Staffing is a critical managerial function focused on providing the right personnel to an organization, influenced by technological advances, business expansion, and the complexities of human behavior. The staffing process involves several steps, including manpower planning, recruitment, selection, placement, training, compensation, and performance appraisal, emphasizing the need for effective human resource management to achieve organizational goals. Its importance lies in enhancing productivity, ensuring optimum utilization of human resources, and fostering a positive work environment.

1. UNIT-4
STAFFING

2. STAFFING
• It is the function of providing manpower to the organization structure and keeping it manned. Staffing has
assumed greater importance in the recent years due to advancement of technology, increase in size of
business, complexity of human behavior etc. The main purpose of staffing is to put right person on right job.
• According to Kootz & O'Donell, "Managerial function of staffing involves manning the organization structure
through proper and effective selection)appraisal &development of personnel to fil the roles designed in the
structure".
• Today, staffing is better known as human resource management (HRM) and involves manning or filling the
various positions in the organizational hierarchy. Activities like determining manpower requirements,
assessing the number of people presently available in the organization, recruiting and selecting candidates,
training and placing them in the organization come under the purview of staffing. This function also deals
with compensation, performance appraisal, promotion and career planning.

3. STAFFING PROCESS

4. THE FOLLOWING STEPS ARE INVOLVED IN STAFFING PROCESS:
1) Manpower Planning - This is the first step in the process of staffing. It is concerned with determining the number and types of staff required for the organization.
Understanding manpower requirements is not merely a matter of knowing how many people we need but also of what type. Estimation of manpower
requirements involves workload analysis and workforce analysis.
2) Recruitment - Recruitment is the process of searching for prospective employees and stimulating them to apply for jobs in the organization. Recruitment refersto
identification of the sources of manpower availability and making of efforts to secure applicants for the various job positions in the organization.
3) Selection- Selection is the process of choosing from among the pool of the prospective job candidates that is developed at the stage of recruitment. Selection is
the process of choosing and appointing the right candidates for various jobs in the organization. It includes receiving and screening of applications, employment
tests, interview and medical examination of candidates.
4) Placement, and Orientation (Induction)- Placement refers to the employee occupying the position or post for which the person has been selected. When a new
employee reports for duty, he is to be placed on the job for which he is best suited. Placement is a very important process as it can ensure 'right person doing the
right job’. If a new employee is not able to adjust on his job, he may be given some training or transferred to some other job. Orientation also referred to as
induction is introducing the selected employee to other employees and familiarizing him with the rules and policies of the organization.
5) Induction is concerned with the process of introducing or orienting a new employee to the organization. The new employees are familiarized with their units,
supervisors and fellow employees. They are also to be informed about the working hours, tea or coffee breaks, breaks, lunch period, procedure for availing leaves,
safety precautions, medical facilities, transport facilities, etc.
6) Training and Development- Training and development of employees is important in order to improve their skills and to give them an opportunity for their career
advancement. Systematic training helps in increasing the skills and knowledge of employees in doing their job. Various methods of training can be used to enhance
the knowledge and skills of the employees. On-the-job (on job training) methods are more useful for the operative employees and off-the-job methods can also be
employed for the supervisory personnel.
7) Compensation (Renumeration) - Organizations pay wages and salaries to their employees for which they need to establish wages and salary plans. There are
various ways to prepare different pay plans depending upon the worth of the jobs, Remuneration of workers involves fixation of their wages and salaries
depending upon their level , nature of work , degree of risk involved , etc. Rewards, Bonus and fringe benefits are also a part of renumeration.
8) Performance Appraisal - It refers to rating or evaluating the current performance of employees according to certain predetermined standards. Transfers and
promotions of the staff are based on performance appraisal. - It is concerned with the rating or evaluation of the performance of the employees.
9) Promotion transfer and Career Planning - It is necessary for every organization to keep promotion and career plans of an employee into consideration so as to
ensure job satisfaction. Sometimes if the performance of an employee is not satisfactory, he/she is transferred to a different department or location where his
services could be better utilized by the organization.

5. IMPORTANCE OF STAFFING
• Efficient Performance of Other Functions- For the efficient performance of other functions of management staffing
is its key. Since, if an organization does not have the competent personnel, then it cannot perform the functions of
management like planning, organizing and control functions properly.
• Effective Use of Technology and Other Resources- What is staffing and technology’s connection? Well, it is the
human factor that is instrumental in the effective utilization of the latest technology, capital, material, etc. the
management can ensure the right kinds of personnel by performing the staffing function.
• Optimum Utilization of Human Resources- The wage bill of big concerns is quite high. Also, a huge amount is
spent on recruitment, selection, training, and development of employees. To get the optimum output, the staffing
function should be performed in an efficient manner.
• Development of Human Capital- Another function of staffing is concerned with human capital requirements. Since
the management is required to determine in advance the manpower requirements. Therefore, it has also to train and
develop the existing personnel for career advancement. This will meet the requirements of the company in the future.
• The Motivation of Human Resources- In an organization, the behaviour of individuals is influenced by various
factors which are involved such as education level, needs, socio-cultural factors, etc. Therefore, the human aspects
of the organization have become very important and so that the workers can also be motivated by financial and non-
financial incentives in order to perform their functions properly in achieving the objectives.
• Building Higher Morale- The right type of climate should be created for the workers to contribute to the
achievement of the organizational objectives. Therefore, by performing the staffing function effectively and efficiently,
the management is able to describe the significance and importance which it attaches to the personnel working in the
enterprise.

6. CHARACTERISTICS OF STAFFING
• People- Centered - Staffing can broadly view as people- centered function and therefore it is relevant for all
types of organization. It is concerned with categories of personnel from top to bottom of the organization. Blue
collar workers (i.e., those working on the machines and engaged in loading, unloading etc.) and white collar
workers (i.e., clerical employees). Managerial and Non Managerial personal. Professionals (e.g.- Chartered
Accountant, Company Secretary)
• Responsibility of Manager- Staffing is the basic function of management which involves that the manager is
continuously engaged in performing the staffing function. They are actively associated with the recruitment,
selection, training, and appraisal of his subordinates. Therefore the activities are performed by the chief
executive, departmental managers and foremen in relation to their subordinates.
• Human Skills- Staffing function is mainly concerned with different types of training and development of human
resource and therefore the managers should use human relation skill in providing guidance and training to the
subordinates. If the staffing function is performed properly, then the human relations in the organization will be
cordial and mutually performed in an organized manner.
• Continuous Function- Staffing function is to be performed continuously which is equally important for a new
and well-established organization. Since in a newly established organization, there has to be recruitment,
selection, and training of personnel. As we compare that, the organization which is already a running
organization, then at that place every manager is engaged in various staffing activities. Therefore, he is
responsible for managing all the workers in order to get work done for the accomplishment of the overall
objectives of an organization.

7. RECRUITMENT
• Recruitment
• Recruitment is a process of identifying, screening, shortlisting and hiring potential resource for filling up the
vacant positions in an organization. It is a core function of Human Resource Management.
• Recruitment is the process in which people are offered selection in an organization. It is when prospective
employees are searched for and are then encouraged to apply for jobs within the organization.
• This is just one step in the process of employment however itis a long process that involves a series of tasks,
starting with an analysis of the job requirements and ending with the appointment of the employee.

8. IMPORTANCE OF RECRUITMENT:
Recruitment is one of the most fundamental activities of the HR team. If the recruitment process is efficient, then The organization gets happier
and more productive employees
• Attrition rate reduces.
• It builds a good workplace environment with good employee relationships.
• It results in overall growth of the organization.
• It determines the current and future job requirement. It increases the pool of job at the minimal cost.
• It helps in increasing the success rate of selecting the right candidates.
• It helps in reducing the probability of short term employments.
• It meets the organization's social and legal obligations with regards to the work force.
• It helps in identifying the job applicants and selecting the appropriate resources.
• It helps in increasing organizational effectiveness for a short and long term.
• It helps in evaluating the effectiveness of the various recruitment techniques.
• It attracts and encourages the applicants to apply for the vacancies in an organization.
• It determines the present futures requirements of the organization and plan according.
• It links the potential employees with the employers.
• It helps in increasing the success ratio of the selection process of prospective candidates.
• It helps in creating a talent pool of prospective candidates, which enables in selecting the right candidates for the right job as per the
organizationa needs.

9. RECRUITMENT PROCESS

10. RECRUITMENT PROCESS
1) Recruitment Planning- Recruitment planning is the first step of the recruitment process, where the vacant
positions are analyzed , and described. It includes job specifications and its nature, experience, qualifications
and skills required for the job, etc. A structured recruitment plan is mandatory to attract potential candidates
from a pool of candidates. The potential candidates should be qualified, experienced with a capability to take
the responsibilities required to achieve the objectives of the organization.
• Identifying Vacancy The first and foremost process of recruitment plan is identifying the vacancy. This
process begins with receiving the requisition for recruitments from different department of the organization
to the HR Department, which contains –
• Number of posts to be filed
• Number of positions
• Duties and responsibilities to be performed
• Qualification and experience required
When a vacancy is identified, it the responsibility of the sourcing manager to ascertain whether the position is
required or not, permanent or temporary, full-time or part- time, etc. These parameters should be evaluated
before commencing recruitment. Proper identifying, planning and evaluating leads to hiring of the right
resource for the team and the organization.

11. Job Analysis Job analysis is a process of identifying, analyzing, and determining the duties, responsibilities, skills, abilities, and
work environment of a specific job. These factors help in identifying what a job demands and what an employee must
possess in performing a job productively.
• The following steps are important in analyzing a job -
• Recording and collecting job information
• Accuracy in checking the job information
• Generating job description based on the information
• Determining the skills, knowledge and skills, which are required for the job.
The immediate products of job analysis are job descriptions and job specifications.
Job Description
Job description is an important document, which is descriptive in nature and contains the final statement of
the job analysis. This description is very important for a successful recruitment process.
A job description provides information on the following elements-
• Job Title /Job Identification /Organization Position
• Job Location
• Summary of Job
• Job Duties
• Machines, Materials and Equipment
• Working Conditions
• Health Hazards

12. Job Specification
Job specification focuses on the specifications of the candidate, whom the HR team is going to hire. The first step in job
specification is preparing the list of all jobs in the organization and its locations. The second step is to generate the
information of each job.
A job specification document provides information on the following elements-
• Qualification
• Experiences
• Training and development
• Skills requirements
• Work responsibilities
• Emotional characteristics
• Planning of career
Job Evaluation
Job evaluation is a comparative process of analyzing, assessing, and determining the relative value/worth of a job in
relation to the other jobs in an organization.
The main objective of job evaluation is to analyze a n d determine which job commands how much pay. Job evaluation
forms the basis for salary and wage negotiations.

13. 2) Recruitment Strategy- Recruitment strategy is the second step of the recruitment process, where a strategy is
prepared for hiring. the resources. After completing the preparation of job descriptions and job specifications, the next
step is to decide which strategy to adopt for recruiting the potential candidates for the organization.
While preparing a recruitment strategy, the HR team considers the following points -
• Make or buy employees.
• Types o f recruitment
• Geographical area
• Recruitment sources
The development of a recruitment strategy is a long process, but having a right strategy is mandatory to attract the
right candidates. The steps involved in developing a recruitment strategy include –
• Setting up a board team
• Analyzing HR strategy
• Collection of available data
• Analyzing the collected data
• Setting the recruitment strategy

14. 3) Searching the Right Candidates- Searching is the process of recruitment where the resources are sourced depending upon the requirement of the job.
After the recruitment strategy is done, the searching of candidates will be initialized. This process consists of two steps –
Source activation – Once the line manager verifies and permits the existence of the vacancy, the search for candidates starts.
Selling - Here, the organization selects t h e media Through which the communication of vacancies reaches the prospective candidates.
Searching involves attracting the job seekers to the vacancies. The sources are broadly divided into two categories:
Internal Sources and External Sources.
Internal Sources
Internal sources of recruitment refer to hiring employees within the organization through –
• Promotions
• Transfers
• Former Employees
• Internal Advertisements (Job Posting)
• Employee Referrals
• Previous Applicants
External Sources
External sources of recruitment refer to hiring employees outside the organization through –
• Direct Recruitment
• Employment Exchanges
• Employment Agencies
• Advertisements
• Professional Associations
• Campus Recruitment.
• Word of Mouth

15. 4) Screening and Shortlisting- Screening starts after completion of the process of sourcing the candidates. Screening
is the process of filtering the applications of the candidates for further selection process. Screening is an integral part
of recruitment process that helps in removing unqualified or irrelevant candidates, which were The screening process of
received through sourcing recruitment consists of three steps-
Reviewing of Resumes and Cover Letters
Reviewing is the first step of screening candidates. In this process, the resumes of the candidates are reviewed and
checked for the candidates' education, work experience, and overall background matching the requirement of the job.
While reviewing the resumes, an HR executive must keep the following points in mind, to ensure better screening of
the potential candidates-
• Reason for change of job
• Longevity with each organization
• Long gaps in employment
• Job-hopping
• Lack of career progression
Conducting Telephonic or Video Interview
Conducting telephonic or video interviews is the second step of screening candidates. In this process, after the resumes
are screened, the candidates are contacted through phone or video by the hiring manager. This screening process has
two outcomes –
• It helps in verifying the candidates, whether they are active and available.
• It also helps in giving a quick insight about the candidate's attitude, ability to answer interview questions, and
communication skills.

16. Identifying the top candidates
Identifying the top candidates is the final step of screening the resumes/candidates. In this process, the cream/top
layer of resumes are shortlisted, which makes it easy for the hiring manager to take a decision. This process has the
following three outcomes-
• Shortlisting 5 to 10 resumes for review by the hiring managers
• Providing insights and recommendations to the hiring manager
• Helps the hiring managers to take a decision in hiring the right candidate.
5 ) Evaluation and Control- Evaluation and control is the last stage in the process of recruitment. In this process, the
effectiveness and the validity of the process and methods are assessed. Recruitment is a costly process, hence itis
important that the performance of the recruitment process is thoroughly evaluated.
The costs incurred in the recruitment process are to be evaluated and controlled effectively. These include the following
-
• Salaries to the Recruiters
• Advertisements cost and other costs incurred in recruitment methods, i.e., agency fees.
• Administrative expenses and Recruitment overheads.
• Over time and Outstanding costs, while the vacancies remain unfilled.
• Cost incurred in recruiting suitable candidates for the final selection process.
• Time spent by the Management and the Professionals in preparing job description, job specifications, and
conducting interviews.

17. SELECTION
Selection is the process of identifying an individual from a pool of job applicants with the requisite qualifications
and Competencies to fill Jobs in the organization . This is an HR process that helps differentiate between
qualified and Unqualified applicants by applying various techniques.
The term 'selection' comes with the connotation of placing the right person in the right job. Selection is the
process in which various strategies are employed to help recruiters decide which applicant is best suited for the
job.

18. SELECTION PROCESS AND STEPS
As we have discussed that Selection is very important for any organization for minimizing the losses and
maximizing The profits., Hence the selection procedure should be perfect. A good selection process should
comprise the following steps -

19. 1) Employment Interview - Employment interview is a process in which one-on-one session is conducted with the applicant to know a candidate
better. It helps the interviewer to discover -the inner qualities of the applicant and helps in taking a right decision.
Types of Interview:
The ten different types of interviews are as follows -
• Structured Interview - In this type, the interview is designed and detailed in advance. A structured interview is pre-planned, accurate, and
consistent in hiring the candidates.
• Unstructured Interview - This type of interview is an unplanned one, where the interview questionnaire is not prepared. Here, the effectiveness of
the interview is very less and there is a tremendous waste of time and effort of both the interviewer and the interviewee.
• Group Interview - In this type of interview, all the candidates or a group of candidates a r e interviewed together. Group interviews are conducted
to save time when there is a large number of applications for a few job vacancies. A topic will be given to discuss among the candidates and the
interviewer judges the innovativeness and behavior of each candidate in the group.
• Depth Interview – Depth interview is a semi-structured interview, where the candidates have to give a detailed information about their education
background, work experience, special interests, etc. And the interviewer takes a depth interview and tries in finding the expertise of the
candidate.
• Stress Interview - Stress interviews are conducted to discover how a candidate behaves in stressful conditions. In this type of interview, the
interviewer will comet ok now whether the candidate can handle the demands of a complex job. The candidate who maintains his composure
during a stress interview is normally the right person to handle a stressful job.
• Individual Interview - In an individual interview, the interview takes place one-on-one i.e., there will be a verbal and a visual interaction between
two people, an interviewer and a candidate. This is a two-way communication interview, which helps in finding the right candidate for a vacant job
job position.
• Informal Interview - Such interviews are conducted in an informal way, i.e., the interview will be fixed without any written communication and can
be arranged at any place. There is no procedure of asking questions in this type of interview, hence to will be a friendly kind of interview.
• Formal Interview - A formal interview held in a formal way, i.e., the candidate will be intimated about the interview we in advance and the
interviewer plans and prepares questions for the interview. This is also called as a planned interview.
• Panel Interview - Panel interview, a s the name indicates, is being conducted by a group of people. In this type of interview, three to five members
of the selection committee will be asking questions to the candidates on different aspects. The final decision will be taken by all the members of
the panel collectively.
• Exit Interview - Exit interviews are conducted for those employees who want to leave the organization. The importance of the exit interview is to
discover why an employee wants to leave his job.

20. 2) Checking References - Reference checking is a process of verifying the applicant's qualifications and Experiences
with the references provided by him. These reference checks help the interviewer understand the Her conduct, the
attitude, and the behavior of the candidate as an individual and also as a professional.
3) Medical Examination - Medical examination si a process, in which the physical and the mental fitness of the
applicants are checked to ensure that the candidates are capable of performing a job or not. This examination helps
the organization in choosing the right candidates who are physically and mentally fit.
4) final Selection - The final selection is the final process which proves that the applicant has qualified in all the
rounds of The selection process and will be issued an appointment letter.