1.0 INTRODUCTION
Having completed our discussions on the managing function of organizing,
the next logical function in discussing the staffing. Some people will like to
discuss staffing while treating organizing. But it is
better we separate the
two because of the role members perform in an organization. When we were discussing
organizing, we emphasized the point that it involves among things creating a
structure of an organization which consists of role.
These roles must be
performed efficiently so as to attain the objectives of the organization. And
the performance of roles is usually accomplished by people, that is, the
employees of an organization. The employees essentially perform two types of
roles. The first of these roles concerns the creative and innovative work of
management; the second is the routine, repetitive work of the subordinates or
the doers. Let me emphasize that these two firms of roles are important in the
attainment of organizational objectives.
This is why the workforce of an organization is the most important
resource. They work on and make use of the other resources in order to achieve
result. This is why organizations spend a great deal of money in the training
and retaining of their staff members. This note starts with the definition of
staffing and an explanation of what it means. Therefore, some duties associates
with staffing which is 211 popularly
called these days human resources management will be discussed.
2.0 OBJECTIVES
By the end of this note, you should be able to :
· define staffing
· explain the management function staffing
· describe the specific duties that are associated with staffing
3.0 MAIN CONTENT
3.1 Definition of Staffing
The management function of staffing is define 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. We shall be considering these duties in the subsequent
sections of this note.
3.1 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.
3.2.1 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.
3.2.2 Recruitment
In staffing, recruitment has a different meaning from our every
day 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 department can be grouped together into one
class and assigned the same rate. Of course the grouping will be done by 213 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.
3.2.3 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 posses. 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.
3.2.4 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 can not 214 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.
3.2.5 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.
3.2.6 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 (eg 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.
3.5.4 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.
3.5.6 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.
4.0 CONCLUSION
We have discussed staffing which is another management function.
We defined what is staffing and we explained the nature of staffing. We also
took a look at the difference duties performed by the manager under staffing.
These duties increase: recruitment, formulating, personnel policy, selection,
placement, training, promotion, salaries and wages administration and staff
welfare.
5.0 SUMMARY
We have completed the discussion on another function of
management, which is staffing. We have talked on the definition of staffing as
well as the main duties that are commonly performed under this management function
. We shall be taking other functions of management in note 16.
0 comments:
Post a Comment