Features of staffing on management

Staffing

The managerial function of staffing involves manning the organization structure through proper and effective selection, judgment, and development of the personnel’s to fill the roles assigned to the employers/workers.

Nature of staffing function:

1.       Staffing is an important managerial function: staffing function is the most important managerial act along with planning, organizing, directing, and controlling. The operations of these four functions depend upon the manpower which is available through staffing function.

2.       Staffing is a pervasive activity: as staffing function is carried out by all managers and in all types of concerns where business activities are carried out

3.       Staffing is a continuous activity: this is because staffing function continues throughout the life of an organization due to the transfers and promotions that take place.

4.       The basis of staffing function is efficient management of personnel’s: human resources can be efficiently managed by a system or proper procedure, that is, employment, selection, placement, training, and development, providing remuneration, etc.

5.       Staffing helps in placing right men at the right job: it can be done effectively through proper recruitment procedures and then finally selecting the most suitable candidate as per the job requirements

6.       Staffing is performed by all managers: depending upon the nature of business, size of company, qualifications, and sills of managers, etc. In small companies, the top management generally performs this function. In medium and small scale enterprise, it is performed especially by the personnel department of that concern

Manpower planning which is also called as Human Resource Planning consists of putting right number of people, right kind of people at the right place, right time, doing the right things for which they are suited for the achievement of goals of the organization. Human Resource planning has got an important place in the area of industrialization. Human resource planning has to be a systems approach and is carried out in a set procedure. The procedure is as follows:

a.       Analyzing the current manpower inventory

b.      Making future manpower forecasts

c.       Developing employment programs

d.      Design training programs

Steps in Manpower Planning:

1.       Analyzing the current manpower inventory: Before a manager makes forecast of future manpower, the current manpower status has to be analyzed. For this the following things have to be noted:

Type of organization

Number of departments

Number and quantity of such departments

Employees in these work units

Once these factors are registered by a manager, he goes for the future forecasting.

2.       Making future manpower forecasts: Once the factors affecting the future manpower forecasts are known, planning can be done for the future manpower requirements in several units.

The manpower forecasting techniques commonly employed by the organizations are as follows:

Expert forecasts: This includes informal decisions, formal expert surveys and Delphi technique.

Trend Analysis: Manpower needs can be projected through extrapolation (projecting past trends), indexation (using base year as basis), and statistical analysis (central tendency measure).

Work load analysis: It is dependent upon the nature of work load in a department, in a branch or in a division.

Work Force Analysis: Whenever production and time period has to be analyzed, due allowances have to be made for getting net manpower requirements.

Other methods: Several mathematical models, with the aid of computers are sued to forecast manpower needs, like budget and planning analysis, regression, new venture analysis.

3.       Developing employment programs: Once the current inventory is compared with future forecasts, the employment programmers can be framed and developed accordingly, which will include recruitment, selection procedures and placement plans.

4.       Design training programs: These will be based upon extent of diversification, expansion plans, development programs, etc. Training programs depend upon the extent of improvement in technology and advancement to take place. It is also done to improve upon the skill, capabilities, knowledge of the workers.

Importance of Manpower Planning:

Key to managerial functions: The four managerial functions, i.e., organizing, directing and controlling are based upon the manpower. Human resources help in the implementation of all these managerial activities. Therefore, staffing becomes a key to all managerial functions.

1.       Efficient utilization: Efficient management of personnel’s becomes an important function in the industrialization world of today. Setting of large scale enterprises requires management of large scale manpower. It can be effectively done through staffing function.

2.       Motivation: Staffing function not only include right men on right job, but is also comprises of motivational programs, i.e., incentive plans to be framed for further participation and employment of employees in a concern. Therefore, all types of incentive plans become an integral part of function.

3.       Better human relations: A concern can stabilize itself if human relations develop and are strong. Human relation becomes strong trough effective control, clear communication, effective supervision, and leadership in a concern. Staffing function also looks after training and development of the work force which leads to co-operation and better human relations.

4.       Higher productivity: Productivity level increases when resources are utilized in best possible manner, higher productivity is a result of minimum wastage of time, efforts, and energies. This is possible through the staffing and its related activities (Performance appraisal, training, and development, remuneration).

Need of manpower planning

Manpower planning is a two-phased process because manpower planning not only analyzes the current human resources but also makes manpower forecasts and thereby draws employment programs. Manpower planning is advantageous to firm in following manner.

1.       Shortages and surpluses can be identified  so that quick action can be taken wherever required

2.       All the recruitment and selection programs are based on manpower planning

3.       It also helps to reduce the labor costs as excess staff can be identified and thereby overstaffing can be avoided

4.       It also helps to identify the available talents in a concern and accordingly training programs can be chalked out to develop those talents.

5.       It helps in growth and diversification of business through manpower planning, human resources can be readily available and they can be utilized in best manner.

6.       It helps the organization to realize the importance of manpower management which ultimately helps in the stability of a concern.

The Employee selection process takes place in following order:

1.       Preliminary Interviews: It is used to eliminate those candidates who do not meet the minimum eligibility criteria laid down by the organization. The skills, academic and family background, competencies, and interests of the candidate are examined during preliminary interview. Preliminary interviews are less formalized and planned than the final interviews. The candidates are given a brief up about the company and the job profile, and it is also examined how much the candidate knows about the company. Preliminary interviews are also called screening interviews.

2.       Application blanks: the candidate who clears the preliminary interview is required to fill application blank. It contains data record of the candidates such as details about age, qualifications, reason for leaving previous job, experience, etc.

3.       Written Tests: Various writhe tests conducted during selection procedure are aptitude test, intelligence test, reasoning test, personality test, etc. These tests are sued to objectively assess the potential candidate. They should not be influenced.

4.       Employment interviews: it is a one to one interaction between the interviewer and the potential candidate. It is used to find whether the candidate is best suited for the required job or not.  But such interviews consume time and money both. Moreover the competencies of the candidate cannot be judged. Such interviews may be influenced at times. Such interviews should be conducted properly. No distractions should be there in room. There should be an honest communication between candidate and interviewer.

5.       Medical examination: medical tests are conducted to ensure physical fitness of the potential employee. It will decrease chances of employee absenteeism.

6.       Appointment letter: A reference check is made about the candidate selected and then finally he is appointed by giving a formal appointment letter.