CHAPTER 4

STAFFING

Definition: Staffing can be defined as one of the most important functions of management. It
involves the process of filling the vacant position of the right personnel at the right job, at right time.
Hence, everything will occur in the right manner.

It is a truth that human resource is one of the greatest for every organization because in any
organization all other resources like- money, material, machine etc. can be utilized effectively and
efficiently by the positive efforts of human resource.

Therefore it is very important that each and every person should get right position in the
organization so as to get the right job, according to their ability, talent, aptitude, and specializations
so that it will help the organization to achieve the pre-set goals in the proper way by the 100%
contribution of manpower. Thus it can be said that it is staffing is an essential function of every
business organization. From this, we can understand what is Staffing?

Recruitment

Recruitment is a positive process of searching for prospective employees and stimulating them to
apply for the jobs in the organisation. When more persons apply for jobs then there will be a
scope for recruiting better persons.

Selection

Definition: The Selection is the process of choosing the most suitable candidate for the vacant
position in the organization. In other words, selection means weeding out unsuitable applicants
and selecting those individuals with prerequisite qualifications and capabilities to fill the jobs in
the organization.

Recruitment and Selection Process

Steps in the recruitment and selection process
1. Receive a job order
When you receive a job order from your client, you can get the recruitment process rolling. A job
order should include information about the position you’re filling and a well-written job
description.
 The job description should tell potential applicants everything they need to know about the job,
including:
 Job title
 Detailed description of the job
 Required and preferred qualifications
 Location
 Salary range

2. Source candidates
Once you fully understand the open position, the next step of the recruitment and selection
process is to source candidates.
You can source candidates using the following tools and sources of recruitment:
 Social media
 Online job boards
 Your recruiting database
 Referrals
Social media is a great tool for finding both active and passive candidates. You can post job
descriptions on your social platforms.
Online job boards attract active candidates. And, some job board integrationworks with your
recruiting software, so you can add applicant information directly into your database.
Your own recruiting database is a great resource for sourcing candidates. If you use recruiting
software with an applicant tracking system, you have candidate information stored. You can
reach out to candidates to let them know about the open position.
Many people can refer you to top talent. Talk to candidates you successfully placed. And, you
can work with other recruiters in split placements by sharing job orders and candidates.
3. Screen applicants
Screening applicants is a vital step in the recruitment and selection process. This is where you
can learn more about each applicant, which helps you narrow down your pool.
You can conduct telephone screenings and include a variety of pre-screening interview
questions. During screenings, ask behavioral interview questions that allow you to learn more
about the candidate’s personality and how they would function in the open position.
Ask candidates about themselves, including their work history and career goals. Verify that they
understand the job description and are qualified.
Phone interviews should last about 30 minutes. Though they won’t be as long as a full interview,
you can still learn enough to help you narrow down candidates. Create a candidate scorecard to
rank candidates and keep track of their responses. Take notes so that you can compare candidates
after you have talked with all of them.
4. Shortlist candidates
Recruitment shortlisting is the process of advancing a few candidates from your pool. Your
shortlist of candidates should be around three people.
These are the candidates you want to invite for a face-to-face interview with your client. Your
client does not have time for one-hour interviews with 20+ people.
Narrowing down your pool of candidates can be challenging because you don’t want to advance
the wrong candidates. Take the time to learn about each candidate’s experiences, qualifications,
and personality so you can be confident you shortlist the right people.
5. Interview candidates
After you have narrowed down your candidates, you need to pass along their information to your
client. Then, your client will interview the candidates. Typically, you should be present during
interviews to take notes, ask questions, and give your opinion afterward.
The face-to-face interview helps you and your client really get to know the candidates. You can
study their body language and ask more behavioral interview questions. The interview process
helps you and your client get a feel for the candidate’s work ethic.
Again, use an interview scorecard to rank candidates and compare them later. Rank candidates
on things like experience, education, and skills.
6. Conduct testing
To further test a candidate’s skills, you and your client might consider conducting job-fit tests.
A job-fit assessment test helps you and your client determine how the candidate would mesh
with the company.
A job-fit test can take anywhere from 30 minutes to one hour. It asks a series of questions
candidates must answer honestly.
You should also conduct background checks on each candidate. And, you need to check
references to verify information and learn more about their character and work ethic.
7. Extend a job offer
The final stage of the selection process is actually selecting a candidate. Extend the job offer to
the candidate your client wants to hire.
The candidate might try to negotiate the salary your client offers. Talk with your client to see
whether the requested salary is possible.
If the candidate declines the job offer, you will either need to go back to the other top candidates
or restart the recruitment and selection process.
What is Orientation?

Induction, also called orientation is designed to provide a new employee with the information he
or she needs to function comfortably and effectively in the organization. It is a planned
introduction of new hires to their jobs, their peers, and the company.

Typically, orientation conveys three types of information – (i) general information about the
daily work routine; (ii) a review of the firm’s history, founding fathers, objectives, operations,
and products or services, as well as how the employee’s job contributes to the organization’s
needs; and (iii) a detailed presentation, perhaps, in a brochure, of the organization’s policies,
work rules, and employee benefits.
Firms are known to spend a few weeks or even months on orientation programs. The idea is to
make the new employees feel at home in the new environment. It is a well-known fact that
employees feel anxious about entering an organization. They worry about how well they will
perform in the new jobs.

They feel inadequate when they compare themselves with the more experienced employees, and
they are concerned about how well they will get along with their co-workers.

Effective orientation programs reduce the anxiety of new employees by providing them
information on the job environment and on supervisors, b) introducing them to co-workers, and
encouraging them to ask questions.

Training and Development

Training

Training refers to a program an organization conducts to help employees to develop the skills,
competencies, and knowledge required for a particular job and make them capable of dealing
with their professional functions. A good training program helps employees to understand the job
requirements and how to boost their efficiency.

Development

Development refers to training programs conducted by top-level managers in an organization or

a company. This development training is also referred to as executive development or
management. This process of development is quite systematic and ongoing. Through employee
development processes, employers aim to improve the employees’ conceptual and intellectual
knowledge. They also aim to boost worker efficiency and effective functioning at the workplace

Types of training

Once you understand employee training and have acknowledged its importance to your
organization, you’ll realize your company needs to get started with an employee training
program. Now, let’s take a look at the eight most popular types [1].

1. Orientation training

Firstly, orientation training mainly consists of welcoming and introducing your new employees
to the company. You can guide them through the basics to prepare them for their first day at
work.
Guide them through the basics to prepare them for their first day at work

This one-day training covers the following topics:

 Vision and core values of the company

 Culture and company policies
 Organizational structure
 Introductions and office tour
 Mandatory new hire paperwork
 Administrative procedures such as creating login credentials and setting up their
workspace

2. Onboarding training

To get your new hires up and running quickly, you can assign them an onboarding training
program. It’ll also familiarize them with all the software and hardware that they will use. This
program can last as long as it takes to introduce relevant job skills, and address all the topics that
employees need to do their job well. Read more about onboarding training.

3. Technical skills training

Maybe your employees are already skilled at writing quotations, accounting, writing content, or
programming. But there is always room for improvement, especially if their job requires specific
technical skills. Therefore, many organizations have a budget to maintain and improve their
employees' technical skills.

There is always room for improvement

As an organization, you can either outsource your training to an external company or organize it
internally. A senior employee can then be in charge of training the junior staff. You can also use
an LMS as a tool for managing internal technical skill training.

4. Soft skills training

Not everything is about technical skills. Soft skills are also essential for job growth. We broadly
classify soft skills as a combination of personality traits, behaviors, and social attitudes. These
skills allow people to communicate, collaborate, and manage conflict effectively.

Soft skill training will help your organization build its ideal corporate culture and improve the
relationships at work. Soft skill training can cover topics such as:

 Listening
  Communication
 Teamwork
 Adaptability
 Public speaking

5. Product or service training

Product training can be part of your onboarding training program or ongoing skills training. You
can use it to educate your employees about the products or services they represent to ensure they
make a good impression.

Educate your employees about the products or services they represent to ensure they make a
good impression

Also, it keeps your current staff up-to-date on new products, services, or features. You can either
train your employees periodically with face-to-face courses or use an LMS to make this happen
with far more ease.

6. Compliance training

Some industries require employees to fulfill certain legal obligations to perform their jobs. For
example, authorities need mortgage advisers to regularly renew their licenses and construction
workers to hold specific safety certificates.

Governments will often provide compliance training. Sometimes this happens in traditional face-
to-face training, and sometimes this happens online. Read more about how an LMS can help
with compliance training.

7. Franchise training

If you run a franchise, you want to keep your processes and products consistent across all
franchised units. Maintaining consistency can be quite hard, especially if the processes and
products change frequently. To keep employees updated, a special training team from the
headquarters can provide education on-site.

Alternatively, headquarters could provide all the information and documentation and then leave
it to the branch managers. Then, the managers can decide whether they train their staff offline or
online. The headquarters could also organize the online training. Learn about how an LMS can
help with franchise training.

8. Managerial and leadership training

Employees can grow to new, higher positions. To prepare them for a job with a leadership role,
you can offer them leadership training. How do you become a true leader instead of just 'the
boss'? How do you get your team on board, even if your decisions and intended plans initially
generate resistance?

In multi-day training courses, you can help your employees gain deeper insights into leadership.
First, the company needs to identify which employees have strong leadership potential. The
company can achieve that by evaluating its employee's contributions to the company and
seniority. The company can hire external coaches for one-on-one or group sessions with the
trainees.