MEANING

Staffing involves finding the right person for the right job having the right qualification, doing the right job at the
right time.
It is the function of management which makes sure your assets walk out come back next day happily and satisfied.

NCERT
Hence, staffing is the most fundamental and critical
drive of organisational performance.
 KEY WORDS
a) Human element
b) Function which makes sures your assets walk out and come back next day happily and satisfied
c) Generic function of management
d) Assess the number and type of employees an organisation will requires in near future
(GOOD STAFF MAKES ALL OTHER FUNCTION GOOD)
e) Staffing is the most fundamental and critical drive of organisational performance.
 IMPORTANCE OF STAFFING

01 Filling the vacant job position of by a

06 Development of human resources
competitive personnel

02 Placing right person at the right job 07 Key to effectiveness of other functions

03 Optimum utilisation of human resources

04 Helps in competing

05 Growth of enterprise
 IMPORTANCE OF STAFFING

1. Filling the vacant job position of by a competitive

personnel:- Staffing function ensures that the job
position should not be vacant and it should be filled
by a competitive personnel.
2. Placing right person at the right job:- In staffing
function through proper recruitment and selection
process, right person is giving right job
3. Optimum utilisation of human resources:-
Through proper planning employees are hired in
staffing function number and type of employees are
considered so that there is no shortage no excess
employees.
4. Helps in competing:- Two organisation can easily
acquire same type of physical and financial
resources but not human resources. They are the
most important assets of an organisation they only
helps the organisation to win over it competitors
5. Growth of enterprise:- By appointing efficient
staff, staffing ensures continuous survival and
growth of the enterprise.
6.Development of human resources:- staffing
function does not end only with appointment of
employees it includes training, promotion,
compensation, career advancement opportunity,
personality development, etc. these activities
motivates employees to perform with their best
ability
7. Key to effectiveness of other functions:- In staffing
function we hire employees who helps in
performing rest of the functions of management
without efficient staff no other function can started.
 Human Resources Management

It is defined as the process of managing employees in a

company and it involve hiring, training and motivating
employees.
It also includes activities related to liaison with the
government, trade union, etc.
When these functions are carried out at small scale
level we call it as staffing when these functions are
performed at large scale in big organisation there is a
need to create a separate department called human
resources management department.

KEY WORDS
a) Staffing – it is used in small organisation
b) Human Resource Management – This concept is for large organisation having separate department for
performing staffing function
c) Staffing is the part of HRM
 Human resource management includes the following activities

Human resource planning:- It means determining the number and type of personnel
01 required to fill the vacant job position.

02 Employing people:- It includes recruitment, selection and placement of personnel.

03 Career growth:- it includes training and development of employees

04 Performance appraisal:- Performance appraisal report is prepared as per the performance of

employees.

05 Motivation:- Employees are motivated through financial and non-financial incentives.

 Compensation:- Salaries are paid along with extra benefits keeping in mind their qualification.
06

07 Providing social security:- Human resource management is responsible for welfare of people

08 Review and audit:- Human resource management conduct audit of the policies of personnel
 Staffing Process

Estimating man Power Training and

Requirement Development

Recruitment Performance appraisal

Selection Promotion and

Career Planning
Placement and
orientation Compensation
SUNIL PANDA COMMERCE CLASSES
 STAFFING PROCESS

1. Estimating man power requirement:- Staffing

process begins with estimating the number and type
of employees needed by the organisation. The
following steps are followed
 Estimating manpower Requirement

Work load analysis Work Force analysis Comparision

This requires finding numbers and Here existing workforce are Manager compare both the
types of employees required to analysed and how many of them workload and workforce. If
perform various jobs under burdened or
workload is more than work force,
Workload analysis would enable overburdened.
it means under staffing and more
an assessment of the number and Workforce analysis would reveal employee should be hired and if
types of human resources the number and type available. In
necessary for the performance of fact such an exercise would reveal work force is more than workload,
various jobs and accomplishment whether we are understaffed, it means over staffing the
of organisational objectives. overstaffed or optimally staffed. employees should remove or
transfer to some where else.

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2. Recruitment:- it refers to the process of inducing
people to apply for the job company can fulfil the
vacant job position from inside the organisation and
outside the organisation both has its merits and
demerits. When more number of people apply for
the job company can select the most suitable
candidates from a wider choice

Recruitment may be defined as the process of

searching for prospective employees
3. Selection:- It refers to choosing the most suitable
candidate to fulfill the vacant job position the
selection is done through a process called selection
process here no. of selected candidates are less than
no. of rejected candidates hence it is a negative
process

Selection is the process of choosing from among the

pool of the prospective job candidates developed at
the stage of recruitment.
4. Placement and orientation:- Placement means
putting the person on the job for which he is
selected orientation refers to introduction of new
employees to the existing employees.

He is taken around the workplace and given the

charge of the job for which he has been selected.
5. Training and Development:- After selection of an
employee, company provide training to he new
employee it improve the performance of employees
and keep them motivated
6. Performance Appraisal:- It refers to evaluation of
the performance of employees against some
standard better performance of employees are
selected here.
7. Promotion and Career Planning:- On the basis of
performance appraisal report employees are
promoted to a higher job position with more
authority and pay.
8. Compensation:- It is the financial payment for the
job. It includes direct payments such as wages,
salary, etc. direct financial payments are of two
types.
A) Time Based and
B) Performance Based.
 ELEMENTS OF STAFFING

a) Searching for prospective candidates

01 RECRUITMENT
b) Inviting applications and Inducing people to apply for job
c) Positive process
d) Flood of Application

a) Choosing the prospective candidates

02 SELECTION
b) Streamlining the attributes of different candidates
c) Negative process

a) Imparting skills to improve performance of job

03 TRAINING
b) Related to job/work performed by an individual
c) Update knowledge and competency of employees
 RECRUITMENT PROCESS

Recruitment includes
(a) identification of the different sources of labour supply,
(b) assessment of their validity,
(c) choosing the most suitable source or sources,
(d) inviting applications from the prospective candidates, for the
vacancies.
 TWO SOURCES OF RECRUITMENT

01 INTERNAL SOURCE - Here vacant job position are fulfill by existing employees no outsiders are
permitted to fill the vacant job position

02 EXTERNAL SOURCE - Here vacant job position are fulfill by outside the organization company
bring people from outside the organization
 Following methods of internal source of recruitment are:
Vertical movement of employees along the organisational structure- PROMOTION
Horizontal movement of employees along the organisational structure- TRANSFER
 TRANSFER PROMOTION

It means shifting of employees from one job

It means shifting of employees from one job position to other at higher level with more authority
position to other at the same level of authority salary of that employee would increase
salary of that employee would not change only e.g. promotion of clerk to accountant post.
place of working is changed. This practice helps to improve the motivation,
e.g. Transfer of clerk from purchase department to loyalty and satisfaction level of employees.
account department. It has a great psycho logical impact over the
Transfers can also be used for training of employees employees
for learning different jobs.
 Advantages of Internal Source of recruitment

i) The manager are aware of the talents and abilities of existing employees
ii) It is less expensive as compared to internal source
iii) It motivates the existing employees
iv) Less amount spent on training
v) Improvement of performance
vi) Less chance of turnover because existing employee are familier with rule and regulation of
company
vii) Trough transfer surplus employee can be shifted to other department

Disadvantages of Internal Source of recruitment

i) No fresh or new ideas will come in the organization
ii) There will be limited choice
iii) Not suitable for new organisation
iv) Frequent transfer may reduce the productivity of employee
v) Sometimes it raise conflicts among existing employees
Following methods of External source of recruitment are:
Direct recruitment:- This method is most suitable
for unskilled job position. In this method
organization paste notice at the gate of their
office or factory. Interested people walk in for
interview.
A notice is placed on the noticeboard of the
enterprise specifying the details of the jobs
available The practice of direct recruitment is
followed usually for casual vacancies of unskilled
or semiskilled jobs. Such workers are known as
casual or ‘badli’ workers and they are paid
remuneration on daily wage basis.

SUNIL PANDA COMMERCE CLASSES

Following methods of External source of recruitment are:

Casual callers:- Generally the large organizations

maintain an application file in which they keep all
the pending applications which the job seekers
leave with the reception this application file is
considered as a waiting list. Whenever there is a job
vacancy the suitable candidates from the waiting
list are called.
Many reputed business organisations keep a
database of unsolicited applicants in their offices.

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Following methods of External source of recruitment are:

Advertising:- The advertisement is the most

common and preferred source of external
recruiting the ads in news paper, professional
journal, etc. e.g. For the job of an accountant
the advertisement can be given in charted
accountant journal and other jobs are given in
local newspaper

Advertisement in newspapers or trade and

professional journals is generally used when a
wider choice is required. Most of the senior
positions of industry as well as commerce are
filled by this method.
Its disadvantage is that it may bring in a flood of
response, and many times, from quite
unsuitable candidates.

SUNIL PANDA COMMERCE CLASSES

Following methods of External source of recruitment are:

Employment exchange:- The employment

exchange is the office run by the government
where in the details about the job seekers such
as name, qualification, experience, etc. is stored
when the organization approach employment
exchange the suitable candidates are sent.

Thus, employment exchanges help to match

personnel demand and supply by serving as link
between jobseekers and employers.
Unfortunately

SUNIL PANDA COMMERCE CLASSES

Following methods of External source of recruitment are:

Campus Recruitment:- Creating a close liaison

with the educational institutes for the
recruitment of students with technical and
professional qualifications has become a
common practice of external recruitment. Here
companies visit the technical, management and
professional colleges to recruit the students
directly for the job positions.
It is a popular source of recruitment for
technical, professional and managerial jobs.
Many big organisations maintain a close liaison
with the universities
Recruitment from educational institutions is a
well established practice of businesses. This is
referred to as campus recruitment.

SUNIL PANDA COMMERCE CLASSES

Following methods of External source of recruitment are:

Placement agencies and management

consultants:- There are several private
management firms that act as a middleman
between job seekers and job providers. These
firms maintain data of all the job seekers and
give their details to the companies who are
looking for men. They also change fee for
providing such service.
These agencies compile biodata of a large
number of candidates and recommend suitable
names to their clients. Such agencies charge fee
for their services and they are useful where
extensive screening is required
They specialise in middle level and top level
executive placements. They maintain data bank
of persons with different qualifications and skills
and even advertise the jobs on behalf of their
clients to recruit right type of personnel
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Following methods of External source of recruitment are:

Recommendation from present employees:-

Many firms recruit employees by the help of
recommendation of existing employees. This
also shows the trust of employer on existing
employees

SUNIL PANDA COMMERCE CLASSES

Following methods of External source of recruitment are:

Labour contractors:- labour contractors are the

people who keep in touch with the labour in
villages and rural areas and whenever there is
any vacancy of labour in a factory then
contractor will supply labour to businessman.

Labour contractors maintain close contacts with

labourers and they can provide the required
number of unskilled workers at short notice.

SUNIL PANDA COMMERCE CLASSES

Following methods of External source of recruitment are:

Advertising on television:- Company telecast the

job requirement and type of employees they
require on television

SUNIL PANDA COMMERCE CLASSES

Following methods of External source of recruitment are:

Web publishing:- In internet there are certain

websites specially designed provide information
regarding job seekers and companies which
have vacant job position these websites can be
visited by the job seekers as well as companies.
These websites are Naukri.com, Monster.com,
google for job etc.

SUNIL PANDA COMMERCE CLASSES

 Advantages of External Source of Recruitment

i) Fresh and new talent come to the organization

ii) There is a wider choice in external source
iii) By using external recruitment the management can get qualified and trained persons
iv) Through campus placement organisation can get employees with latest technological
knowledge
v) When outsiders join the organisation then it develops a competitive spirit among existing
employees.

Disadvantages of External Source of Recruitment

i) The morale of existing employees goes down

ii) It is expensive
iii) It new employees may not adjust in the rule and regulations of the organization which means
more turnover
iv) Time consuming
v) Expense of training and orientation
SELECTION PROCESS
 SELECTION PROCESS
1. Preliminary screening:-
It is done to eliminate the unqualified candidates
here basic question about employees, qualification,
school & college, marital status, etc. are asked.

Eliminate unqualified or unfit job seekers based on

the information supplied in the application forms.
Preliminary interviews help reject misfits for
reasons
2. Selection test:- To find out the knowledge of the
candidates a written test is conducted. Following
types of test are conducted
 Selection test

INTELLIGENCE APTITUDE PERSONALITY TRADE INTEREST

TEST TEST TEST TEST TEST

Personality tests provide

level of intelligence
clues to a person’s
quotient of an Potential for
emotions, her reactions, Interest tests are
individual. It is an learning new These tests
maturity and value used to know the
indicator of a person’s skills. measure the
system etc. These tests pattern of interests
learning ability or the good indices of a existing skills of
probe the overall or involvement of a
ability to make person’s future the individual.
personality. Hence, these person.
decisions and success score
are difficult to design and
judgments
implement.
3. Employment interview:- Candidates who qualify
the test are called for interviews. To conduct final
interview a panel of experts is called expert of
different field ask their question from the
candidates. Confidence level of employees is also
checked even employees can clear their doubts
regarding the job.

Interview is a formal, indepth conversation

conducted to evaluate the appli cant’s suitability for
the job.
4. Checking references and background:- Candidates
has to give two reference and after qualifying
interview organization check the reference about
the personal character of the employees.
Previous employers, known persons, teachers and
university professors can act as references.
5. Selection decision:- The candidates who pass the
test, interview and reference check are included in
selection list.
6. Medical examination:- Before giving appointment
letter the candidates selected are sent for medical
examination some organization appoint their own
doctors to do the test and some sign contract with
hospitals to do test.
7. Job offer:- Candidates who clear the medical test
are given appointment letter. In the letter the date
of joining, terms and conditions of job, etc. are
mentioned generally a reasonable time is given to
the candidates to join the organization
8. Contract of employment:- when candidate accepts
the job offer it refers to signing of contract of
employment content of contract are the duty and
responsibilities of the employees towards the job,
pay, allowances, term of the job leave rules, etc.

Certain documents need to be executed by the

employer and the candidate.
One such document is the attestation form. This
form contains certain vital details about the
candidate, which are authenticated and attested by
him or her. Attestation form will be a valid record
for future reference.
 Training & Development

If you wish to plan for a lifetime, develop people.

Training is a process of teaching the basic skills the new
and old employees so that they can effectively perform
their jobs. It is an act of increasing the knowledge and
skill of an employee for doing his/her job.
It is a process of learning new skills and application of
knowledge.

Development refers to overall growth of the employee

development is much wider in concept as compared to
training. Training is the part of development training
focus on present requirement of the organization but
development focus on present as well as future
requirement of an organization.
Development refers to the learning opportunities
designed to help employees grow.
 Need for Training and Development/ Benefits

Reduce learning time:- Training and development reduced learning time as a trained
01 employees always takes less time in learning the job as compared to untrained employees

02 Attitude formation:- Training helps to develop the positive attitude of employees.

Better performance:- The performance of trained employees is always better than the
03 performance of untrained employees. Training and development programme improve their
quality.

Helps in solving operational problems:- Training and development helps to remove

04
operational problems like absenteeism, wastage of resources, lack of team work,
dissatisfaction of employees, etc

Reduce Labour turnover:- Training and development helps employees to stay in business
05 for a long period
 Managing man power need:- Some organizations have machineries but operating staff is not
06 available is that case organization hire untrained people and train them with the required
skills

Helps to adopt changes:- With the help of training any changes in the environment can
07 easily adopted.
 Benefits of training and development to employees

i) It improve the skills and knowledge of employees which

brings better career options for them
Contents Here

ii) A trained employee can also earn

iv) Job security
more

iii) It increase satisfaction and morale v) Chances of promotion

of employees
 METHODS OF TRAINING

Here employees are trained

while they are performing
their jobs.
They learn by doing this ON THE JOB TRAINING
method is suitable only for
technical jobs. Content Here
This method of training is
avoided when organization It means training the
deal with heavy and employees by taking them
expensive machinery. away from their working
position which means
employees are given a
break from the job and
OFF THE JOB TRAINING sent training this is suitable
for managerial job position.
 Common and popular techniques of training under on-the-job method are:

1. Apprenticeship programme:-
in this programme a master worker is appointed
who guide the learner master perform the job and
learner observe him performing when the learner
learns all the skills then learner performs the job
and master observe him performing it is suitable for
plumbers, electricians, iron and steel workers, etc.

KEY WORDS
a) Suitable for acquiring higher level skill
b) Training under the guidance of a master worker
or experienced guide or trainer or a mentor
c) A uniform period of training
d) Suitable for plumbers, electricians, iron workers
 Common and popular techniques of training under on-the-job method are:

2. Internship:- It is an agreement between

professional institutes and the corporate sector
where professional institutes send their students to
various companies so that they can practice the
theoretical knowledge here students get chance to
practice under the real work situation and also get
stipend (less than salary)

KEY WORDS
a) Suitable for students undergoing professional
courses
b) Involves cooperation of educational institutions
and business firms
c) Main purpose is to acquire practical knowledge
along with theoretical
 Common and popular techniques of training under on-the-job method are:

3. Induction or orientation training:- It is a process of

receiving and welcoming an employee when be first
join the company and giving him the basic
information he needs to settle down quickly and
happily start work it develops the feeling of
belongingness in employees
KEY WORDS
a) Suitable for new appointments
b) Familiarising with rules, regulations and working
style of an organisation
c) Removes hesitation of new employees and add
confidence
d) Familiarising new employees along the
organisational structure
 Common and popular techniques of Training under
OFF THE JOB TRAINING METHOD
Vestibule school:- It means duplicate model of
organization.
This is usually done when employees are required to
handle sophisticated machinery and equipment.
When machineries are heavy, complex and
expensive then on the job training method is
generally avoided and a dummy model of machinery
is prepared and employees are getting training from
that dummy model when employees are trained
then they can how work in original machinery.

KEY WORDS
a) Training in dummy or duplicate model
b) Suitable for delicate, expensive and high-tech
machinery / Sophisticated machinery
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