CHAPTER V

Staffing the Engineering

Organization
STAFFING
Leizel Joy Baes
 What is Staffing?

Staffing may be defined as: "The

management function that determines human
resource needs, recruits, selects, trains, and
develops human resources for jobs created by an
organization."
 The Staffing Procedure

 Human Resource Planning

 Recruitment
 Selection
 Induction & Orientation
 Training & Development
 Performance Appraisal
 Employment Decisions
 Separations
Human Resource (HR)
Planning

Lord Charles Abueva

 Human Resource (HR)
Planning

It is a process that identifies current and future human

resources needs for an organization to achieve its goals.
It should serve as a link between human resource
management and the overall strategic plan of an
organization.
It is also known as ”workforce planning” helps organizations
recruit, retain, and optimize the deployment of people
needed to meet strategic business objectives and to respond
to changes in the external environment.
 3 Activities of Human Resource
Planning

 Forecasting – It is an assessment of future human resources

needs in relation to the current capabilities of the organization.

 Programming – translating the forecasted human resource needs

to personnel objectives and goals.

 Evaluation and control – which refers to monitoring human

resource action plans and evaluating their success.
 Methods of Forecasting

1. Time series methods

- Uses historical data to develop forecasts of the future
2. Explanatory or causal models
- Are attempts to Identify the major variables that are related to or have caused
particular past conditions
3 major types of explanatory models:
a) Regression models
b) Econometric models
c) Leading indicators
3. Monitoring methods
- Provides early warning signals of significant changes in establishes patterns
and relationships so that the engineer manager can assess the likely impact
and plan responses if required.
 Recruitment

Attracting qualified persons to apply for a vacant positions

in the company
Process of finding and hiring the best-qualified candidate
from within or outside of an organization for a job opening
in a timely and cost-effective manner
the overall process of attracting, shortlisting, selecting and
appointing suitable candidates for jobs (either permanent or
temporary) within an organization.
Source of Applicants

1. The organization’s current employees

2. Newspaper advertising
3. Schools
4. Referrals from employees
5. Recruitment firms
6. Competitors
Example of the services Provided by a Professional Recruitment Firms
PROFESSIONAL STAFFERS
A Division of John Clements Consultants, Inc.
A multinational firm which is poised to revolutionize the building materials industry
locally and internationally, our client is offering rewarding career opportunities to highly driven
professionals who can assume the post of:
SALES ENGINEERS
SALES REPRESENTATIVES
in maintaining and developing dealer accounts, the appointees will be expected to provide
pre-sales and post-sales support to dealers and implement marketing activities. The background we seek
consists of:
> 2-3 years of experience in selling construction/building materials gained from a
manufacturing or marketing firm;
> exposure in wood business will be an advantage;
> aggressiveness and good command of the English language;
> computer literacy and driving skills;
> knowledge of Chinese dialect is a plus factor but not a requirement;
> degree in Engineering or Architecture is preferred but post is open for any business
course;
> male or female, 25 to 30 years old.
Attractive remuneration and benefit packages plus commissions will be offered to the successful
candidates.
Résumés coded Salesforce -96-243 should be forwarded not later than 15 November 1996 to the address
below.
------------------------------------------------------------------------------------------------------
PROFESSIONAL STAFFERS
4/F Salcedo St., Legaspi Village, Makati City
Tel. Nos. 812-59-94/813-43-85
------------------------------------------------------------------------------------------------------
* From an advertisement, Manila Bulletin, November 10, 1996, p. C-3
Selection
 The act of choosing from those that are
available the individuals most likely to
succeed on the job
 Process of selecting a qualified person who
can successfully do a job and deliver valuable
contributions to the organization.
 A selection system should depend on job
analysis. This ensures that the selection
criteria are job related and will provide
meaningful organizational value.
 Recruited

Wrong Right
 Ways of determining the
Qualifications of a Job Candidate

Bryan Reodica
 What is Qualifications?

A quality or accomplishment that makes someone

suitable for a particular job or activity.
Job qualifications varies from one job to another.
Job qualifications may include specific skills, types
and amounts of work experience, personal
qualities, educational credentials, professional
certifications or areas of knowledge.
How important is job qualifications?

Job qualifications is important for it

helps the HR Manager evaluate each
job candidate and to pick the most
suited for the position available.
 Ways of determining the
Qualifications of a job candidate

1. Application Blanks
2. References
3. Interview
4. Testing
 Application blanks

• The application blank provides

information about a person’s
characteristics such as age, marital status,
address, educational background,
experience, and special interests.
 References

 References are those written by previous

employers, co-workers, teachers, club
officers, etc. Their statements may
provide vital information on the
character of the applicant.
 Interview

 Information may be gathered in an

interview by asking a series of
relevant questions to the job
candidate.
 Testing

 This involves an evaluation of the future

behaviour or performance of an individual.
 Tests may be classified into two types, the
psychological test and the physical
examination.
 Psychological test

• It is “an objective standard measure of a sample

behavior”. It is classified into:
1. Aptitude Test – one used to measure a person’s
capacity or potential ability to learn.
2. Performance Test – one used to measure a person’s
current knowledge of a subject.
3. Personality Test – one used to measure personality
traits as dominance, sociability, and conformity.
4. Interest Test – one used to measure a person’s
interest in various field of work.
 Physical examination

 A test given to assess the physical health

of the applicant. It is given to assure that
the health of the applicant is adequate to
meet the job requirements.
 Induction and
Orientation
John Jake M. Mantaring
What is an Induction?
A process where new employee is provided with necessary
information about the company, such as:

1. CMVGO (Company’s
Mission, Vision, Goals and
Objectives)
2. Company history
3. Products and Services
4. Organizational Structure
Also, the employee is informed about his duties,
responsibilities and benefits, such as:

1. Personal, benefits and health forms;

(PhilHealth, SSS, Pagibig, Salary,
Accredited Hospital)
2. Passes are issued;
(Company’s Identification Card and
Access Cards)
 What is an Orientation?
A process where new employee is introduced to the immediate
working environment and co-workers.

The following are also discussed:

1. Location
2. Rules
3. Equipment
4. Procedures
5. Training Plans
6. Performance expectations
 Socialization Process
 A process of paring a new employee to an
experienced one and having one on one
discussion with the manager.
 Training
and
Development
 TRAINING

 It refers to the learning

that is provided in order
to improve performance
on the present job.
Two General Types of Training

 Training Programs for non-

managers

 Training and Educational

Programs for Executive or
Managers.
 4 Major Training Programs for Non-Managers

On-the-job training Vestibule School

 4 Major Training Programs for Non-Managers

Apprenticeship Program Special Courses

 7 Major Training Programs for Executive
or Managers

In-basket
Management Games
7 Major Training Programs for Executive
or Managers

Case Studies
It emphasizes the manager’s world:
1. Improves Communication Skills
2. Offers Rewards of Solving Problem
3. Possesses the quality of Illustration
4. Establishes Concrete Reference Points
in Connecting Theory into Practice.
7 Major Training Programs for Executive
or Managers

Role-Playing

 The purpose of this method is

to improve the skill of the
trainees in human relations,
supervision and leadership.
7 Major Training Programs for Executive
or Managers

Sensitivity Training

• In this method, awareness and

sensitivity to behavioral
patterns of oneself and others
are developed.
 7 Major Training Programs for Executive
or Managers

Behavior Modeling
Transactional Analysis
 In acquiring the knowledge about the
actual job the manager is currently holding,
the following methods are useful:
Coaching
On-the-job experience
This method provides the
valuable opportunities for
the trainee to learn various
skills while actually engaged
in the performance of the
job.
Understudy
In attempt to increase the trainee’s
knowledge of the total organization,
exposure to information and events outside
of his immediate job is made. In this regard,
the following methods are useful:
Position Rotation

 Under this method, the manager is

given assignments in a variety of
departments. The purpose is to
expose him to different functions of
the organization.
Multiple Management

 This method is premised on the

idea that junior executives must be
provided with means to prepare
them for higher management
positions.
To achieve this, junior board of directors is
created consisting of junior executives as
members.

The board is given the authority to discuss

problems that the senior board could discuss.

The Members are encouraged to take a broad

business outlook rather than concentrating on
their specialized lines of work.
Performance Appraisal
Leizel Joy Baes
Performance appraisal is the measurement of
employee performance. The purposes for which
performance appraisal is made are as follows:

1. To influence employee
performance and development
2. To determine merit pay
increases
3. To plan for future
performance goals
4. To determine training and
development needs
5. To assess the promotional
potential of employees
Ways of Appraising Performance

Rating scale method Essay method

Ways of Appraising Performance

Management by Assessment center

objective method method
Ways of Appraising Performance

Checklist method Work standards

method
Ways of Appraising Performance

Critical-incident
Ranking method
method
Employment Decision
& Separation
Arvin Jay C. Zamora
 Employment Decision

 After evaluating the performance of

employees, the management will
now be ready to make employment
decisions.
Employment Decision

 Monetary rewards
 Promotions
 Transfer
 Demotion
 Monetary Rewards

These are given to employees

whose performance is Promotion
beyond or above standard
requirements.
This refers to a movement by
a person into a position of
higher pay and greater
responsibilities and which is
given as a reward for
competence and ambition.
 Transfer Demotion

The movement of a person Movement from one

to a different job at the position to another which
same or similar level of ha less pay or
responsibility in the responsibility attached to
organization. it.
Transfers are made to Used as a form of
provide growth punishment
opportunities for the
Temporary meassure to
persons involved or to
keep an employee until he
get rid of poor
is offered a higher
performing employee.
position.
 Separation

Either a voluntary or involuntary termination of an

employee.
Voluntary- the organizations management must fin out
the real reason. If the presence of a defect in the
organization is determined, corrective action is
neccessary.
 Separation

Involuntary is the last option that the management

exercises when an employee’s performance is poor or
when he/she committed an act violating the company
rules and regulations. This is usually made after
training efforts fail to produce positive results.
CHAPTER VI

Communicating
 What Communication is
 Functions of Communication
 The Communication Process
 Forms of Communication
 The Barriers to Communication
 Overcoming Barriers to Communication
 Techniques for Communicating in Organizations
 Management Information System
Communicating
Dexter Fontelar
 Communication

Morris Philip Wolf and

Shirley Kuiper define
communication as a
“process of sharing
information through
symbols, including words
and message.”
 Types of Communication

• Internal communication- Communication that

takes place within an organization.

• External communication- Communication

between the organization and those outside the
organization.
External Communication External Communication

• Letters • Team briefing

• Fax • Notices
• Direct mail • Reports
• Internet • Memos
• Video • Face to face
• Telephones • E-mail
• Advertising
• Websites
Functions of Communication

Information function

Motivation function

Control function

Emotive function
Information function

Information provided
through communication
may be used for decision-
making at various work
levels in the organization.
Motivation function
Communication is also
oftentimes used as a
means to motivate
employees to commit
themselves to the
organization’s objectives.
Control function
When properly
communicated,
reports, policies, and
plans define roles,
clarifies duties,
authorities and
responsibilities.
Effective control is,
then, facilitated.
 Emotive function

When feelings is
repressed in the
organization, employees
are affected by anxiety,
which in turn, affects
performance.
The Communication Process
 THE COMMUNICATION PROCESS

TRANSMIT

DEVELOPS ACCEEPTS
SENDER ENDCODE RECEIVER DECODES
IDEA OR
REJECTS

FEEDBACK
Forms of Communication
Diana Marie Santiago
Forms of Communication

Communication consists of two forms:

1. Verbal Communication

2. Non-Verbal Communication
Verbal Communication

 Is one way for people to communicate face to

face. It involves the use of speech and writing to
communicate.

 Refers to the use of sounds and language to

relay a message.
Two Classes of Verbal Communication:
1. Oral Communication
 Face to Face Communication
 Using Mechanical Devices

2. Written Communication
Oral Communication

 Is the process of expressing information or

ideas by word of mouth.

 Is the process of verbally transmitting

information and ideas from one individual or
group to another.
Oral Communication (Face to Face)

 Means the exchange of information, thoughts

and feelings, when the participants are in the
same physical contact.
Examples are:
• Meetings
• Conferences
• Interviews/Lectures
• Speeches
Advantages of Face-to-Face :
1. Shows Body Language
 Can see the way that the person you are talking to
reacts, able to better understand their feeling.

2. Builds Relationships
 Boosts the success of e relationships, whether in
person or business relationship
Advantages of Face-to-Face :
Protects Confidentiality
 All secret matters revealed to the trusted person
privately.

Enhance trust and Credibility

 Can explain clearly and answer the questions
with integrity.
Disadvantages of Face-to-Face

1. Unsuitable for some People

 May not be suitable for people who are nervous or
poor communicator.

2. Unsuitable for Large Audience

 Not possible for to establish a proper rapport with a
large group, through face to face.
Disadvantages of Face-to-Face

3. Unsuitable for Large Organization

4. Poor Retention by Listener

Oral Communication (Mechanical Devices)

 these devices are used especially

when sender and receiver are either
not in position to make personal
contact or are far in distance.

 facilitate to communicate quick

message in present day.
Oral Communication (Mechanical Devices)

The ff. mechanical devices are commonly used for

oral communication.
1. Telephone/Cellular Phone - a convenient and
quickest method of communication.
2. Signal (Call, Bell, Buzzer, Colored Bulbs)
– signals are devices used to indicate that a
person is wanted.
3. Intercom - an electronic communications
system generally composed of fixed
Disadvantages of Oral Communication:
Emotion
No Legal Validity
Absence of Permanent Record
Problem for Distance People
Unsuitable for Lengthy Message
Confused Speech
Greater Chance of Misunderstanding
Distortion of Meaning
Uneasiness to Fix Responsibility Advantages of Oral Communication:
Risk of Leak of Secret Information Time Saving
Quick Feedback
Powerful Means of Persuasion and
Control
Effective for All
More Reliable
Complete Understanding
 Written Communication

 Involves ant type of message that makes use of

the written word.

 Sometimes, preferred over the oral

communication.

 It is where the sender seeks to communicate

through the written words.
Some of the various forms of written communications that are used internally
for internally business operations include:
 Memos- a short form of letter usually used to
communicate with the employees of the same
organization.
 Reports- use to inform employees about various aspects of
the business.
 Bulletins- to inform the employees of emergency and important
matters within a very short time.
 Job Description
 Employee Manuals-
 Emails – use to send documents, set up meetings, confirm
appointments and contact job candidates.
 Instant Messages
Example of written communications generally used with clients or
other business include:
 Letters- one of the most important media of written
communication
 Proposals- documents which outline of upcoming projects.
 Faxes- a quick alternative to sending and receiving a
document via postal mail or other delivery services.
 Contracts- use when engaging in operations.
 Advertisements- use to promote a product, business or an event to
its target audience
 Brochures- use these to sell products or assist sales
representative with sales calls.
Advantages of Written
Communication
1. Permanent Record
2. Legal Document
3. Used as a Reference
4. Proper Information Disadvantages of Written
5. Accurate Presentation Communication
6. Less Possibility of Distortion 1. Time Consuming
7. Increasing Personal Image 2. Expensive
8. Easy to Verify
3. Delayed Feedback
4. Lack of Flexibility
5. Meaningless to Illiterate
6. Lack of Direct Intimacy
 Non-Verbal Communication
 Describes the process of conveying meaning
in the form of non-word messages.

 Conveying messages through body language,

as well as the use of time, space, touch,
clothing appearance, etc.
Types Include:
1. Facial Expressions and Eye Contact
2. Body Movements and Gestures (Kinesics)
3. Clothing and Personal Appearance
4. Distance and Personal Space
1. Facial Expressions and Eye Contact
> are the key characteristics of non-verbal
communication
> shows interest and attentiveness
 Controls and persuades others
2. Movements and Gestures
> movements or gestures of the head, hands, arms,
and legs can be used to convey specific messages
that have linguistic translation.
3. Clothing and Personal Appearance
> clothing and body adornments communicate
information to others such as position, personality,
and relationship.
4. Distance and Personal Space (Proxemics)
 The space you place between yourself and others known as
invisible bubble.
~Intimate – up to 1.5ft - reserved for close friends and family
~Personal- 1.5 to 4ft- for friends and personal conversation
~Social –4 to 12ft- for business and social interaction
~Public- 12 to 25ft or more
Advantages of Oral Communication
1. Substituting
2. Easy Demonstration
3. Help to Illiterate People
4. Help to Handicapped People
5. Reducing Wastage of Time
6. Quick Expression of Message

Disadvantages of Oral Communication

1. Absence of Permanent Record
2. Difficult to Understand
3. Lack of Flexibility
4. Problem in Feedback
5. Greater Possibility of Exchanging Fraudulent Message
The Barriers to
Communication
Barriers to Communication

The barriers to communication may be classified

generally as:
1. Personal Barriers
2. Physical Barriers
3. Semantic Barriers
 Personal Barriers
This problem arises when the
person is impatient and put his
objective above all.

The efficiency of The

communication communication
process gets process suffers if the
disturbed when the sender and receiver
receiver listens have less knowledge
only with ears but about the subject
do not apply to the matter.
mind.

This problem arises when the

sender uses some words which
are difficult for the receiver to
comprehend correctly.
 Personal Barriers

There’s a fear in the minds of

the superiors that if they will not The subordinates give their
perform in line with their suggestions and recommendations
authority, they will be demoted with an objective to earn
to the lower levels incentives.

The superiors have

a lack of confidence
in the subordinates. The subordinates do
not communicate with
their superiors with an
intentional to conceal
the information.
Physical Barriers

 refer to the interferences to effective

communication occurring in the environmental
where the communication is undertaken.
Physical Barriers
 Semantic Barriers
Several words that carry a
The message is not different meanings that can The sender translates
formulated properly people get confused. the message as per
and the language used his level of
is so difficult that could understanding
be misinterpreted by. irrespective of the
recipient’s
comprehension
The use of technical level.
jargon by technical
groups which is
quite difficult for
the layman to The sender creates
understand assumptions about
certain things which
he feels the receiver
Denotation arise due to Connotation arise when the must be knowing
sender and receiver using people use words that hold about it.
a different definition and different meanings in diff.
meaning of the word used abstract situations, context,
in the message feelings
Overcoming Barriers to
Communication
 Overcoming Barriers to
Communication

1. Have Clarity in Your Thoughts

 you should be very clear about your objective
and what you want to convey
2. Feedback
 there must be feedback from receiver.
 avoid giving negative feedback.
 Overcoming Barriers to
Communication

3. Idea about the Receiver

sender should have better ideas regarding the thought,
feelings, and opinion of the receiver of the message.
4. Attentive Listening
both sender and receiver should be listen attentively and
carefully.
5. Use of Simple and Meaningful Words
use of simple and clear words should be emphasized.
use of jargons should be avoided.
 Overcoming Barriers to
Communication

6. Avoid Information Overload

try to deliver the parts which are useful and informative.
7. Seek the Advice of others before Communicating
can get many ideas which can build the motivation and
knowledge and can then use the same to meet the
purpose.
8. Emotional State
should make effective use of body language.
keep your anger in control
 Overcoming Barriers to
Communication

9. Reduction and Noise Levels

always make sure to speak and interact with someone
where there is no noise and least disturbances.
10. Informal Relations
before making any formal communication, informal
relations can play a vital role to make communication
effective.
11. Employee Conference
open discussion between higher officials and subordinates
may create a better environment for communication.
 Overcoming Barriers to
Communication

12. Efficient Management

efficient communication system in any organization depends
on the management efficiency.
13. Selection of Right Media
the media for communication should be selected according to
organizational environment, importance and the size of
message, position of receiver, etc.
14. Simple Organizational Structure
organizational structure should not be complex.
the number of hierarchical levels should be optimum.
 Overcoming Barriers to
Communication

15. Simple Organizational Structure

 organizational structure should not be complex.
 The number of hierarchical levels should be optimum.
16. Orientation
 newly appointed employee should be given idea
regarding to objectives, activities, functions, principles,
and structure of the organization.
TECHNIQUES FOR
COMMUNICATING
IN
ORGANIZATIONS
Jamil Sabilano
1.) DOWNWARD COMMUNICATION
-refers to message flows from higher levels of
authority to lower levels. among the purposes of
downward communication are:
A. To give instructions
B. To provide information
about policies and
procedures
C. To give feedback about
performance
D. To indoctrinate or
motivate
Among the techniques used in downward communication
are as follows:
1.) LETTERS
2.) MEETINGS
3.) TELEPHONES/CELLPHONES
4.) MANUALS
5.) HANDBOOKS AND
6.)NEWSLETTERS
2.) UPWARD COMMUNICATION
-refers to message flows from person in lower-
level positions to persons in higher positions. the
message usually:
A. Provide information on
work progress
B. Problems encountered
C. Suggestions for improving
output
D. and Personal feelings about
work and non-work
activities
Among the techniques used in upward communication
are as follows:
1.) FORMAL GRIEVANCE PROCEDURES
2.) EMPLOYEE ATTITUDE AND OPINION
SURVEYS
3.) SUGGESTION SYSTEMS
4.) OPEN DOOR POLICY
5.) INFORMAL GRIPE SESSIONS
6.)TASK FORCES AND
7.) EXIT INTERVIEWS
3.) HORIZONTAL COMMUNICATION
-refers to message sent to individuals or groups
from another of the same organizational level or
position. the purpose of horizontal communications
are:
A. To coordinate activities
between department
B. To persuade others at the
same level of organization
C. To pass on information
about activities or feelings
Among the techniques used in upward communication
are as follows:
1.) MEMOS
2.) MEETINGS
3.) TELEPHONES/CELLPHONES
4.) PICNICS
5.) DINNERS AND OTHER SOCIAL
AFFAIRS
MANAGEMENT INFORMATION
SYSTEM (MIS)
 MANAGEMENT
INFORMATION SYSTEM
(MIS)

-it is defined as an “organized method of

providing past, present, and projected information
on internal operations and external intelligence for
use in decision making.
 THE PURPOSE OF MIS

1. To provide a basis for the analysis or early warning

signals than can originate both externally and internally.
2. To automate routine clerical operations like paying roll
and inventory reports.
3. To assist managers in making routine decisions like
scheduling orders, assigning orders to machines, and
reordering supplies.
4. To provide the information necessary for management
to make strategic or non-programmed decisions.
THANK YOU!!!