Staffing Function

BBA- First Year

Management Foundation

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Staffing Function
• What is Staffing?
• Features of Staffing
• Job analysis
• Manpower Planning
• Recruitment and selection,
• Retention:
• Transfers and Promotions
• Appraisals
• Management Development
• Job Rotation, Training
• Rewards and Recognition

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 Staffing
• Staffing is the part of the process of management which is concerned with
obtaining utilising and maintaining a satisfied workforce.

• According to Koontz and O'Donnell- The managerial function of staffing

involves manning the organizational structure through proper and effective
selection, appraisal and development of personnel to fill the roles designed
into the structure .

• It is the process of identifying, assessing, placing, evaluating and developing

individuals at work.

• The staffing functions involves the procurement, development,

compensation, integration and maintenance of personnel in an organization.

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 Need and Importance of Staffing

• It helps in discovering and obtaining competent personnel for various

jobs
• It helps in increasing performance by placing right persons on the
right jobs.
• It improves job satisfaction and morale of employees
• It facilitates optimum utilisation of human resources and in
minimising costs of manpower
• It ensures the continuity and growth of the organization through the
development of managers
• It enables an organization to cope with the shortage of executive
talent.

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Elements of Staffing

• Procurement- Procurement of required personnel to fill up

various executive positions in the organization. It consists of
various steps

• Manpower Planning- Determining manpower needs

• Recruitment- Identifying the sources of required personnel
• Selection – Choosing the right candidates
• Placement- Putting up the selected candidates on
appropriate jobs

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JOB ANALYSIS
Job analysis is a formal and detailed study of jobs.

It refers to a scientific and systematic analysis of a job

in order to obtain all pertinent facts about the job.

Job analysis has defined as, “the process of

determining by observation and study the tasks, which
comprise the job, the methods and equipment used,
and the skills and attitudes required for successful
performance of the job.”

Job analysis is essentially a process of collecting and

analyzing data relating to a job.
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It provides the following
Information:
• Job Identification :Title , Code No.
• Characteristics of Job
• Materials and Equipments required
• Personal attributes required: Education,training
• It is useful in HRP, Recruitment, Selection, Training and
Development, Organisation audit, Job Evaluation, Job Design,
Performance Appraisal

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 PROCESSOF JOB ANALYSIS
Organizational
Analysis
Organizing Job Deciding uses of
a. Organizational Analysis JA information
charts. Programme
b. Class Selecting
Techniques Resposibi
specifications.
of Job lity for the
c. Work flows Information collecting Represe
charts informati ntative
a. Direct
Job on Jobs
observation
Descriptio a. Number
b. Interviews. a. External
n of jobs to
Expert
c. be
Job Questionnaire. b. Internal analyzed.
Specificati Expert
8 d. Past records. b. Priority
on
Manpower Planning
• Concept of Manpower Planning- Determination of manpower needs (
in terms of quantity and quality of people, which is also considered
as first step in staffing process.
• It is the process by which the a firm ensures that it has right number
of people, right kind of people at the right places and at the right
time.
• Man power planning involves determination of manpower needs
both in number and kind so as to identify the imbalance between
demand and supply of manpower.
• Its an ongoing process because manpower needs change from time
to time.
• It is future oriented involving forecasting of demand for and supply
of human resources.

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Manpower Planning
• Process of Manpower

• Assessment of Current Manpower – Age groups, Skill

groups, cost effectiveness
• Determination of Manpower needs – Future
• Identifying the Manpower Gaps
• Manpower Programme

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 RECRUITMENT
Definition of Recruitment-

 Accordingly to Flippo, “Recruitment is the process of searching

for prospective employees and stimulating them to apply for
jobs in an organization.”

 Recruitment refers to the process of receipt of applications from

job-seekers.

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Recruitment

Nature :
• Discover sources of Manpower
• Linking Activity
• Two way Process
• Continuous and Pervasive
• Positive Functions

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Stages of Recruitment Process

Stages of Recruitment Process-

1. Planning
2. Strategy development (‘make’ or ‘buy’ employees, Where
to look ,How to look)
3. Searching
4. Screening

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 Promotions Employee
Referrals
Transfers

Internal
Recruitment Job
Sources Posting
Retired
Employees

Dependants
of deceased
employees
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Internal Recruiting
• Con’s
• Pro’s • Insufficient internal labor
supply when in growth mode
• Easier to access candidates
• Difficult procedures to
• Motivates employees
ensure fairness
• Reduces training time
• Discourages new
• Faster blood/talent
• Less expensive • Choice in recruitment
• Increases job security restricted

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 Campus
Employment
recruitment exchanges
Walk-in

External
Outsourcing Recruitment
Reruitment websites
Sources

Competitors
Advertisements

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Selection

Selection is the process of picking individuals (out of the pool of job

applicants) with requisite qualifications and competence to fill jobs in
the organization.
“ Selection is the process of differentiating between applicants in order
to identify and hire those with a greater likelihood of success in a
job.”

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 Selection

• It is the Outcome of Recruitment . It is the process of choosing the

most suitable persons out of all applicants into two categories
• Suitable
• Unsuitable
Selection Process: It consists of a series of step, and at each step the
applicant is selected or rejected.

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 SELECTION PROCESS

Development Bases for selection

Job Analysis
Application/Resume/CV
HR Plan Written Examination
Preliminary Interview
Recruitment
Business Games/Tests
Final Interview
Medical Examination
Assess the fit between
the job and the candidate Reference Checks
Job Offer
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REJECTED Placement
APPLICANTS
 Selection Tests
job seekers who pass the screening and the preliminary
interview are called for tests, so as to get information which
is not available in application blank.

• Personality tests ( like thematic apperception test etc.)

• Intelligence tests
• Interests tests
• Graphology test (Find Your Personality Strengths and Weaknesses, Profile
Instantly With Handwriting Analysis Report)
• Polygraph tests (polygraph is a machine in which the multiple ("poly") signals
from the sensors are recorded on a single strip of moving paper ("graph"). The
sensors usually record: The person's breathing rate,pulse, blood pressure etc)
• Medical tests

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 TYPES OF INTERVIEWS

1. Structured Interview : A preset standardized questions

2. Unstructured Interview : is largely unplanned and the

interviewee does most of talking.
3. Preliminary Interview: a few minutes duration interview in
order to check the worth of a candidate.

4. Behavioral Interview : Evaluation is based on the solution

and approach of the applicants.

5. Stressful : A series of harsh, rapid fire questions intended

to upset the applicant.
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 Placement

• Job Offer is made through offer letter and appointment letter

• Appointment letter Contains date, salary, rules and policies of the
organization
• Job description

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• Congratulating the candidate
• Date & Time of Joining
• Nature of Duties
• Service conditions- Duty hours, salary, grade & other
allowances
• Name & designation of the person to whom he is to
meet
• Whether the appointment is in probation or permanent
• Requesting him to convey the acceptance of offer
• Express the appointee’s pleasant association with the
firm
3-24
 Orientation /Induction

• It is the process of introducing the organisation and the

organisation to the employee by providing him/her relevant
information about the changed surroundings, practices,
policies and purposes of the organisation.
• Information covered are:
Mission
Objectives
Organisation Structure
Key Functions
History/Present scenario
Policies ,People and Work

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OBJECTIVES OF INDUCTION

• HELP THE NEWCOMER OVERCOME HIS INHIBITIONS.

• BUILD UP CONFIDENCE IN THE ORG.
• DEVELOP A SENSE OF BELONGINGNESS AND LOYALTY.
• PROVIDE OPPORTUNITY TO INTERACT WITH OTHER
FELLOW EMPLOYEES.
• MAKE HIM AWARE ABOUT ORGANISATIONAL
DETAILS.

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Attrition

• Concept- A reduction in number of employees through retirement,

voluntary/involuntary resignation or death is called attrition.

• Attrition is also called as turnover rate

 Attrition

• Concept
• Types of Attrition
• Reasons for Attrition
• Attrition Formula
Types of Attrition

• Good Attrition- Less Productive employees are leaving

• Bad Attrition- High Performers are leaving
• Stress Driven Attrition- Employees are unable to cope with stress
( due to any reasons)
• Process Driven Attrition- Employees are unable to adjust with the
process of the organization
Type of Attrition

• Voluntary vs. Involuntary Turnover: Turnover is often classified as

voluntary or involuntary turnover.
• Voluntary turnover is initiated at the choice of the employee; it
occurs when an employee leaves by his choice and can be caused by
many factors. Causes include lack of challenge, better opportunity
elsewhere, pay, supervision, geography and pressure.
• On the other hand, the involuntary turnover is at the initiative of the
employer, meaning the employee has no choice for it is caused by
factors such as long term sickness or employer-initiated termination.
Type of Attrition

• Functional vs. Dysfunctional Turnover: The turnover, from the

organizational perspective, may be functional where the employee’s
departure produces a benefit for the organization especially when he
is less productive and less committed to the job and the organization.
• it could be dysfunctional where the departing employee is highly
productive and committed and the management is very much
interested in retaining him/her
Reasons For Leaving

• Low Compensation
• Mismatch of Job roles and skills of employee
• Lack of Growth opportunities
• Long working hours
• Health/ Age Problems
• Inability to manage pressure
Attrition Formula

• Attrition rate= Number of Attritions/Actual Number of Employee

*100

• 20 number of employees left

• 150 is the Existing Employees
• 25 is the new employees
• 20/175= 0.114*100=11.4% Attrition rate
Employee Retention
 Employee Retention
Process in which the Employees are
encouraged to remain with the organization
for the maximum period of time.
 Employee Retention
Companies that lose top performers may
not only experience declines in productivity
but also incur significant costs in replacing
these professionals.
 Retention Strategies

Communicate Effectively With the Employees

Encourage your Employees to share their

concerns with you and in turn share your
concerns with them.
This fosters openness and trust between all
parties involved.
 Retention Strategies

Make Wiser Choices When Hiring Employees

Consider the corporate culture that this

prospective employee must fit into and
determine if there is a match.
 Retention Strategies
Be an Effective, Ethical Leader
• 39% of workers said their supervisor failed to keep promises.

• 37% indicated their supervisor failed to give credit.

• 31% said their supervisor gave them the "silent treatment“

• 27% report their supervisor made negative comments about

them to other employees or managers.
 Retention Strategies
Be an Effective Motivator and Innovator

• Inspire your employees to achieve great things.

• Believe in their capabilities.

•Encourage them often to stretch out of their comfort zones.

• Listen to their ideas and implement them.

• In a nutshell, champion them and they will champion you

and the company.
 Retention Strategies

Provide Alternate Work Schedules

Allows employees to gain greater control over

how, where, and when they work which leads
to better work/life balance and helps to retain
them.