. Programmed instruction : This method incorporates a pre-arranged and proposed acquisition of some specific skill or general knowledge. Information is broken into meaningful units and these units are arranged in a proper way to form a logical and sequential learning package.
Ans. 11 Difference Between Training and Development
| Basis | Training | Development |
| 1. Meaning | Training is a process of increasing the knowledge and skills. | Development is a process of learning and growth. |
| 2. Scope | It is narrower in scope. | It is a wider term and includes training also. |
| 3. Purpose | Training is concerned with maintaining and improving current job performance. Thus, it has a short-term perspective. | Executive development seeks to develop competence and skills for future performance. Thus, it has a long-term perspective. |
| 4. Use/Depth of knowledge | It is to enable the employee to do the job better. | It is to enable the overall growth of the employee. |
| 5. Orientation/ Focus | Training is a job-oriented process. It seeks to make the workers proficient in their existing jobs. | Development is a career-oriented process. It seeks to prepare the employees for handling higher level jobs (i.e., more responsible and challenging jobs) in future. |
| 6. Methods used | Job rotation, vestibule training, internship, etc. | Lectures, conferences, etc. |
| 7. Initiative in learning | The employer takes initiative for imparting training to his subordinates. | The employee takes the initiative himself for his growth and development. |
| 8. Duration | Fixed and certain. | Not defined. It is a never ending process. |
| 9. Level of trainees involved | It is useful in the case of first level managers or non-managerial personnel, i.e., operative employees. | It is useful in the case of managerial personnel, i.e., the middle and top level managers. |
| 10. Work or person centered | It is work centered. | It is person centered. |
Ans. 12 Benefits of Training to the organisation :
1. Increase efficiency of an employee
2. Reduce absenteeism and Employee Turnover
3. Minimises Need for supervision
4. Attitude formation.
Benefits to employees :
1. Increased Earning
2. More efficiency
3. Better careers Advancement opportunity
4. Essential for new employees
(Explain in brief)
Ans. 13 Duties of Human Resource Manager
1. Recruitment
2. Job Description and Analysis
3. Training & Development.
4. Grievances & conflict Handling
5. Interaction with Trade Unions.
(Explain in brief)
Ans. 1 Steps in Staffing Process
‘Staffing’ is the function of management which concentrates on employing and retaining the right person at the right place.
Steps in Staffing Process
1. Prior to staffing : Before the actual function of staffing starts a minimum preparation is required. A definite ideas should be made of the person. Who will be responsible for the staffing function.
2. Staffing plan : Before the actual work of recruiting and selecting employees takes place, a staffing plan should be prepared by the organisation.
Human resource planning (HRP) is the process by which managers ensure that they have the right number & kind of people in the right places and at the right times who are capable of effectively and efficiently performing the assigned tasks.
The two most important tasks of human resource planning, therefore, are :
assessing current human resources; and
assessing future human resource needs and developing a programme to meet those future needs.
3. Appropriate qualifications : Staffing involves matching the requirements of the job with the qualifications of the persons to be recruited.
4. Developing assessment tests : On the basis of the qualifications, assessment tests are developed to measure whether these qualifications are actually possessed by the candidates.
5. Locating potential applicants : The next step involves determining the sources of potential candidates, both internal as well as external sources.
6. Advertising the job : Internal sources of finding potential candidates can be send to a limited extent. For fresh talent and wider choice, external sources of recruitment are greatly relied upon, for which advertising is a necessary next step.
7. Selection test/Interview : The next step in the staffing process is to screen the candidates through different methods such as selection test, interview etc.
The objective of the selection process is to find the most suitable person for the job.
8. Deciding and notifying applicants : A final list of provisionally selected candidates is prepared for further verification.
9. Character verification and reference check : Character verification, reference check, etc., are also necessary for collecting important information about them before making a decision regarding their final selection.
10. Final selection and placement : The next step is making a final selection decision and communicating with the candidates. The selected candidates are then placed in the job.
Placement is the process of assigning a specific job to each of the selected candidates. It involves assigning a specific rank and responsibility to an individual and implies matching the requirements of a job with the qualifications of a candidate.
11. Orientation/Induction : Orientation is a planned introduction of employees to their jobs, their co-workers and the organisation. And initial training programme is provided to all the selected persons so as to induct them to the job. It is important to make the new persons comfortable to carry out the assigned jobs smoothly.
12. Training : There is a continuous need for up gradation of the skills and knowledge of the employees to improve their performance.
Five Steps to successful Staffing
1. Define the position before hiring the person.
2. Recruit/Select the right person
3. Clearly communicate the employment expectations and conditions
4. A list of basic personnel policies
5. Conduct a regular performance appraisal
6. Provide for present and future training needs.
Ans. 2 Recruitment mean to create a pool of eligible candidates for placement in organisation. There are basis two sources recruitment -
1. Internal sources : These sources are with in the organisation Eg. Promotion-to positions of higher responsibility, lay off, transfer.
2. External sources : Here the employees from outside the orgaisation are recruited.
i) Campus placement- usually from universities
ii) Employment Exchange –maintain a list of suitable candidates requested with them.
iii) Casual callers
iv) Advertisement : though ads it in newspaper television etc.
v) Web Publishing – Soliciting application on web sites and job postals.
Ans. 3 Procedure for selection of employees :—
1.
 |
Preliminary Screening
Selection TestsInterview
Reference checks
Selection Division
Medical Examination
Job offerContract of Employment
1, Preliminary Screening : Scanning however suitable applicants.
2. Selection Test : Which is based on needs of job.
3. Interview : Which involves face to face interaction between employees and prospective employees.
4. Reference check : To check credentials employee.
5. Selection Decision : To select the most suitable candidate.
6. Medical fitness of employee examined.
7. Job offer to be given to selected employee
8. Contracted of Employment : Give to selected candidates.
Ans. 4 Meaning :— See Ans Q.1 S.A.
Needs of staffing
· I key to other management function : Staffing function and only affecting function and planning. but also directing and controlling.
· Building a sound human organizations
· Human resources as assets.
· Effective use of other resources.
· Increase in Production.
· Optimum utilization of human resources is ensured through proper staffing.
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