CBSE Class 12 Business Studies Staffing Notes

1.Concept and importance of staffing.
2.Staffing as a part of Human Resource Management.
3.Staffing process:
a. Recruitment – sources
b. Selection – process
4.Training and development – concept and importance.
5.Methods of training – on the job and off the job – induction training, vestibule training, apprenticeship training and internship training.

KEY CONCEPT IN NUTSHELL

MEANING OF STAFFING:

Staffing has been described as the managerial function of filling and keeping filled, the positions in an organization structure. Staffing is identifying the requirement of workforce followed by recruitment, selection, placement, promotion, appraisal and development of personnel, to fill the roles designed into the organization structure. Staffing means putting people to jobs. It begains with human resources planning and includes different other functions like recruitment, selection training, development, promotion and performance appraisal of work force.

NEED AND IMPORTANCE OF STAFFING:

In any organization, there is a need for people to perform work. The staffing function of management fulfills this requirement and finds the right people for the right job. The staffing function has assumed greater importance these days because of rapid advancement of technology, increasing size of organization and complicated behavior of human beings. The ability of an organization to achieve its goals depends upon the quality of its human resources.

1. Obtaining Competent personal : Proper staffing helps in discovering and obtaining competent personal for various jobs.
2. Higher performance : Proper staffing ensures higher performance by putting right person on the right job.
3. Continuous growth : Proper staffing ensures continous survival and growth of the enterprise.
4. Optimum utilisation of human resources :- it prevents under - utilisation of personnel and high labour cost.
5. Improves job satisfaction : It improves job satisfaction and morale of employee. 

Staffing as a part of human resource management:

Staffing is a function which all managers need to perform. It is a separate and specialized function and there are many aspects of human relations to be considered.

It is the responsibility of all managers to directly deal and select people to work for the organization. When the manager performs the staffing function his role is slightly limited. In small organizations managers may perform all duties related to employees salaries, welfare and working conditions.

Bus as organizations grow and number of persons employed increases, a separate department called the human resource department is formed which has specialists in the field to manage people. Human resource management includes many specialized activities and duties which the human resource personnel must perform.

ISSUED 

RECRUITMENT:

• Recruitment refers to the process of finding possible candidates for a job or function. It has been defined as ‘the process of searching for prospective employees and stimulating them to apply for jobs in an organisation.’

Process of Recruitment :

•The various activities involved with the process of recruitment includes
(a) identification of the different sources of labour supply,
(b) assessment of their validity,
(c) choosing the most suitable source or sources, and
(d) inviting applications from the prospective candidates, for the vacancies

SOURCES OF RECRUITMENT

1) Internal Sources 2) External Sources

INTERNAL SOURCES:

• Transfers: It involves shifting of an employee from one job to another, one department to another or from one shift to another, without a substantive change in the responsib lities and status of the employee.
• Promotions: Promotion leads to shifting an employee to a higher position, carrying higher responsibilities, facilities, status and pay. Promotion is a vertical shifting of employees

MERITS OF INTERNAL SOURCES:

• ance Employees are motivated to improve their perform
• Simplifies the process of selection and placement
• Transfer is a tool of training the employees to prepare them for higher jobs.
• Shifting workforce from the surplus departments to those where there is shortage of staff.
• Cheaper as compared to getting candidates from external sources.

Limitations of Internal Sources:

• When vacancies are filled through internal promotions, the scope for induction of fresh talent is reduced.
• e bound promotions Employees may become letharg ic if they are sure of time.
• Enterprise cannot use internal sources of recruitment  
• Spirit of competition among the employees may be hampered.
Frequent transfers of employees may often reduce the productivity of the organisation

External Sources:

• Direct Recruitment: The direct recruitment, a notice is placed on the notice board. of the enterprise specifying the details of the jobs available. Job seekers assemble outside the premises of the organisation on the specified date and selection is done on the spot recruitment.

• Casual Callers: organisations keep a database of unsolicited applicants in their offices.

Such jobseekers can be a valuable source of manpower. A list of such jobseekers can be prepared and can be screened to fill the vacancies as they arise.

• Advertisement: The advantage of advertising vacancies is that more information about the organisation and job can be given in the advertisement. Advertisement gives the management a wider range of candidates from which to choose. disadvantage is that it may bring in a flood of response, and many times, from quite unsuitable candidates.

• Employment Exchange: Employment exchanges run by the Government are regarded as a good source of recruitment for unskilled and skilled operative jobs. Disadvantage of it is that is may be uptodate and many of the candidates referred by them may not be found suitable.

• Placement Agencies and Management Consultants:

These provide a nationwide 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.

• Campus Recruitment: organisations maintain a close liaison with the universities, vocational schools and management institutes to recruit qualified personnel for various jobs.

• Recommendations of Employees: Applicants introduced by present employees, or their friends and relatives may prove to be a good source of recruitment. Such applicants are likely to be good employees because their background is sufficiently known

• Labour Contractors: Workers are recruited through labour contractors who are themselves employees of the organisation. The disadvantages of this system are that if the contractor himself decides to leave the organisation, all the workers employed through him will follow suit.

• Advertising on Television: generally advertised through television and newspaper The detailed requirements of the job and the qualities required to do it are publicised along with the profile of the organisation where vacancy exists.

• Web Publishing: There are certain websites specifically designed and dedicated for the purpose of providing information about both job seekers and job opening.

Merits of External Source:

• Qualified Personnel
• Wider Choice
• Fresh Talent
• Competitive Spirit

Limitations of External Sources:

• Dissatisfaction among existing staff
• Lengthy process
• Costly process

Selection:

• Selection is the process of identifying and choosing the best person out of a number of prospective candidates for a job. Towards this purpose, the candidates are required to take a series of employment tests and interviews.

Process of Selection:

• Preliminary Screening: Preliminary screening helps the manager eliminate unqualified or unfit job seekers based on the information supplied in the application forms.
• Selection Tests: An employment test is a mechanism (either a paper and pencil test or an exercise) that attempts to measure certain characteristics of individuals. These characteristics range from aptitudes, such as manual dexterity, to intelligence to personalities.

•Important Tests Used for Selection of Employees

• Intelligence Tests
• Aptitude Test
• Personality Tests
• Trade Test
• Interest Test

• Employment Interview: The role of the interviewer is to seek information and that of the interviewee is to provide the same. Though, in present times, the interviewee also seeks information from interviewer.

• Reference and Background Checks: Many employers request names, addresses, and telephone numbers of references for the purpose of verifying information and, gaining additional information on an applicant.

• Selection Decision: The final decision has to be made from among the candidates who pass the tests, interviews and reference checks.

• Medical Examination: After the selection decision and before the job offer is made, the candidate is required to undergo a medical fitness test.fit candidates are give the job.

• Job Offer: job offer is made through a letter of appointment/confirm his acceptance.

Such a letter generally contains a date by which the appointee must report on duty.

Basic information that should be included in a written contract of employment will vary according to the level of the job, but the following checklists sets out the typical headings: Job Title, Duties, Responsibilities, Date when continuous employment starts and the basis for calculating service, rates of pay, allowances, hours of work, leave rules, sickness, grievance procedure, disciplinary procedure, work rules, termination of employment.

Training And Development:

Training and Development is an attempt to improve the current or future employee performance by increasing an employee’s ability to perform through learning, usually by changing the employee’s attitude or increasing his or her skills and knowledge.

Importance of Training and Development:

•  The rapid changes taking place during the last quarter century in our highly sophisticated and complex society have created increased pressures for organisations to readapt the products and services produced, the manner in which products and services are produced and offered, the types of jobs required and the types of skills necessary to complete these jobs.

Benefits to the organisation:

• wastage of efforts and money is minimised.
• leading to higher profits.
• increases employee morale and reduces absenteeism and employee turnover.
• It helps in obtaining effective response to fast changing environment.

Components of Staffing
(A) Recruitment (B) Selection (C) Training.
(A) Recruitment : Recruitment may be defined as the process of searching for prospective employee and stimulating them to apply for job in the Organisation.

Sources of Recruitment :-

(A) Internals Source (B) External Sources

Internal Sources of Recruitment :- Internal sources refer to inviting candidates from within the Organisation.
There are two important sources of internal recruitment.
1. Transfer :- It involves the shifting of an employee from one job of another, from one department to another or from one shift to another shift.
2. Promotions : It refers to shifting an employee to a higer position carrying higher responsibilities, prestige, facilities.

Advantages of Internal Sources Recruitment :-
(1) Employees are motivated to improve their performance.
(2) Internal recruitment also simplifies the process of selection & placement.
(3) No wastage of time on the employee training and development.
(4) Filling of jobs internally is cheaper.

Limitation of Internal Sources :-
(1) The scope for induction of fresh talent is reduced.
(2) The employee may become lethargic.
(3) The spirit of competition among the employees may be hampered.
(4) Frequent transfers of employees may often reduce the productivity of the Organisation.

External Sources of Recruitment :-
1. Direct Recruitment :- Under the direct Recruitment a notice is placed on the notice board of the enterprise specifying the details of the job available.
2. Casual callers : Many reputed business org. keep a data base of unsolicited applicants in their office. There list can be use for Recruitment.
3. Advertisement : - Advertisement in newspaper is generally used when a wider choice is required.
4. Employment Exchange : Employment exchange regarding as a good source of Recruitment.
5. Compus recruitment and labour contractors can be used for the purpose.

Merit of External Sources :-
1. Qualified Personnel : By using external source of recruitment the management can attract qualified and trained people to apply for the vacant job in the org.
2. Wider Choice : The management has a winder choice selecting the people for employment.
3. Fresh Talent : It provide wider choice and brings new blood in the org.
4. Competitive Spirit : If a company taps external sources, the staff will have to compete with the outsiders.

Limitations of External Sources of Recruitment :-
1. Dissatisfaction among existing employee :- Recruitment from outside may causes dissatisfaction among the employes. They may feel that their chances of promotion are reduced.
2. Costly process : A lot of money has to be spent on advertisement therefore this is costly process.
3. Lengthy Process : It takes more time than other process.
(B) Selection : Selection is the process of choosing from among the candidates from within the org. or from the outside, the most suitable person from the current position or for the future position.
(C) Training : Training is the act of increasing the knowledge and technical skills of an employee for doing a particular job efficiently.

Benefits to the Organisation :-
1. It enhances employee productivity and quality.
2. Training increases employee moral.
3. Employee got new Tech. knowledge.
4. Efficient uses of machine.

Benefits to the Employee :-
1. Improved skills and knowledge of employee
2. Increased performance by the individual help him to earn more.
3. Less prone accidents.
4. Training increases the satisfaction and morale of employee.

Training Method

(A) On the Job Method :- It refers to the method that are applied to the work place, while the employee is actually working. “It means learning while doing”.
1. Apprenticeship Programme Training :- A master worker or a trainer is appointed who guides the worker regarding the skill of job.
2. Coaching : In this method, the superior guides and instructs the trainee as a a coach.
3. Job Rotation : In this method employee transfer to other department or other shift.

(B) Off the Job Method : There methods are used away from the work place.
“It means learning before doing.
1. Class room lectures : The lecture approach is well adapted to convey specific information. The use of audio-visuals can after make a formal classroom.
2. Films : They can provide information to the employee.
3. Case study : Trainee study the cases to determine problems, analyses causes.
4. Computer modelling - Training provide to the employee by the help of computer.

One Marks Questions :-
1. Explain the meaning of ‘Staffing’.
2. Define ‘Placement’.
3. Why is selection considered to be a negative Process.
4. Give one advantage of Job Rotation training.
5. State one objective of Preliminary screening.
6. What is interview?
7. What do you mean by on the Job Training?
8. What do you mean by Recruitment?
9. Explain any three types of selection Test.
10. Explain the meaning of selection and training.
11. “Internal sources of Recruitment are better than external sourcs of Recruitment”. Give reasons in support of your answer.
12. Write the difference between training and Development.
13. Explain the importance of Staffing as the reference of Management function.
14. Describe briefly the steps involved in the process of staffing.
15. What do you mean by Training? What is their objective?
16. Explain in brief merits and limitation of external sources of recruitment.
17. “The process of selection starts where the process of recruitment ends.” In the light of this statement, explain the difference between recruitment and selection.

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