CHAPTER 5CHAPTER 5

STAFFINGSTAFFING

IntroductionIntroductionThe success of any organisation doesn’t The success of any organisation doesn’t depend upon the physical and financial depend upon the physical and financial resources but it depends upon the resources but it depends upon the utilization of these resources by human utilization of these resources by human resources. So, hardworking efficient resources. So, hardworking efficient people are the most important asset of an people are the most important asset of an organisation for its success. Staffing organisation for its success. Staffing function is concerned with the bringing function is concerned with the bringing right and efficient people in the right and efficient people in the organisation organisation

MeaningMeaning

Staffing is a managerial function of Staffing is a managerial function of filling and keeping filled positions in filling and keeping filled positions in the organisation structure which is the organisation structure which is achieved by identifying number of achieved by identifying number of employees required followed by employees required followed by recruitment, selection, placement, recruitment, selection, placement, promotion, appraisal and promotion, appraisal and development of personnel.development of personnel.

Need and Importance of staffingNeed and Importance of staffingStaffing function gives more emphasis on the human Staffing function gives more emphasis on the human elements such as attitude, aptitude, commitment, elements such as attitude, aptitude, commitment, loyalty while selecting the right person for the right loyalty while selecting the right person for the right job.job.Researches on various aspects of staffing such as Researches on various aspects of staffing such as recruitment, selection, compensation, incentives, recruitment, selection, compensation, incentives, training and development are utilized for better training and development are utilized for better results.results.Staffing function has been assumed on greater Staffing function has been assumed on greater importance these days because of rapid development importance these days because of rapid development of technology, increasing size of organisation and of technology, increasing size of organisation and complicated behaviour of human beings.complicated behaviour of human beings.It ensures the optimum utilization of human resources It ensures the optimum utilization of human resources by way of avoiding surplus of workforce and prevents by way of avoiding surplus of workforce and prevents under utilization of personnel.under utilization of personnel.

Need and Importance of staffingNeed and Importance of staffingIt avoids disruption of work by indicating It avoids disruption of work by indicating in advance the shortage of personnel.in advance the shortage of personnel.

This function improves the job This function improves the job satisfaction and morale of the satisfaction and morale of the employees through objective employees through objective performance appraisal and fair performance appraisal and fair rewarding system.rewarding system.

All other resources will become waste if All other resources will become waste if there is no right kind of personnel there is no right kind of personnel working in the organisationworking in the organisation

Staffing as part of Human Staffing as part of Human Resource ManagementResource Management

In small organisation, no doubt, the In small organisation, no doubt, the number of personnel will be less as number of personnel will be less as well as the volume of staffing well as the volume of staffing activities and its complexity will be activities and its complexity will be limited to certain extend (i.e. limited to certain extend (i.e. confined to recruitment, selection, confined to recruitment, selection, compensation and welfare). So, it will compensation and welfare). So, it will be possible for all the line mangers be possible for all the line mangers to perform all duties related to to perform all duties related to employees in small organisations.employees in small organisations.

Staffing as part of Human Staffing as part of Human Resource ManagementResource Management

But, as organisations grow into large size and number But, as organisations grow into large size and number of persons employed increases, the duties related to of persons employed increases, the duties related to human resources will become more complex and the human resources will become more complex and the volume of human resource activities will extended to volume of human resource activities will extended to large extend such as large extend such as Estimation of human resource Estimation of human resource requirement, Recruitment, Selection, Training, requirement, Recruitment, Selection, Training, Development, Maintenance, Compensation, Development, Maintenance, Compensation, Incentive plans, Protecting health and physical Incentive plans, Protecting health and physical conditions, Liaison with government and trade conditions, Liaison with government and trade unions, Providing social security, welfare unions, Providing social security, welfare activities, Review and audit of personnel policies activities, Review and audit of personnel policies etc.etc. So, separate department called as human resource So, separate department called as human resource department consisting of specialized experts is very department consisting of specialized experts is very much required in large organisation.much required in large organisation.

Evolution of Human Resource Evolution of Human Resource ManagementManagement

The evolution of human resource management can The evolution of human resource management can be understood from the following points.be understood from the following points.Due to the emergence of industrial revolution, Due to the emergence of industrial revolution, trade union activities became very active.trade union activities became very active.The trade union activities forced the management The trade union activities forced the management to appoint a separate person, called as Labour to appoint a separate person, called as Labour welfare officer, who will act as a link between welfare officer, who will act as a link between employer and employees and his role was limited employer and employees and his role was limited up to the welfare of employees only.up to the welfare of employees only.Then, due to the introduction of factory system, Then, due to the introduction of factory system, large number of labourers was employed under large number of labourers was employed under one roof which further forced the management to one roof which further forced the management to appoint one more person known as personnel appoint one more person known as personnel officer who was given responsibility of Recruitment, officer who was given responsibility of Recruitment, Selection and Placement of persons Selection and Placement of persons

Evolution of Human Resource Evolution of Human Resource ManagementManagement

Then, as a final stage, due to the importance of Then, as a final stage, due to the importance of human relation approach and frequent changes human relation approach and frequent changes taking place in the various factors of business taking place in the various factors of business environment, the employees had to be trained, environment, the employees had to be trained, developed and updated to latest knowledge in developed and updated to latest knowledge in order to take the challenges of the organisation.order to take the challenges of the organisation.So, this requirement of human relation approach So, this requirement of human relation approach led to replacement of personnel manager to led to replacement of personnel manager to human resource manager who has to be assisted human resource manager who has to be assisted by various experts in different fields such as by various experts in different fields such as Sociology, Psychology, Economy, Anthropology, Sociology, Psychology, Economy, Anthropology, Technology etc. All were collectively grouped Technology etc. All were collectively grouped under a department called as “Human Resource under a department called as “Human Resource Management Management

Brief explanation of various Brief explanation of various stages in staffing processstages in staffing process

1. Estimating the manpower requirements:-1. Estimating the manpower requirements:-For the purpose of understanding the For the purpose of understanding the

manpower requirements, the organisation has to do manpower requirements, the organisation has to do two analysis such as workload analysis and workforce two analysis such as workload analysis and workforce analysis.analysis.

Workload analysis means the assessment Workload analysis means the assessment of number and type of human resources necessary for of number and type of human resources necessary for the performance of various jobs and accomplishment the performance of various jobs and accomplishment of objectives.of objectives.

Workforce analysis would reveal the Workforce analysis would reveal the number and type of human resource presently number and type of human resource presently available within the organisation as well as helps to available within the organisation as well as helps to understand whether the organisation is overstaffed or understand whether the organisation is overstaffed or understaffed. A situation of overstaffing will make the understaffed. A situation of overstaffing will make the organisation to for employee removal or transfer organisation to for employee removal or transfer whereas a situation of understaffing would whereas a situation of understaffing would necessitates the organisation to start the recruitment necessitates the organisation to start the recruitment process process

Brief explanation of various Brief explanation of various stages in staffing processstages in staffing process

Here, the important thing is that before Here, the important thing is that before going for recruitment stage, organisation going for recruitment stage, organisation has to develop the two important has to develop the two important statements mentioned below:statements mentioned below:

Job Description which consists of the Job Description which consists of the nature and characteristics of the various nature and characteristics of the various jobs.jobs.

Desirable profile of the occupant of the Desirable profile of the occupant of the job which consists of desirable job which consists of desirable qualifications, experiences, personality qualifications, experiences, personality etc.etc.

2. Recruitment2. Recruitment

Recruitment is defined as the process of Recruitment is defined as the process of searching for prospective employees and searching for prospective employees and stimulating them to apply for jobs in the stimulating them to apply for jobs in the organisation.organisation.

The organisation has to disclose The organisation has to disclose the contents of job description and the contents of job description and desirable profile of the occupant desirable profile of the occupant developed in the previous stage in the developed in the previous stage in the advertisement called “situation vacant”. advertisement called “situation vacant”. The advertisement may be displayed in The advertisement may be displayed in the Factory gate or in print media or the Factory gate or in print media or flashed in electronic media. Both internal flashed in electronic media. Both internal sources and external sources of sources and external sources of recruitment should be explored.recruitment should be explored.

3. Selection3. Selection

Selection is the process of choosing from Selection is the process of choosing from among the pool of prospective job among the pool of prospective job candidates developed at the stage of candidates developed at the stage of recruitment.recruitment.

Selection serves two important Selection serves two important purposes mentioned below:purposes mentioned below:Organisation gets best among the Organisation gets best among the availableavailableEnhances the self-esteem and prestige of Enhances the self-esteem and prestige of those selected.those selected.

Selection involves the series of tests Selection involves the series of tests and interviews, employment contract and interviews, employment contract which is a statement containing the terms which is a statement containing the terms and conditions of employment.and conditions of employment.

4. Placement and Orientation4. Placement and Orientation

Placement means putting the Placement means putting the selected candidates on right job. It is selected candidates on right job. It is the process of matching the the process of matching the candidates with the most suitable candidates with the most suitable jobs. The placement is done after jobs. The placement is done after considering various factors such as considering various factors such as skills required, location of job, skills required, location of job, employees knowledge, marital status, employees knowledge, marital status, home town, interest etc.home town, interest etc.

Placement and orientationPlacement and orientationOrientation means introducing and Orientation means introducing and familiarizing newly appointed candidates familiarizing newly appointed candidates through following manners:through following manners:Brief presentation about the history of the Brief presentation about the history of the companycompanyIntroduction of superiors, subordinates and Introduction of superiors, subordinates and his colleagueshis colleaguesTaken around the work placeTaken around the work placeFamiliarizing the policies, rules and Familiarizing the policies, rules and regulationsregulationsVarious facilities available.Various facilities available.

5. Training and Development5. Training and Development Training means act of improving Training means act of improving knowledge and skills for doing a specific knowledge and skills for doing a specific job. The employees are imparted training job. The employees are imparted training to improve their performance and to to improve their performance and to update their knowledge to match the update their knowledge to match the requirement of external environment.requirement of external environment.

Development means growth of a Development means growth of a person in all respects. It is a process by person in all respects. It is a process by which managers and executives acquire which managers and executives acquire not only skills and competence of present not only skills and competence of present job but also the capabilities for future job but also the capabilities for future tasks of increasing difficulty and scope tasks of increasing difficulty and scope

THREE ASPECTS OF STAFFINGTHREE ASPECTS OF STAFFING

Following three aspects of staffing Following three aspects of staffing will be discussed in detailswill be discussed in details

RecruitmentRecruitment

SelectionSelection

Training and DevelopmentTraining and Development

1. RECRUITMENT1. RECRUITMENTMeaning and DefinitionMeaning and Definition:-:-

Recruitment means inducing or Recruitment means inducing or attracting more and more candidates to attracting more and more candidates to apply for vacant job positions in the apply for vacant job positions in the organisation.organisation.

Recruitment has been defined Recruitment has been defined as the process of searching for prospective as the process of searching for prospective employees and stimulating them to apply employees and stimulating them to apply for jobs in organisation.for jobs in organisation.

Process of RecruitmentProcess of Recruitment The various activities involved in the The various activities involved in the process of recruitment are given below:process of recruitment are given below:

Identification of the different sources of Identification of the different sources of labour supplylabour supply

Assessment of their validityAssessment of their validity

Choosing the most suitable source or Choosing the most suitable source or sourcessources

Inviting applications from the prospective Inviting applications from the prospective candidatescandidates

Sources of RecruitmentSources of Recruitment

There are two important sources of There are two important sources of recruitment:recruitment:

Internal source of recruitmentInternal source of recruitment

External source of recruitmentExternal source of recruitment

1. Internal source of recruitment1. Internal source of recruitment

It means the filling up of vacant job It means the filling up of vacant job positions of the organisation by using positions of the organisation by using the existing employees of the the existing employees of the organisation and no outsiders are organisation and no outsiders are permitted. permitted.

Two methods of internal Two methods of internal source of recruitment have been source of recruitment have been discussed below discussed below

(a) Transfer(a) Transfer Transfer involves shifting of an employee from Transfer involves shifting of an employee from one job to another or from one department to one job to another or from one department to another or from one shift to another without any another or from one shift to another without any substantive change in the status, responsibilities substantive change in the status, responsibilities and salary. Mainly the place of working is and salary. Mainly the place of working is changed. E.g.: Transfer of clerk from changed. E.g.: Transfer of clerk from Accounts department to Purchase department.Accounts department to Purchase department.

Transfer can be used in the Transfer can be used in the organisation for following purposes;organisation for following purposes;Shortage of suitable personnel in one branch or Shortage of suitable personnel in one branch or department may be filled through transfer from department may be filled through transfer from other branch or departmentother branch or departmentTo avoid the termination of employees as an act To avoid the termination of employees as an act of punishmentof punishmentTo remove individual problems and grievancesTo remove individual problems and grievancesTo train the employees for learning different jobs To train the employees for learning different jobs

(b) Promotion(b) Promotion Promotion refers to the shifting of Promotion refers to the shifting of employee from the lower job position to employee from the lower job position to the higher job position carrying higher the higher job position carrying higher responsibilities, increasing authority level, responsibilities, increasing authority level, status, prestige, pay and facilities.status, prestige, pay and facilities.

The main objective of promotion The main objective of promotion is to improve the motivation, loyalty and is to improve the motivation, loyalty and satisfaction level of the employees.satisfaction level of the employees.

Merits of Internal source of Merits of Internal source of recruitmentrecruitment

A promotion at higher level may lead to a chain of A promotion at higher level may lead to a chain of promotion at lower levels. This motivates the promotion at lower levels. This motivates the employees, which lead to increase the commitment employees, which lead to increase the commitment level, loyalty and satisfaction of employees.level, loyalty and satisfaction of employees.It simplifies the process of selection and placementIt simplifies the process of selection and placementIt is a more reliable way of recruitment since the It is a more reliable way of recruitment since the candidates are already known to the organisation.candidates are already known to the organisation.People recruited within organisation do not need People recruited within organisation do not need orientation program.orientation program.Shortage of personnel can be adjusted by transferring Shortage of personnel can be adjusted by transferring personnel from surplus department.personnel from surplus department.It is more economical and fewer amounts spent in It is more economical and fewer amounts spent in training as well training as well

Demerits of Internal source of Demerits of Internal source of recruitmentrecruitment

The scope of induction of fresh talent and The scope of induction of fresh talent and infusion of new blood will be reduced.infusion of new blood will be reduced.Frequent transfers may reduce the Frequent transfers may reduce the productivity of employeesproductivity of employeesEmployees may become lethargic if they Employees may become lethargic if they are sure of time bound promotion.are sure of time bound promotion.A new enterprise can not use the internal A new enterprise can not use the internal source and no organisation can fill all its source and no organisation can fill all its vacancies from internal sources.vacancies from internal sources.There will be only limited choice There will be only limited choice

2. External sources of 2. External sources of recruitmentrecruitment

When the candidates from outside When the candidates from outside the organisation are invited to fill the the organisation are invited to fill the vacant job position, then it is known vacant job position, then it is known as external recruitment as external recruitment

Common methods of external Common methods of external sources of recruitment sources of recruitment is is discussed in the following slidesdiscussed in the following slides

1. Direct Recruitment1. Direct Recruitment Sometimes the organisations paste notice Sometimes the organisations paste notice specifying the details of jobs available at specifying the details of jobs available at the gate of their office, factory or the gate of their office, factory or workshop. The people who are interested workshop. The people who are interested in those jobs walk in for interview. This in those jobs walk in for interview. This method is inexpensive and suitable for method is inexpensive and suitable for unskilled or semi skilled job positions, e.g. unskilled or semi skilled job positions, e.g. Sweeper, peon, casual workers etc. Sweeper, peon, casual workers etc. Generally, they are paid remuneration on Generally, they are paid remuneration on daily wage basis daily wage basis

2. Casual callers2. Casual callers Generally, large organisations maintain an Generally, large organisations maintain an application file consisting of unsolicited application file consisting of unsolicited applications which the job seekers leave applications which the job seekers leave with reception as well as the applications with reception as well as the applications of suitable candidates who were not of suitable candidates who were not selected in previous year’s selection selected in previous year’s selection process. This application file is considered process. This application file is considered as waiting list. Whenever there is a job as waiting list. Whenever there is a job vacancy, the suitable candidates from the vacancy, the suitable candidates from the waiting list are called It is also an waiting list are called It is also an inexpensive inexpensive

3. Advertisement3. Advertisement The most common and popular method of The most common and popular method of external recruitment is advertising in external recruitment is advertising in newspapers and trade and professional newspapers and trade and professional journals. Through advertisement, more journals. Through advertisement, more information about the organisation and job information about the organisation and job can be given. It gives the management wider can be given. It gives the management wider range of candidates.range of candidates.

For the job of an accountant, the For the job of an accountant, the advertisement can be given in chartered advertisement can be given in chartered accountant journal and for unskilled and accountant journal and for unskilled and lower rank positions, the advertisement can lower rank positions, the advertisement can be given in local or regional newspapers. be given in local or regional newspapers. But, for senior positions and skilled jobs, But, for senior positions and skilled jobs, advertisement is given in national level advertisement is given in national level reputed newspapers reputed newspapers

4. Employment exchanges4. Employment exchanges Employment exchanges act as middlemen Employment exchanges act as middlemen between job seekers and the organisation between job seekers and the organisation having vacant job positions. The job having vacant job positions. The job seekers leave their Bio-Data with the seekers leave their Bio-Data with the employment exchanges and when employment exchanges and when organisation approach employment organisation approach employment exchanges, suitable candidates are sent. exchanges, suitable candidates are sent. Thus, employment exchanges help to Thus, employment exchanges help to match personnel demand and supply. match personnel demand and supply. Government employment exchanges Government employment exchanges charge no fees whereas private charge no fees whereas private employment exchanges charge employment exchanges charge commission.commission.

5. Placement agencies and 5. Placement agencies and management consultantsmanagement consultants

In technical and professional areas, private In technical and professional areas, private agencies and professional bodies appears agencies and professional bodies appears to be doing remarkable work on selecting to be doing remarkable work on selecting suitable personnel from external sources. suitable personnel from external sources. These agencies compile Bio-Data of a These agencies compile Bio-Data of a large number of candidates and provide large number of candidates and provide the organisation specialized and efficient the organisation specialized and efficient people who can occupy managerial, people who can occupy managerial, technical and professional job positions. technical and professional job positions. These agencies are having many experts These agencies are having many experts who are specialized in manpower who are specialized in manpower requirements and charge fees or requirements and charge fees or commission for their services commission for their services

6. Campus recruitment6. Campus recruitment Many big organisations maintain a close Many big organisations maintain a close liaison with the universities, colleges, liaison with the universities, colleges, management institutes and vocational management institutes and vocational schools to recruit qualified personnel for schools to recruit qualified personnel for technical, professional and managerial technical, professional and managerial jobs. Senior managers of organisations jobs. Senior managers of organisations visit various professional institutions to visit various professional institutions to prefer fresh graduates, because they can prefer fresh graduates, because they can be molded according to the requirement of be molded according to the requirement of the organisation. E.g. MBAs, Computer the organisation. E.g. MBAs, Computer programmers, Engineers are generally programmers, Engineers are generally selected in campus recruitment selected in campus recruitment

7. Recommendations of 7. Recommendations of employeesemployees

Many firms encourage their employees to Many firms encourage their employees to recommend the names of their relatives, recommend the names of their relatives, friends and other known people to fill the friends and other known people to fill the vacant job positions. The organisations vacant job positions. The organisations prefer such recommendations by trusting prefer such recommendations by trusting the goodwill of the present employees. the goodwill of the present employees. The organisations can catch hold of The organisations can catch hold of existing employees if there is any problem existing employees if there is any problem with the new employee recommended by with the new employee recommended by him. him.

8. Labour Contractors8. Labour Contractors The contractors are the people who keep The contractors are the people who keep in touch with the labour in villages and in touch with the labour in villages and rural areas and whenever there is vacancy rural areas and whenever there is vacancy or requirement for labour in factory or in or requirement for labour in factory or in construction site, they bring the labourers construction site, they bring the labourers from villages as well as from outskirts of from villages as well as from outskirts of city areas and supply them to city areas and supply them to businessmen. The labour contractors businessmen. The labour contractors charge commission for the same. This charge commission for the same. This method is suitable only for unskilled method is suitable only for unskilled workers and labourers.workers and labourers.

9. Web publishing9. Web publishing

In internet, there are certain In internet, there are certain websites specifically designed and websites specifically designed and dedicated for the purpose of dedicated for the purpose of providing information about both job providing information about both job seekers and job openings in various seekers and job openings in various organisations. These websites can be organisations. These websites can be visited by job seekers as well as by visited by job seekers as well as by the companies. E.g. Naukri.com, the companies. E.g. Naukri.com, Monster.com, Jobstreet.com etc. Monster.com, Jobstreet.com etc.

Merits of External source of Merits of External source of recruitmentrecruitment

With external recruitment fresh and new With external recruitment fresh and new talent come to the organisation.talent come to the organisation.Through external recruitment the Through external recruitment the organisation gets wider choice.organisation gets wider choice.By using external recruitment the By using external recruitment the management can get qualified and management can get qualified and trained persons.trained persons.Through external recruitment when Through external recruitment when outsiders join the organisation, this outsiders join the organisation, this develops a competitive spirit in existing develops a competitive spirit in existing employees of organisation.employees of organisation.

Demerits of external recruitmentDemerits of external recruitment The morale of existing employees goes The morale of existing employees goes down or falls.down or falls.the new employees may not adjust in the the new employees may not adjust in the rules and regulations of the organisation rules and regulations of the organisation which means more chances of turnoverswhich means more chances of turnoversIt is expensive as to invite the outsider to It is expensive as to invite the outsider to apply for the job, companies have to apply for the job, companies have to bear heavy burden of advertising.bear heavy burden of advertising.External recruitment takes long time to External recruitment takes long time to select suitable personnel select suitable personnel

2. SELECTION2. SELECTION

Meaning:-Meaning:-

Selection can be defined as Selection can be defined as discovering most promising and most discovering most promising and most suitable candidate to fill up the suitable candidate to fill up the vacant job position among the pool vacant job position among the pool of prospective job candidates of prospective job candidates developed at the stage of developed at the stage of recruitment.recruitment.

Process of selectionProcess of selection

In selection, the number of rejected In selection, the number of rejected applicants is generally more than the applicants is generally more than the selected candidates that are why selected candidates that are why selection is considered as a negative selection is considered as a negative process. The important steps in the process. The important steps in the process of selection are as follows;process of selection are as follows;

1. Preliminary Screening1. Preliminary Screening The selection process begins with The selection process begins with screening and detailed investigation of the screening and detailed investigation of the applicants. While scrutinizing the applicants. While scrutinizing the applications, the managers compare the applications, the managers compare the qualifications and capabilities specified in qualifications and capabilities specified in application form with the requirement of application form with the requirement of vacant job position. The applications vacant job position. The applications proving the match between both only will proving the match between both only will be considered for the next stage in be considered for the next stage in selection and the remaining unsuitable selection and the remaining unsuitable applications will be rejected.applications will be rejected.

2. Selection Tests2. Selection Tests The types of test to be conducted depend on the The types of test to be conducted depend on the requirement of the organization. The common types requirement of the organization. The common types of tests conducted by the organizations are given of tests conducted by the organizations are given below:below:

(a) Intelligence test(a) Intelligence test: This is one of the : This is one of the important psychological test used to measure the important psychological test used to measure the level of IQ, person’s learning ability or the ability to level of IQ, person’s learning ability or the ability to make decisions and judgments, person’s alertness in make decisions and judgments, person’s alertness in terms of reasoning, memory, comprehension etc.terms of reasoning, memory, comprehension etc.

(b) Aptitude test(b) Aptitude test: These tests are designed to : These tests are designed to measure the potential of individuals to acquire new measure the potential of individuals to acquire new skills, capacity to develop in future.skills, capacity to develop in future.

(c) Personality test(c) Personality test: This test provides clues : This test provides clues to a person’s emotional balance, his/her reactions, to a person’s emotional balance, his/her reactions, maturity and value system etc. It has to be designed maturity and value system etc. It has to be designed and implemented with utmost care.and implemented with utmost care.

(d) Interest test(d) Interest test: Interest test is used to know : Interest test is used to know the pattern of interest or involvement of a person in a the pattern of interest or involvement of a person in a particular kind of work.particular kind of work.

3. Employment interview3. Employment interview

Interview is a formal, in-depth Interview is a formal, in-depth conversation conducted to evaluate conversation conducted to evaluate the applicants’ suitability for the job. the applicants’ suitability for the job. There are some qualities which can There are some qualities which can be judged only through a face-to –be judged only through a face-to –face talk with candidates. The face talk with candidates. The interviewer is to seek information interviewer is to seek information about the interviewee by asking job about the interviewee by asking job related and general questions related and general questions

4. Reference and Background 4. Reference and Background checkschecks

Many employers request names, Many employers request names, addresses and telephone numbers of addresses and telephone numbers of references of at least two responsible references of at least two responsible persons for the purpose of verifying persons for the purpose of verifying information and gaining additional information and gaining additional information on an applicant. Previous information on an applicant. Previous employer, University professors, employer, University professors, known persons can act in references known persons can act in references

5. Selection decision5. Selection decision

The personnel department will send The personnel department will send the list of the selected candidates the list of the selected candidates who have passed tests, interviews who have passed tests, interviews and reference checks. But, the final and reference checks. But, the final selection has to be made by the selection has to be made by the concerned departmental manager. concerned departmental manager. Because, it is he who is responsible Because, it is he who is responsible for the performance of the new for the performance of the new employee.employee.

6. Medical Examination6. Medical Examination

After the selection decision, the After the selection decision, the candidate is required to undergo candidate is required to undergo medical fitness test conducted by the medical fitness test conducted by the panel of doctors prescribed by the panel of doctors prescribed by the organization. If the result of medical organization. If the result of medical fitness is positive, then only job offer fitness is positive, then only job offer will be given.will be given.

7. Job Offer7. Job Offer

Job offer is made through a letter of Job offer is made through a letter of appointment. Such a letter generally appointment. Such a letter generally contains date by which the appointee contains date by which the appointee must report on duty. The appointee must report on duty. The appointee must be given reasonable time for must be given reasonable time for reporting.reporting.

8. Contract of Employment8. Contract of Employment

It is a written document consisting of It is a written document consisting of job title, duties, responsibilities, date job title, duties, responsibilities, date when continuous employment starts when continuous employment starts and the basis of calculating service, and the basis of calculating service, rates of pay, allowances, working rates of pay, allowances, working hours, leave rules, grievance hours, leave rules, grievance procedures, disciplinary procedures procedures, disciplinary procedures etc. It has to be signed by the etc. It has to be signed by the employee employee

4. TRAINING AND 4. TRAINING AND DEVELOPMENTDEVELOPMENT

Meaning of TrainingMeaning of Training:-:-

Training is the process of Training is the process of improving the job knowledge and improving the job knowledge and skills of employees so as to enable skills of employees so as to enable them to perform well. It is an them to perform well. It is an organized activity wherein people organized activity wherein people acquire knowledge and skills for acquire knowledge and skills for doing a specific job doing a specific job

Meaning of Development:-Meaning of Development:-

Development is the process by which Development is the process by which managers and executives acquire managers and executives acquire not only skills and competence in not only skills and competence in their present jobs but also their present jobs but also capabilities for future tasks of capabilities for future tasks of increasing difficulty and scope. It increasing difficulty and scope. It refers to overall growth of the refers to overall growth of the employees.employees.

Distinction between Training and Distinction between Training and DevelopmentDevelopment

TRAININGTRAINING1. Teaching technical 1. Teaching technical skill onlyskill only2. Suitable technical 2. Suitable technical staffstaff3. Development of 3. Development of skills already skills already possessed by the possessed by the employeesemployees4. Focuses on present 4. Focuses on present requirement of requirement of organizationorganization5. Superior takes 5. Superior takes initiativeinitiative

DEVELOPMENTDEVELOPMENTTeaching technical, Teaching technical, human and human and conceptual skills.conceptual skills.Suitable for Suitable for managerial staffmanagerial staffDevelopment of Development of hidden qualities of hidden qualities of employeesemployeesFocuses on future Focuses on future requirement of requirement of organization.organization.Individual takes Individual takes initiativeinitiative

Benefits of Training and Benefits of Training and DevelopmentDevelopment

Training is systematic learning always better Training is systematic learning always better than hit and trial methods which lead to than hit and trial methods which lead to wastage of efforts and money.wastage of efforts and money.It enhances employee productivity both in It enhances employee productivity both in terms of quantity and quality, leading higher terms of quantity and quality, leading higher profits.profits.It equips the future manager who can take over It equips the future manager who can take over in case of emergencyin case of emergencyIt increases employee confidence and reduces It increases employee confidence and reduces absenteeism and employee turnoverabsenteeism and employee turnoverIt helps in obtaining effective response to fast It helps in obtaining effective response to fast changing environment.changing environment.Improved skills and knowledge lead to better Improved skills and knowledge lead to better career of the individual.career of the individual.

Benefits of Training and Benefits of Training and DevelopmentDevelopment

Increased performance by the Increased performance by the individual helps him to earn more.individual helps him to earn more.

It makes the employee more It makes the employee more efficient to handle machines which efficient to handle machines which will reduce the accidents.will reduce the accidents.

It increases the satisfaction and It increases the satisfaction and morale of employees morale of employees

Training methodsTraining methods

The methods of training are broadly The methods of training are broadly categorized into two groups:categorized into two groups:

1. On the job training methods1. On the job training methods

2. Off the job training methods 2. Off the job training methods

1. On the job training methods1. On the job training methods This is a method of learning by doing and This is a method of learning by doing and suitable only for technical jobs. The suitable only for technical jobs. The advantage of this method is that the advantage of this method is that the employees can understand practical employees can understand practical problems. The disadvantage is that it may problems. The disadvantage is that it may lead to wastage of resources. This method lead to wastage of resources. This method should not be recommended in case the should not be recommended in case the training involves the handling of very training involves the handling of very expensive machines.expensive machines.Types of on the job training methods:-Types of on the job training methods:-

The various types of on the job The various types of on the job training methods are discussed below training methods are discussed below

(a) Apprenticeship programmes(a) Apprenticeship programmes In this method, there will be a master In this method, there will be a master worker (trainer) who guides the workers worker (trainer) who guides the workers on the skills of the job and demonstrates on the skills of the job and demonstrates the job also. The trainees will observe the the job also. The trainees will observe the demonstration carefully and learning the demonstration carefully and learning the skills gradually. After getting the skills gradually. After getting the confidence, the trainees start taking up confidence, the trainees start taking up the job and the master worker becomes the job and the master worker becomes the observer. When trainee becomes the observer. When trainee becomes perfect, the master worker leaves by perfect, the master worker leaves by handing over the full charge of job position handing over the full charge of job position to the trainee workers. The period of to the trainee workers. The period of training may vary from 2 to 5 years.training may vary from 2 to 5 years.

(b) Coaching(b) Coaching Under this method, the superior or senior Under this method, the superior or senior manager will take the role of coach. The manager will take the role of coach. The superior and trainees together will set superior and trainees together will set mutually agreed goals. Then, the superior mutually agreed goals. Then, the superior suggests the trainees how to achieve the suggests the trainees how to achieve the goals by giving guidance and instructions. goals by giving guidance and instructions. The performance of the trainees will be The performance of the trainees will be reviewed periodically by the superior. The reviewed periodically by the superior. The superior will suggest required changes in superior will suggest required changes in behavior and performance of the trainees behavior and performance of the trainees in order to overcome their weaknesses in order to overcome their weaknesses and makes their strength more strong and makes their strength more strong

(c) Internship training(c) Internship training The educational institutions and the The educational institutions and the corporate sectors enter into an agreement corporate sectors enter into an agreement according to which the institutions send according to which the institutions send their candidates to various companies so their candidates to various companies so that they can practice the theoretical that they can practice the theoretical knowledge acquired by them. The knowledge acquired by them. The organizations will get people with fresh organizations will get people with fresh ideas and latest knowledge and the ideas and latest knowledge and the companies have to pay very less amount companies have to pay very less amount of stipend.of stipend.

(d) Job rotation(d) Job rotation Under this method, the employees are Under this method, the employees are shifted from one job to another job for shifted from one job to another job for short intervals in order to make them short intervals in order to make them aware of the requirements of all the job aware of the requirements of all the job positions. Further, they may be even positions. Further, they may be even shifted from one department to another shifted from one department to another department so that trainees get broader department so that trainees get broader understanding of all parts of the business understanding of all parts of the business and how organization as a whole and how organization as a whole functions. This method allows the trainees functions. This method allows the trainees to interact with other employees to interact with other employees facilitating future cooperation. Further, the facilitating future cooperation. Further, the organization finds it easier at the time of organization finds it easier at the time of promotions, replacements or transfers.promotions, replacements or transfers.

2. Off the job training methods2. Off the job training methods

These methods are used away from These methods are used away from the work place. It involves learning the work place. It involves learning before doing. The various methods of before doing. The various methods of off the job training methods are off the job training methods are discussed below: discussed below:

(a) Class room lectures and (a) Class room lectures and conferencesconferences

It is a highly structured way to It is a highly structured way to convey a message or specific convey a message or specific information, rules, procedures or information, rules, procedures or methods. The use of audio-visuals or methods. The use of audio-visuals or demonstrations can make a formal demonstrations can make a formal classroom presentation more classroom presentation more interesting interesting

(b) Films(b) Films

Films can provide information and Films can provide information and demonstrate skills that are not easily demonstrate skills that are not easily represented by the other techniques. represented by the other techniques. It is generally used in conjunction It is generally used in conjunction with conference discussions.with conference discussions.

(c) Case study(c) Case study Under this method, managers Under this method, managers discuss real problems that they have discuss real problems that they have faced and trainees are asked to faced and trainees are asked to study, analyze the problems and study, analyze the problems and develop alternative solutions, select develop alternative solutions, select what they believe to be the best what they believe to be the best solution. The case study provides the solution. The case study provides the bridge between the theoretical bridge between the theoretical knowledge and its practical knowledge and its practical implications implications

(d) Computer modeling(d) Computer modeling

It stimulates the work environment It stimulates the work environment by programming a computer to by programming a computer to imitate some of the realities of the imitate some of the realities of the job and allows learning to take place job and allows learning to take place without the risk or high costs that without the risk or high costs that would be incurred if a mistake were would be incurred if a mistake were made in real life situation made in real life situation

(e) Vestibule training(e) Vestibule training Vestibule school means duplicate model of Vestibule school means duplicate model of organization. When the expensive and organization. When the expensive and delicate machineries are involved then delicate machineries are involved then employers avoid using on the job methods employers avoid using on the job methods of training. A dummy model of machinery of training. A dummy model of machinery is prepared to give training instead of is prepared to give training instead of using original machinery. Actual work using original machinery. Actual work situations are created and employees use situations are created and employees use the same materials and equipments.the same materials and equipments.

(f) Programmed instructions(f) Programmed instructions

Under this method, a learning Under this method, a learning package is prepared to give general package is prepared to give general instructions and specific skills. The instructions and specific skills. The information is broken into sequence information is broken into sequence of meaningful units.of meaningful units.