Staffing- ppt class 12 business studies

staffing- ppt class 12 business studies

1. STAFFING

2. Our assets walk out of the door each evening. We have to make sure that they come back the next morning” ( Narayana Murthy , CEO, Infosys ). Staff – are assets

3. Staffing process is to fill the various posts provided in the organisation. ‘ putting people to jobs ’. process of management which is concerned with obtaining, utilising and maintaining a satisfactory and satisfied work force . Staffing has been described as the managerial function of filling and keeping filled the positions in the organisation structure.

4. Importance of Staffing ( i ) helps in discovering and obtaining competent employees for various jobs; (ii) Increases higher performance, by putting right person on the right job; (iii) ensures the continuous survival and growth of the enterprise through the succession planning for managers. (iv) helps to ensure optimum utilisation of the human resources. Avoids Over staffing & ensures proper utilisation of employees and reduce high labour costs. (v) improves job satisfaction and morale of employees & fair reward for their contribution.

5. STAFFING AS A PART OF HUMAN RESOURCE MANAGEMENT Staffing is concerned with filling various positions or jobs in the organization with the suitable personnel(candidate). It is a element of Human Resource Management which is the concern of each manager at each level of the organization. The managers should fill vacant positions with qualified candidates.

6. STAFFING AS A PART OF HUMAN RESOURCE MANAGEMENT It brings all physical & human resources together. It is the concept of Hiring- Retaining- Firing It is continuous & repetitive.

7. DUTIES AND ACTIVITIES OF HUMAN RESOURCE MANAGEMENT Job analysis, i.e. collecting information about jobs and qualifications required to perform them to prepare job descriptions and job specifications. Employment, i.e. recruitment, selection, and placement of competent and qualified personnel’s. Training & development of employees. Developing compensation and bonus plans. Maintaining good relations with the employees and their unions. Handling the complaints of employees. Social security and the welfare of employees. - Ex- Pension & PF

8. STAFFING PROCESS 1. Estimating the manpower requirements: means analysis or assessment of number of employees or HR & type of employee required to achieve the goals. Understanding how much staff is required & calculating if the organization is Over or Under staffed. For Ex- Adigas Hotel decides to open a new branch in Rajajinagar so it needs Chefs, House Keeping staff, Managers & Service bearers. Hence it needs to calculate how many employees are required. 2. Recruitment- is defined as the process of searching for prospective (suitable) candidates and motivating them to apply for jobs in the organization. For Ex- Adigas issues an Job advertisement in the news paper, by describing the Job Qualification 3. Selection- is the process of choosing the suitable candidate from the pool of prospective job candidates. choosing the right person for the right job. Selection involves the series of tests and interviews. Ex- out of all Job application received by Adigas , it will select the candidates who are qualified for cooking, managing customers & billing.

9. THE TYPES OF TESTS USED FOR SELECTION OF EMPLOYEES. An employment test is a mechanism that attempts to measure certain characteristics of individuals. It is done to measure the aptitude, capacity, intelligence, and understand the personality of the candidate. Intelligence Tests: - It tests a person’s ability to make decisions and judgments , It is used to judge the mental capacity of the applicant. The psychological tests are used to measure the level of intelligence quotient of an individual. Aptitude Tests:- It is a measure of individual’s potential for learning new skill . It indicates the person’s capacity to develop . Such tests are good indication of a person’s future success score. Personality Tests: - Personality tests provide clues to a person’s emotion . It tests a candidate’s reactions , maturity and value system etc. These tests investigate the overall personality. Trade Tests : - It measures the existing skills of an individual. They measure the level of knowledge and proficiency in the area of a particular profession. Interest Tests:- It allows knowing the Pattern of interests and involvement of a candidate. Every individual has fascination for some job; hence this test allows determining the Interest.

10. 4.PLACEMENT & ORIENTATION Placement Orientation Placement means putting the selected candidates on right job. It is the process of matching the candidates with the most suitable jobs. The placement is done after considering various factors such as skills required, location of job, employees knowledge, marital status, home town, interest etc. Ex- If a candidate is good at Accounts he can be placed in billing section, if an employee is good at managing people then he can be placed as a manager. Orientation means introducing the newly appointed candidates - Brief presentation about the history of the company Introduction of superiors, subordinates and his colleagues Taken around the work place Communicating the policies, rules and regulations

11. Process- Contd ……. 5. Training and Development: • Systematic training helps in increasing the skills and knowledge of employees in doing their jobs through various methods • Development involves growth of an employee in all aspects such as performance, knowledge etc. 6. Performance Appraisal: means evaluating an employee’s current and/or past performance • Once an employee has undergone a training, his/ her performance is Evaluated against a given standard. Ex- 35 is the standard for passing out of 100 marks

12. 7. Promotion and Career Planning: • Promotion means being placed in positions increased responsibility. • Promotion and career planning is very important to boost the morale of employees and motivate them to utilize their full potential. 8. Compensation: all forms of payment made by an enterprise to their employees E.g. salaries, incentives, commission etc.

13. RECRUITMENT - is defined as the process of searching for prospective (suitable) candidates and motivating them to apply for jobs in the organization.

14. INTERNAL SOURCES OF RECRUITMENT Internal Sources- refer to inviting candidates from within the organization to apply for vacant job positions. There are 2types of Internal Sources- TRANSFER: It involves shifting of an employee from one job to another, one department to another. There shall not be much change in the responsibilities and status of the employee. It may lead to minor changes in duties and responsibilities, working condition etc., but not salary. Transfer is a good source of filling the vacancies with employees from departments which is overstaffed. It is a horizontal movement of employees from one branch/department to other. This is done to meet the shortage of personnel, and thus avoids termination of employees. Transfers can also be used for training of employees for learning different jobs. PROMOTION: It means placing an employee to a higher position carrying higher responsibilities, prestige, facilities and pay. It is the practice of filling higher jobs by promoting employees from lower jobs. Promotion is a vertical shifting of employees from one position to other, thus it leads the employee to improve the motivation, loyalty and satisfaction level.

15. MERITS & DEMERITS OF INTERNAL SOURCES OF RECRUITMENT

16. EXTERNAL SOURCES OF RECRUITMENT When the candidates from outside the organization are invited to apply for the job & fill in the vacant job position then it is known as external recruitment. 1. Direct Recruitment: Under the direct recruitment, a notice is put up on the notice board of the enterprise specifying the details of the jobs available. 2. Casual callers: Many reputed business organizations keep a data base of unsolicited applicants in their office. This list can be screened and best candidate is selected. 3. Advertisement: Advertisement media is used when a wider range of candidates to choice are required. Example– Newspapers, Internet, Radio, Television etc. 4. Employment Exchange: Employment exchange run by government is regarded as a good source of recruitment for unskilled and skilled operative jobs. 5. Placement Agencies and Management consultants: Placement agencies provide a nationwide service in matching personnel demand and supply.

17. External sources- contd.. 6. Campus Consultants: Campus recruitment means recruitment of candidates directly from management and technical institutions and universities. 7. Labour Contractors: Labour contractors maintain close contacts with labourers and they can provide the required number of unskilled workers at short notice. 8. Advertising on Television: The practice of telecasting of vacant posts over Television is gaining importance these days. 9. Web Publishing: There are certain websites specifically designed and dedicated for the purpose of providing information about both job seekers and job opening. 10. Recommendations of Employees: Applicants introduced by present employees, or their friends and relatives may prove to be a good source of recruitment .

18. MERITS & DE-MERITS OF EXTERNAL SOURCE

19. SELECTION PROCESS Selection is the process identifying and choosing the best candidate from within the organization or from outside, the most suitable person for the current position or for the future position . STEPS INVOLVED IN SELECTION PROCESS Preliminary Screening- helps the manager eliminate unqualified or unfit job seekers based on the information supplied in the application forms.

20. Selection Tests: Tests are conducted to know various traits, knowledge & abilities of a candidate. These tests include: Intelligence Tests : It tests a person’s ability to make decisions and adjustments & mental capacity of applicant. Aptitude Tests : It is a measure of individual’s potential for leaning new skill. Personality Tests: personality tests provide clues to a person’s emotion . Trade Tests : It measures the existing skills of an individual. Interest Tests : It allows knowing the Pattern of interests and involvement of a person. Employment Interviews: - It is an in-depth formal conversation conducted face to face to find out suitability of the candidate for a specific post & to seek more information about the candidate. To give the candidate an accurate picture of job with details of terms and conditions and to clarify his doubts.

21. Selection process .. contd 4. Reference Checks: • The prospective employer checks the authenticity of the references given by the applicant. • They conduct a search into candidate’s family background, past employment, education, police records etc. 5. Selection Decisions: A list of candidates who clear the tests and interviews are generally considered for the final selection based on managers opinion. 6. Medical/Physical Examination: • A medical expert or a certified clinic appointed by organization has to certify whether the candidate is physically fit to the requirements of a specific job. • A proper physical exam will ensure higher standard of health & physical fitness of employees thereby reducing absenteeism.

22. 7. Job Offer: After selection procedure and medical examination, he/she is formally appointed by issuing him an Appointment Letter. 8. Contract of Employment: • After getting the job offer, the candidate has to give his acceptance. • Both employer and employee has to sign a contract of employment which contains terms & conditions, pay scale, leave rules, hours of work, mode of termination of employment etc.

23. TRAINING & DEVELOPMENT Training is any process by which the aptitudes, skills of employees to perform specific jobs are increased. Development refers to the learning opportunities designed to help employees grow OR Development means growth of Individual in all aspects. DIFFERENCE BETWEEN TRAINING & DEVELOPMENT Training Development It is a process of increasing knowledge and skills. It is to enable the employee to do the job better. It is a job-oriented process. It is a process of learning and growth. It is to enable the overall growth of the Employee It is a career-oriented process.

24. BENEFITS/ADVANTAGES TO THE ORGANISATION Training is a systematic learning , always better than hit and trial methods It leads to less wastage of efforts and money. It enhances employee productivity both in terms of quantity and quality, leading to higher profits. Training equips the future manage r who can take over in case of emergency. Training increases employee morale and reduces absenteeism and employee turnover. It helps in obtaining effective response to fast changing Environment such as changes in technological and economic conditions.

25. BENEFITS/ADVANTAGES TO THE EMPLOYEES   Improved skills and knowledge due to training lead to better career of the individual. Increased performance by the individual helps him to earn more. Training makes the employee more efficient to handle machines. Thus, less prone to accidents. Training increases the satisfaction and morale of employees.

26. METHODS OF TRAINING

27. ON THE JOB TRAINING The methods that are applied at the work place, where the employee is actually working. It means learning while doing . 1.APPRENTICESHIP PROGRAMME: • Apprenticeship is a programme where the trainee is under the guidance of a master worker. • The trainee acquires a higher level of skill. Ex- Plumber or Electricians. 2.COACHING • In this method, the superior guides and instructs the trainee as a coach. • The trainee works directly with a senior manager and the manager takes full responsibility for the trainee’s coaching & improves the skill of the employee. 3.INTERNSHIP TRAINING The educational institutes enter into a contract with business firms or corporate companies for providing practical knowledge to its students by sending them to business organizations for gaining practical experience. 4.JOB ROTATION This kind of training involves shifting the trainee from one department to another or from one job to another it allows trainees to interact with other employees.

28. OFF THE JOB TRAINING Under this method training is given away from the actual work place.   1. CLASS ROOM LECTURES/CONFERENCES Is similar to class room approach; it is best suited for conveying specific information and rules, procedures or methods. 2. FILMS They can provide information and explicitly demonstrate skills that are not easily represented by the other techniques. 3. CASE STUDY Cases are developed from the actual experiences of organisations, Trainees Are required to analyse the situations & provide suggestions & conclusions. 4. COMPUTER MODELLING The computer software provides real job like situations & imitate some of the realities of the job and allows learning to take place without any risk. 5. VESTIBULE TRAINING Employees learn their jobs on the equipment they will be using, but the training is conducted away from the actual work floor . 6. PROGRAMMED INSTRUCTION Information is broken into meaningful units and these units are arranged in a proper way to form a logical and sequential learning package i.e. from simple to complex.

29. End of chapter