Definition of Staffing
The
management function of staffing is defined as filling and keeping filled,
positions created in the organization structure. This is done by identifying
workforce requirements, inventorying , selecting, placing, promoting,
appraising or developing job holders or candidates so that they can be able to
accomplish their tasks effectively. Consequently staffing is involved in human
resources management and it is utilize effectively employees talents in the
attainment of organizational objectives. For all this to be possible there are
specific duties which have to be performed.
Staffing Duties
The
management function of staffing necessitate the perform of several duties
necessary for the employees to work better.
These
duties we are going to discuss below.
1.
Personnel Policy
Policy,
we have discussed earlier, is a guide to action. It provides basis for
organizational activities. In respect of human resource management all issues
relating to staffing must be reflected in the personnel policy of the
organization. Such issues include: appropriate methods of calculating the
salaries and wages of the employees, training , promotion among others. Once
the policy framework has been provided, there should no deviation from. It has
to be followed religiously.
2.
Recruitment
In
staffing, recruitment has a different meaning from our everyday use of the
word. In common conversation, recruitment is generally considered as giving
somebody a job. But in staffing, it takes a new meaning. Recruitment is
announcing to the general public the existence of vacancies in an organization
from suitably qualified candidates. Once the applications are received and
short listed, that is the end of recruitment. Short listing applications means
picking those ones that the organization thinks have the prospect of being
employed. There are bases for recruitment which the manager has to consider.
Bases for Recruitment
Job
analysis means the breaking down of the main content of a job. That is the
basic activities that need to be performed by whosoever is going to occupy that
position. Consequently, job analysis attempts to reveal the degree of skills
and personal qualifications needed to perform the task under consideration.
Job description:
Job description involves a written report which is based on job analysis. In
describing the job, the manager talks about the expected outcome when the
activities already identified in the job analysis are carried out. It also
involves comparing that job with other jobs in other positions. Job title must
also be given to the job because every position must have a job title. Again
job description will entrant showing what mental and physical skills that will
be needed to do the job.
Job Classification:
Job classifications involves the grouping together of several positions into a
single class and then assign common rates and benefits to all of them. As an
example, supervisors in personnel department, marketing department and finance considering
the qualification (s), job experience among other factors.
Job
specification, as the name implies, is to specify what manner of a man or woman
that can reasonably perform the task that has been analyzed and described. It
points out among others, the special attributes that will be required to
successfully do the job. department can be grouped together into one class and
assigned the same rate. Of course the grouping will be done by considering the
qualification (s),job experience among other factors.
Job
specification, as the name implies, is to specify what manner of a man or woman
that can reasonably perform the task that has been analyzed and described. It
points out among others, the special attributes that will be required to
successfully do the job.
3. Interview/Selection
Interview is used inter
changeably with selection. In case you are going through some text books,
instead of interview, you may get selection. We have said that recruitment ends
when applications having been received must be short listed and the short
listed ones are invited for interview. The essence of interviewing candidates
is to verify what they claim to possess in their application letter or
application form or application blank (Application blank is the same as
application form). There is always a panel consisting of panel members of
interviewers. As much as possible the applicant or the interviewer, that is,
the person looking for the job must be seated and put at ease. As much as
possible, the atmosphere must be cordial and friendly. Interview can be oral
and
/or written. An interview
may also need the demonstration of practical skills or knowledge depending on
the job in question.
While going for an
interview the candidates bring the original of the credentials he claims to possess.
Any alternation on the credentials is suspicious and should be investigated.
The panel members also look for considerations in the statements of the
candidates/the applicant.
4. Placement
Candidates
judged to meet the recruitment of the job are selected and placed on the job
they have applied for. As much as possible, the right candidate should be
picked so that placement will not be a problem. In placement the candidate or
the new employee now is matched against the job. It is assumed that the job he
is going to perform, he possessed a flair for it. That is, he is naturally
gifted to do the task. You cannot place an engineer to do the work of an
accountant. The engineer may not have a flair for accounting and as a result he
may not perform.
5. Training
There may be need for training,
not only for the new employees but also for existing job holders. Training is
supposed to make up for any deficiency in skills. For a new employee, training
is designed to make him familiar with his new work environment; this is
orientation training. In addition to being oriented to his new environment,
training is also calculated to detect special talent that the new employee may
have and which will be useful for the organization. That is why the new
employee may be exposed to the activities in marketing, finance, personnel and
even engineering.
Where he excels is where he
will be placed. Older employees can also benefit from training through updating
of skills. This is important because the skills and knowledge of today may
become outdated tomorrow. We have already discussed the dynamics of the
environment earlier. There is the need for the manager to make a conscious,
continuous efforts to improve on the training of the employees so as to make
them to perform efficiently. There are different types of training:
On the job training where
an employee is put through on a specific assignment by an older employee.
Off the job training where
the employee leaves the organization to undergo the training.
Apprenticeship training:
this is where a person learns some technical skills within a defined period of
time. He serves as an apprentice within that period.
Technical training: Here
the trainee learns theoretical knowledge and practical skills necessary to
perform a job.
Supervisory training is
necessary for human relations skills apart from on technical training.
Executive training: This is
important for managers being prepared for top level management job. Human
skill, design skill and conceptual skill are emphasized. There is less emphasis
on technical skill.
Simulated
training: This is a type of training that makes use of models made exactly like
real life objects or environment. For example, those who go to the moon are
trained using this kind of training. The moon environment is reproduced exactly
here on earth. It is only when they are successful here on earth that they can
think of going to the moon. The essence is to minimize making mistakes that
they can be very fatal not only for the equipment and machines but also lives.
6. Promotion
This is another function
that is performed under staffing. Promotion, generally, means the shifting of
an employee to a new position in which his status, salaries and
responsibilities are increased. This is vertical promotion. There is also
horizontal promotion here an employee gets more salary (e.g annual salary
increment ) without necessary being shifted up to a new position, length of
service, performance, personal qualities ,qualifications among others should be
considered when carrying out promotion exercise.
Promotion
should be on merit and the best qualified candidate should be promoted.
Remuneration/Salaries and
Wages Administration
Adequate salaries and wages
should be given as part of remuneration package to the employees. Due to
sentiments and emotions commonly attached to salaries and wages. Consequently,
trade union members are involved in working out what should be a living wage
for the employees. Remuneration can be worked out through hourly rate, piece
rate or a combination of the two or any other acceptance basis. Whichever
method that is employed, the outcome should be fair and the amount similar to
what is paid to other employees in similar organizations.
Staff Welfare
This
is ensured by maintaining all safety regulations and factory rules as well as
office rules. Safety is also ensured by retaining the services of a medical
doctor for quick reference of and attention to the sick. There is also the need
for social welfare which involves providing recreational facilities, meal
subsidy among others.
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