CHAPTER - 6

STAFFING
Q1. Staffing function has assumed greater importance these days because of
_________. (1)

(a) Rapid advancement of technology

(b) Increasing size of organisation

(c) Complicated behaviour of human beings

(d) All of these

Q2. ___________ means determining the number and types of personnel required
to fill various positions in the organisation . (1)

(a) Recruitment

(b) Selection

(c) Staffing

(d) Human Resource Planning

Q3. Which of the following option is correct: (1)

1. Recruitment is a negative step

2. Selection is a positive step

3. Both recruitment and selection are part of staffing.

(a) 1 is correct

(b) 3 is correct

(c) Both 1 & 3 are correct

(d) All are correct

Q4. The performance appraisal process includes : (1)

1
(a) Defining the job

(b) Evaluating performance

(c) Providing feedback

(d) All of these

Q5. 'Transfer' involves shifting of an employee from ________. (1)

(a) One job to another

(b) One department to another

(c) One shift to another

(d) All of these

Q6. This is a training method in which selected candidates carry on regular studies
for the prescribed period .They also work in some factory or office to acquire
practical knowledge and skills.

(a) Apprenticeship training

(b) Internship training

(c) Vestibule training

(d) Induction training

Q7. What is meant by recruitment? How is it different from selection? (3)

Q8. Distinguish between training and development. (3)

Q9. Name and define the process that helps in finding possible candidates for a job
or a function. What are the modes of process? (3)

Q10. Vinod - The Human Resource Manager, Umesh - The Assistant manager and
Ashok - The Marketing Head of Hitashi Enterprises Ltd. decided to leave the
company. The Chief Executive Officer of the company called the Human Resource
Manager, Vinod and requested him to fill-up the vacancies before leaving the
organization. Vinod suggested that his subordinate Rajesh is very competent and

2
trustworthy. If he could be moved up in the hierarchy, he would do the needful.
The Chief Executive Officer agreed for the same. Rajesh contacted 'Zenith
Recruiters' who advertised for the post of marketing head for 'Hitachi Enterprises
Ltd.'. They were able to recruit a suitable candidate for the company. Umesh's
vacancy was filled-up by screening the database of unsolicited applications lying in
the office.

(a) Name the internal/external sources of recruitment used by 'Hitashi Enterprises

Ltd." to fill up the above stated vacancies.

(b) Also, state any one merit of each of the above-identified sources of recruitment.

(3)

Q11. The workers of a factory are unable to work on new machines and always
demand the help of their supervisor. The Supervisor is overburdened with their
frequent calls. Suggest the remedy? (3)

Q12. Explain briefly “transfers” and “promotions” as internal sources of

recruitment. (4)

Q13. Present day human resource management is a broader concept." Explain? (4)

Q14. What is the importance of staffing? (4)

Q15. List and explain the different types of rest used in selection process. (4)

Q16. What are the advantages of training to the individual and to the organisation?

(4)

Q17. Define the staffing process and the various steps involved in it. (6)

Q18. Explain the procedure for selection of employees. (6)

Q19. A company X Ltd. is setting up a new plant in India for manufacturing auto
components. India is highly competitive and cost-effective production base in this
sector, X Ltd. is planning to capture about 40% of the market share in India and
also export to the tune of at least $5 million in about 2 years of its planned
operations. To achieve these targets it requires a highly trained and motivated work

3
force. You had been retained by the company to advise it in this matter
(i) Outline the process of staffing the company should flow
(ii) Which sources of recruitment should the company rely upon? Give reasons for
your recommendation
(iii) Outline the process of selection the company should follow with reasons.
(iv) Which methods of training and development should company initiate? Explain
giving reasons. (6)

Answers
Ans 1. (d) All of these

Ans 2. (d) Human Resource Planning

Ans 3. (b) 3 is correct

Ans 4. (d) All of these

Ans 5. (d) All of these

Ans 6. (b) Internship training

Ans 7. Recruitment refers to the process of finding possible candidates for a job.
It can be defined as the process of motivating and encouraging people to come
and apply for a job in an organisation. Selection is the process of identifying and
choosing the best person out of a number of prospective candidates for a job.
If recruitment is positive, selection is negative. Recruitment helps in creating a
pool of prospective workforce whereas selection helps in finding the best out of
them.

Ans 8.

TRAINING DEVELOPMENT
Employees are given the opportunity to Development is a term used to describe
acquire skills, competencies, and a procedure that aids in the
learning in accordance with post-duty understanding of an employee's overall
obligations through training. growth and improvement of abilities.
Training is provided to employees to It is done to prepare employees for
4
improve their work performances. future challenges.
It is short-term. It is long-term.
It is skill oriented. It is career oriented.

Ans 9. Recruitment is described as the process of locating potential employees

and encouraging them to apply for positions within the company. It is the entire
employment process, beginning with the initial interview.It is a constructive
process of locating potential employees and encouraging them to apply for
positions within the company. There will be more opportunities to hire better
people if more people seek jobs.

The two modes of recruitment are internal and external.

 Internal Sources: The term "internal sources of recruiting" refers to

employing personnel from within the company. In other words, people
applying for various roles are those who are currently employed by the same
company. For example, promotions and transfers.

 External Sources: Employees hired from outside the organization are

referred to as external sources of recruiting. In other words, the job seekers
in this scenario are individuals who are not affiliated with the organization.
For example, casual callers, campus placement, advertisement, management
consultants etc.

Ans 10.(a) The internal/external sources of recruitment used by 'Hitachi

Enterprises Ltd." to fill- up the various positions are listed below.

 Promotion: It was used to fill the position of human resource manager, on

which Vinod worked previously.

 Placement Agencies and Management Consultants: For the position of

Marketing Head, on which Ashok worked previously.

 Casual Callers: They are being considered for the position of Assistant
Manager, on which Umesh worked previously.

(b) The following are the merits of the above listed sources of recruitment.

5
  Placement Agencies and Management Consultants: Because of their
expertise and specialization in the field of hiring new blood, they assist in
attracting the required personnel to the organization.

 Casual Callers': It's the cheapest way to get a job.

 Promotion: Promotions among current employees can be an excellent source

of new hires. Through promotions the background and reference checks
need not to be done, and the cost of induction is also saved, as the employee
is from the organization itself.

Ans 11. Workers of factories should be trained through Vestibule Training.

Employees are trained on the equipment they will be working with.. However, the
training takes place away from the actual work environment. In a classroom, a
realistic work atmosphere is provided, with employees using the same materials,
files, and equipment they are supposed to use at the workplace. This is usually
done when employees are required to handle sophisticated machinery and
equipment.

Ans 12. The explanations are given below:

 Transfers: Job vacancies are filled through transfers by transferring qualified

personnel from one department of the organization to the department where
the vacancies exist. Transfers is a horizontal process in which employees
that are transferred are rarely given new duties or employment positions.
Hence the nature and type of job remains the same.

 Promotions: Promotion means when an employee is being placed at a

position of increased responsibility and authority. Promotion and career
planning is important. Promotions and transfers among current employees
can be an excellent source of new hires. Promotion refers to an employee
being promoted to a higher position with increased status, compensation,
and responsibility.

Ans 13. Present day human resource management is a broader concept because
today's human resource management the following activities are performed:

6
  Assists in the achievement of company goals as well as personal goals of
personnel.

 Employees efficiently and effectively use their skills and expertise.

 Increase employee job satisfaction.

 Maintain a high level of morale and positive interpersonal relationships

inside the organization.

 It also focuses on ensuring peace and harmony within the employees of the
organization.

 This aspect of HRM is also concerned with the working environment and
facilities.

 It is a highly delicate sector that necessitates cautious interactions with

labour or employee unions, addressing their grievances, and effectively
resolving disputes in order to keep the company at peace and concord.

Ans 14. 1. Finding proper resources: Staffing performs a very important role of
finding the best resource necessary for conducting the day to day operations of
the business. In other words, staffing is the process of finding out the qualified
resources for performing the various functions of the business.

2. Facilitates control: An organisation where the staff are well trained in their
respective jobs will result in better control and also better performance for the
organisation. This reduces deviations in workflow and ensures smooth functioning
of the business.

3. Improved performance: Since the staffing process is all about selection of the
right person for the right position, it greatly impacts the business performance by
reducing the turnaround time.

4. Provides motivation: By recognising the talent of the employee various financial

and non-financial incentives can be provided by management. It will keep the
employee motivated to provide the best effort towards the improvement of
organisational performance.

7
5. Reduction in cost of production: Staffing selects the appropriate candidate for
the job role which results in reducing cost of production and also improves revenue
of the organisation.

Ans 15. Types of selection tests are :

(i) Intelligence test: It is a psychological test used to measure the level of

intelligence of an individual and his ability to make decisions.

(ii) Aptitude test : It is a psychological test used to measure the potential of an

individual to learn new skills.

(iii) Personality test : It is a test that provides cues regarding a person's emotions,
reactions and value systems.

(iv) Trade test : It is a test used to measure the existing skills of an individual to
perform a job.

(v) Interest test: It is a test used to know the interests or involvement of a person in
either activity.

Ans 16. Training helps both the organisation and the individual.
Benefits to the Organisation
(i) Training is a systematic learning which reduces the wastage of efforts and
money.
(ii) Enhances employee productivity.
(iii) Training helps a manager to handle an emergency situation.
(iv) Training motivates workers and thus reduces absenteeism.
(v) Helps in adjusting to the changing environment (technological).
Benefits to the Employee
(i) Better career opportunities due to improved skills and knowledge.
(ii) Earnings can be increased due to improved performance.
(iii)Trained workers can handle machines more efficiently.
(iv) Employees always remain motivated and satisfied.

Ans 17. Staffing process of the management is concerned with acquiring,

developing, employing, remunerating and retaining people or we can say it is the
timely fulfilment of the manpower requirements with in an organisation.

8
The following steps are involved in staffing process
(i) Estimating the Manpower Requirements - The first step in the staffing process
is determining the present manpower inventory and assessing the present and
future manpower requirements of the organisation keeping in mind the production
schedule, demand etc.
(ii) Recruitment - Recruitment may be defined as the process of searching for
prospective employees and stimulating them to apply for jobs in the organisation.
For this various sources can be used like transfer, promotion, advertising, job
consultants etc.
(iii) Selection - Selection is the process of choosing from among the pool of the
prospective job candidates developed at the stage of recruitment. It involves a host
of tests and interviews.
(iv) Placement and Orientation - Orientation is introducing the selected employee
to other employees and familiarising him with the rules and policies of the
organisation. He is taken around the work place and given the charge of the job for
which he has been selected. Placement refers to the employee occupying the
position or post for which the person has been selected.
(v) Training and Development - All organisations have either in-house training
centres or have forged alliances with training and educational institutes to ensure
continued learning of their subordinates. By offering the opportunities for career
advancement to their members, organisations are not only able to attract but also
retain its talented staff.
(vi) Performance Appraisal - After the employees have undergone a period of
training and they have been on the job for some time, there is a need to evaluate
their performance. The employee is expected to know what the standards are and
the superior is to provide the employee feedback on his/her performance. The
performance appraisal process, therefore, will include defining the job, appraising
performance and providing feedback.
(vii) Promotion and Career Planning - It is very important for all organisations to
address career related issues and promotional avenues for their employees. They
must provide opportunities to everyone to show their potential and in return
promotions can be provided.
(viii) Compensation - All organisations need to establish wage and salary plans for
their employees. There are various ways to prepare different pay plans depending

9
on the worth of the job. Compensation therefore, refers to all forms of pay or
rewards going to employees.

Ans 18. The important steps in the process of selection are as follows
(i) Preliminary Screening It helps the manager eliminate unqualified or unfit job
seekers based on the information supplied in the application forms.
(ii) Selection Tests An employment test is a mechanism that attempts to measure
certain characteristics of individuals. These range from aptitudes, such as manual
dexterity, to intelligence to personality.
(iii) Employment Interview Interview is a formal, in depth conversation conducted
to evaluate the applicant’s suitability for the job.
(iv) Reference and Background Checks Many employers request names, addresses
and telephone numbers of references for the purpose of verifying information and
gaining additional on an applicant.
(v) Selection Decision The final decision has to be made among the candidates
who pass the tests, interviews and reference checks.
(vi) Medical Examination Before the candidate is given a job offer he/she is
required to go through a medical test.
(vii) Job Offer Job offer is made through a letter of appointment/confirm his
acceptance. Such a letter generally contains a date by which the appointee must
report on duty.
(viii) Contract of Employment After the job offer has been made and candidate
accepts the offer, certain documents need to be executed by the employer and the
candidate. There is also a need for preparing a contract of employment. It includes
job title, duties, responsibilities, date when continuous employment starts etc.

Ans 19. (i) The steps involved in the staffing process:

(a) Estimating manpower requirement (b) Recruitment
(c) Selection (d) Placement and orientation
(e) Training and development
(ii) Company should rely upon external source of recruitment as companies require
to set up a new plant and large number of manpower with latest technology.
(iii) The steps in the process of selection:
(a) Preliminary screening (b) Selection test
(c) Interview (d) References
(e) Selection decisions (f) Medical examination
10
(g) Job offer (h) Contract of employment.
(iv) Company should prefer following methods of training and development:
(a) Apprenticeship programme (b) Vestibule school
(c) Internship training

11