Engineering Management Staffing and Communication

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Title: STAFFING and COMMUNICATING
ASSIGNMENT NO.4
Rating
Submitted by: Liwag, Ernest Lance Nixon R.
BS ChE and Block 6
Submitted to: Leonardo C. Sawal , ASEAN Engr., ACPE
April 25, 2000

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CHAPTER 5: STAFFING
1. Why is staffing an important activity?
The practice of selecting qualified applicants from within the organization or
business for particular positions is known as staffing. In terms of management, staffing
refers to the process of hiring new employees after assessing their qualifications and
assigning them specific job tasks in accordance. Staffing is very important since it it is
the process of recruiting, hiring, developing, inspiring, and retaining the greatest
people resources for attaining the organization's goals. The staffing process is at the
heart of the activity of service-oriented organizations who are trusted to find the perfect
profiles for the projects of their clients. This holds true especially for businesses such
as: Consulting firms, digital service providers, auditing firms, engineering firms, and
staffing agencies.
2. What activities are undertaken in staffing?
The staffing process usually consists of the following series of steps
according to Medina:
1. Human resource planning
2. Recruitment
3. Selection
4. Induction and orientation
5. Training and development
6. Performance appraisal
7. Employment decisions
8. Separation
3. What is the purpose of human resource planning?
Any organization's desired results will need the smart use of human resources.

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resources at many levels. For this to happen, the engineer management must
participate in the planning of human resources. This will be accomplished in concert.
if there is a human resource officer for the business, with their work.
4. How may human resource needs be determined?
Any organization's desired results will need the smart use of human resources.
resources at many levels. For this to happen, the engineer management must
participate in the planning of human resources. This will be accomplished in concert.
if there is a human resource officer for the business, with their work. The following
three actions may be incorporated into human resource planning: Forecasting is an
assessment of the need for human resources in light of current organizational
capacity. Simple forecasting methods comprise the following estimate of annual
output or revenues. Quantitative evaluations that rely on computations in
mathematics. Identify the number of employees needed and when. Qualitative
evaluations based on discretion determine cultural fit requisite knowledge, abilities,
and skills, as well as desired personal and professional traits. Programming involves
converting anticipated human resource needs to the objectives of the staff. Evaluation
and Control is concerned with evaluating how well human resources are being used
evaluating plans and their effectiveness.
5. What are the possible sources of applicants for vacant positions in the firm?
When management wants to feel up certain vacancies, the following sources
may be tapped: The organization's current employees. Some of the organization's
current employees may be qualified to occupy positions higher than the ones
they are occupying. They should be considered.
Newspaper advertising. There are at least three major daily newspapers distributed
throughout the Philippines. Leadership is higher during Sundays.

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Schools. These are good sources of applicants. Representatives of companies may
interview applicants inside campuses. Referrals from employees. Current employees
sometimes recommend relatives and friends who may be qualified. Recruitment firms.
Some companies are specifically formed to assist client firms in recruiting qualified
persons. Examples of these companies are SGV. Consulting and John Clements
Consultants. Competitors. These are useful sources of qualified but under utilized
personnel. For entry level personnel, the engineer manager will likely rely on
newspaper advertising, schools, and referrals. When recruiting managers, the reliable
sources are current employee’s recruitment firms and competitors.
6. What is the implication of the cost of the “wrong decision” in the selection process?
Most managers have experienced the problems that result from selection errors but
often continue making them. “Most companies are so determined to prove that
their hiring. election errors often occur because of a mismatch between expectations
and reality for both parties (Blenkinsopp & Zdunczyk, 2005). Despite huge amounts
of time, effort and costs allocated to the recruitment and the selection process,
recruitment practices in many firms produce an unacceptable failure rate that
reduces business competitiveness and corporate profits.
7. How may one determine the qualifications of a job candidate?
Companies use any or all of the following in determining the qualifications of
a candidate. Application blanks. The application provides information about a person's
characteristics such as age, marital status, address, educational background,
experience and special interests. After reading the application blank, the evaluator will
have some basis whether to proceed further in evaluating the applicant. References.

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References are those written by previous employers, coworkers, teachers, club
officers, etc. Their statements may provide some vital information on the character of
the applicant. Testing. This involves an evaluation of the future behavior or
performance of an individual.
8. How may the types of tests be described?
Psychological tests is an “an objective '' standard measure of a
sample behavior”. Aptitude test is the one used to measure a person's capacity or
potential ability to learn. Performance test is used to measure a person's current
knowledge of a subject. Personality test- one used to measure personality traits as
dominance, sociability, and conformity. Interest test is used to measure a person's
interest in various fields of work. Physical examination is a type of test given to assess
the physical health of an applicant. It is given “to assure that the health of the applicant
is adequate to meet the job requirements”.
9. In induction, what activities are undertaken?
The term induction originates from the Latin word “inducere”, meaning to bring in or
introduce. In terms of business, it is known as the process of admitting a new hire to
their designated position. The induction process is usually of a short duration and may
be carried out on the day the employee joins the organization. Specifically, they will
be provided with information about the following: Duties, responsibilities, and benefits
that come with their position; Necessary information about the company (e.g. mission,
vision, company objectives, company history, products and services, previous and
current company clients, company policies and company dress code) 3. Paperwork
procedures (e.g. personnel and health forms

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10. How may the two general types of training be described?
Training directed for non-managerial roles involves specific increases in skill and
knowledge to perform a specific job. According to Medina, there are four main
methods of this training: On-the-job training The trainee is placed in an actual work
situation under the direction of his immediate supervisor, who acts as a trainer.
This situation strongly motivates the trainee to learn. Rather than hiring a person
from outside the organization, OJT is typically a type of internal training. It might
be set up as a program, with defined expectations and a set beginning and end,
but often it is far less formal. Experienced colleagues, managers, and members of
the specified department usually take responsibility for helping the individual
develop professional skills and capabilities as opposed to simulation training.
Vestibule school In this case, the trainee is placed in a situation almost exactly the
same as in the workplace where machines, materials, and time constraints. are
taken into consideration but in a facility separated from the main workplace. Hence
why this method is also referred to as “near-the-job training”. In this proximate
facility, there are special trainers or specialists who impart this training to the
technical staff, thereby reducing the burden on the line supervisor, who would have
had to accommodate the trainee in an OJT scenario. As the trainer is able to focus
on the trainee full-time, a more detailed lesson plan and experience is guaranteed.
Apprenticeship program the trainees are provided with a combination of OJT
training and classroom instructions with a designated senior assigned to monitor
their progress. Apprenticeships are considered full-time employment. As the
apprentice is learning, they are also applying the lessons through working.
Training Program for Managers Leadership training is essential to any organization
who aims to give their managers the tools they need to deal with difficult, and

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sometimes uncomfortable workplace situations. The training needs of managers
may be classified into four areas: decision-making skills, interpersonal skills, job
knowledge, and organizational knowledge. The decision-making skills of the
manager may be enhanced through any of the following training methods: In-
basket The in-basket strategy involves placing a range of concerns or issues in an
“in-basket” to familiarize employees eligible for managerial roles with their duties
and responsibilities. After assessing the current situation, the trainees must find a
way to satisfy or at least address the needs of all who submitted their concerns.
As they are solved, the problems for the “in-basket” may be transferred to the “out-
basket”.
CHAPTER 6: COMMUNICATING
1. How important is communication as a function of engineering management?
Good communication skills are essential in engineering management. They
benefit interdepartmental collaboration and the distribution of information as
well as employee-manager feedback and team-building. In engineering
management, effective communication skills are crucial. They help with cross-
departmental communication, information sharing, employee-manager
feedback, and team-building. Engineering communication skills are essential
for presenting concepts and designs, and critical to the engineering design
process. Engineers with the ability to clearly communicate can confidently
present their ideas to decision-makers in presentations, meetings, and reports.

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Company leaders expect to read and hear professional-level presentations.
Spelling mistakes in a report or a mumbled presentation may make an
2. What is communication? How may it be done?
The definition of communication is the exchange of information for the
purpose of knowing more. It can be done verbally (via conversations),
visually (using graphs, charts, and maps), or non-verbally (using body
language, gestures, pitch of voice, and tone) in addition to written and visual
media. These several forms of communication are all crucial Soft Skills for a
successful career.
3. For what purposes may communication be used in the organization?
All forms of communication that take place within a company or organization
are referred to as communication in organizations. Both internal and external
communication are included in this. Businesses frequently make an effort
to have a consistent message behind formal communications, sticking to a
larger communication plan in all remarks.Because it generates an environment
that is favorable to both internal and external company growth, effective
communication is essential in organizations. The following are a few of the most
important benefits of effective organizational communication:
It aids in the emergence of a company's brand. A business needs a strong
brand to succeed. This gives clients a feeling of familiarity and lets them know
what to anticipate from your company. An established brand makes it easier
for people to become loyal, which is a fantastic tool for keeping customers and
making money. Large companies may have sophisticated branding strategies

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that
incorporate different branding concepts for various communication channels,
such as adopting a more humorous tone on social media while presenting a
more formal tone on the company website.
It enables supervisors to create personnel policies. Employers can make
sure that workers know what to expect in a range of work settings by creating
internal policies. When a business develops a policy, it's crucial to figure out
how to effectively convey that policy. Employee handbooks, internal
memoranda, and staff meetings are just a few of the ways managers can inform
staff of new policies and procedures.
Consistent staff policies not only make operations run more smoothly, but
by establishing standards for proper employee conduct, they also help to make
the workplace safer. Employees can share issues about current regulations
thanks to effective communication, which fosters a welcoming workplace.
4. What are the steps in communication be used in the organization?
The act of successfully communicating involves a number of phases or acts,
which are referred to as the communication process. It involves a number of
elements, including the communicator, the message being sent, the message's
encoding, the receiver, and the message's decoding. Within the communication
process, there are many channels of communication to take into account. This
refers to the method used to send a message. This can be done using a variety
of channels, including speech, audio, video, writing, email, faxing, or body
language. The main objective of communication is to convey information to a

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person or party and ensure that they understand it. To ensure that the
communication process is successful, the sender must select the best medium.
The communication process has several components that enable the
transmission of a message. Here are the various parts: Sender: This is the
person that is delivering a message to a recipient. Message: This refers to the
information that the sender is relaying to the receiver. Channel of
communication: This is the transmission or method of delivering the message.
Decoding: This is the interpretation of the message. Decoding is performed by
the receiver. Receiver: The receiver is the person who is getting or receiving
the message. Feedback: In some instances, the receiver might have feedback
or a response for the sender.
5. What is a communication channel? How may each of the channel types be
described?
The channel or medium used to communicate a message affects how the
audience will receive the message. context, the decision about which channel
to use can be a critical one. Communication channels can be categorized into
three principal channels: (1) verbal, (2) written, and (3) non-verbal. Each of
these communications channels have different strengths and weaknesses, and
oftentimes we can use more than one channel at the same time. Verbal
Communication
Most often when we think of communication, we might imagine two or more
people speaking to each other. This is the largest aspect of verbal
communication: speaking and listening. The source uses words to code the
information and speaks to the receiver, who then decodes the words for
understanding and meaning. One example of interference in this channel is
choice of words. If the source uses words that are unfamiliar to the receiver,
there is a chance they will miscommunicate the message or not communicate

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at
all. The formality of vocabulary choice is another aspect of the verbal channel.
In situations with friends or close co-workers, for example, you may choose
more casual words, in contrast to words you would choose for a presentation
you are making to your supervisors. In the workplace the primary channel of
communication is verbal, much of this communication being used to coordinate
with others, problem solve, and build collegiality.
One element of verbal communication is tone. A different tone can change
the perceived meaning of a message. Table 1.3.1, “Don’t Use That Tone with
Me!” demonstrates just how true that is. If we simply read these words without
the added emphasis, we would be left to wonder, but the emphasis shows us
how the tone conveys a great deal of information. Now you can see how
changing one’s tone of voice can incite or defuse a misunderstanding.
6. What is meant by “noise”?
Communication noise means any barrier to the effective communication
process. Noises bar the effective communication process between senders
and receivers. The different types of noise in communication are physical,
physiological, psychological, semantic, and cultural. These noises distract the
sender and receiver of the communication process from listening to the
message effectively. Noise bars the effectiveness of the communication
process; therefore, it is also known as a barrier to communication. Noise is one
of the communication elements, followed by Context, Sender, Encoder,
Message, Channel, Decoder, Receiver, and Feedback.
Communication noises are presented in all communication contexts, such as
face-to-face, group, organizational, and mediated communication. The

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researchers have mentioned the noise in the three communication models, for
example, linear, interactive, and transactional communication models.
7. What is “decoding”? How may it be successfully achieved?
In basic terms, humans communicate through a process of encoding and
decoding. The encoder is the person who develops and sends the message.
As represented in Figure 1.1 below, the encoder must determine how the
message will be received by the audience, and make adjustments so the
message is received the way they want it to be received. Encoding is the
process of turning thoughts into communication. The e coder uses a ‘medium’
to send the message — a phone call, email, text message, face-to-face
meeting, or other communication tool. The level of conscious thought that goes
into encoding messages may vary. The encoder should also take into account
any ‘noise’ that might interfere with their message, such as other messages,
distractions, or influences.
The audience then ‘decodes’, or interprets, the message for themselves.
Decoding is the process of turning communication into thoughts. For example,
you may realize you’re hungry and encode the following message to send to
your roommate: “I’m hungry. Do you want to get pizza tonight?” As your
roommate receives the message, they decode your communication and turn it
back into thoughts to make meaning.
8. What are the forms of communication? How is one different from the other?
Verbal communication is interpersonal communication that includes oral
communication, written communication, and sign language. Verbal
communication relies on words to convey meaning between two or more
people.

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Nonverbal communication encompasses a whole host of physicalized
nonverbal cues that convey emotional states and complement verbal
messages. Nonverbal human communication involves many different parts of
the body and can be either conscious or subconscious on the part of the
communicator. There are many different types of nonverbal communication,
including kinesics (body movement), proxemics (closeness and personal
space), body posture, haptics (touch), and paralanguage, which includes facial
expression, speaking volume, and tone of voice. These nonverbal cues all
contribute to how verbal communication is understood, either clarifying a
message or leading to misinterpretation.
9. How may barriers to communication be classified? What is the possible effect
of emotion in communication?
Personal Barriers to Communication. Personal barriers to communication
are often attitudes that can be changed. For instance, multiple generations
sometimes hold stereotypes about one another. Older people may call call
younger people "slackers," while youth might label members of an older
generation "out of touch." Treating each person as an individual instead of
making assumptions about a group can help break down the age barrier.
Physical Barriers. Suppose you meet a friend while walking down the street.
If it's a beautiful day, it's likely that you will stop and chat for a few minutes.
However, if it's raining and the wind is turning your umbrellas inside out, you
probably won't make time for more than a brief exchange. You've encountered
an environmental barrier, a type of physical barrier to communication.Another
physical barrier is distance. You might work for a company that has employees
all over the country, or even all over the world. It is not possible to bring people

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together in one room to discuss a project. Instead of face-to-face
communication, workers have had to rely on phone calls and emails. As video
conferencing becomes more reliable and easier to use, it has helped bridged
the distance between collaborators in business and online education. Families
and friends separated by miles can enjoy conversations through apps such as
Skype and FaceTime.
Semantic Barriers. Semantics has to do with the meanings behind the words
we speak. Take the word "fellow" for example. The old tune, "For He's a Jolly
Good Fellow" is traditionally sung to celebrate someone who is considered a
good person. A fellow traveler, on the other hand, is someone you may not
know at all; she may be someone in the seat next to you when you're riding the
subway. A research fellow is a an advanced degree who has received funding
to conduct studies in a specific field of expertise. In all three instances, the
word, "fellow" is the same word, but with very different meanings. You have to
understand the context, or the rest of the words in the sentence, to know what
kind of fellow is intended.
10.How may communication barriers be overcome?
Communication is the sharing of information between two people. When
providing support to a person living with a mental health condition it is
important that communication works both ways. A communication barrier is
something that prevents either person from understanding the information
they are being told.
Barriers to communication can be overcome by checking whether it is a good
time and place to communicate with the person, being clear and using
language that the person understands, communicating one thing at a time

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respecting a person’s desire to not communicate, checking that the person has
understood you correctly, and communicating in a location that is free of
distractions acknowledging any emotional responses the person has to what
you have said.
11.What techniques may be used in communication?
Downward communication is when company leaders and managers share
information with lower-level employees. Unless requested as part of the
message, the senders don’t usually expect (or particularly want) to get a
response. An example may be an announcement of a new CEO or notice of a
merger with a former competitor. Other forms of high-level downward
communications include speeches, blogs, podcasts, and videos. The most
common types of downward communication are everyday directives of
department managers or line managers to employees. These can even be in
the form of instruction manuals or company handbooks.
Upward Communication Flows. Information moving from lower-level
employees to high-level employees is upward communication (also sometimes
called vertical communication). For example, upward communication occurs
when workers report to a supervisor or when team leaders report to a
department manager. Items typically communicated upward include progress
reports, proposals for projects, budget estimates, grievances and complaints,
suggestions for improvements, and schedule concerns. Sometimes a
downward communication prompts an upward response, such as when a
manager asks for a recommendation for a replacement part or an estimate of
when a project will be completed.
Horizontal communication involves the exchange of information across
departments at the same level in an organization (i.e., peer-to-peer

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communication). The purpose of most horizontal communication is to request
support or coordinate activities. People at the same level in the organization
can work together to work on problems or issues in an informal and as-needed
basis. The manager of the production department can work with the purchasing
manager to accelerate or delay the shipment of materials. The finance manager
and inventory managers can be looped in so that the organization can achieve
the maximum benefit from the coordination.
12. What is a management information system? What are its purposes?
A management information system (MIS) is a computer system consisting
of hardware and software that serves as the backbone of an organization’s
operations. An MIS gathers data from multiple online systems, analyzes the
information, and reports data to aid in management decision-making. In
business, management information systems (or information management
systems) are tools used to support processes, operations, intelligence, and IT.
MIS tools move data and manage information. They are the core of the
information management discipline and are often considered the first systems
of the information age.