The managerial function of staffing involves manning the organization structure through proper

and effective selection, appraisal and development of the personnels to fill the roles assigned to
the employers/workforce.

According to Theo Haimann, “Staffing pertains to recruitment, selection, development and

compensation of subordinates.”

NATURE OF STAFFING FUNCTION

1. Staffing is an important managerial function- Staffing function is the most important

managerial act along with planning, organizing, directing and controlling. The operations
of these four functions depend upon the manpower which is available through staffing
function.
2. Staffing is a pervasive activity- As staffing function is carried out by all mangers and in
all types of concerns where business activities are carried out.
3. Staffing is a continuous activity- This is because staffing function continues throughout
the life of an organization due to the transfers and promotions that take place.
4. The basis of staffing function is efficient management of personnels- Human
resources can be efficiently managed by a system or proper procedure, that is,
recruitment, selection, placement, training and development, providing remuneration, etc.
5. Staffing helps in placing right men at the right job. It can be done effectively through
proper recruitment procedures and then finally selecting the most suitable candidate as
per the job requirements.
6. Staffing is performed by all managers depending upon the nature of business, size of
the company, qualifications and skills of managers,etc. In small companies, the top
management generally performs this function. In medium and small scale enterprise, it is
performed especially by the personnel department of that concern.

STAFFING PROCESS - STEPS INVOLVED IN STAFFING

1. Manpower requirements- The very first step in staffing is to plan the manpower
inventory required by a concern in order to match them with the job requirements and
demands. Therefore, it involves forecasting and determining the future manpower needs
of the concern.
2. Recruitment- Once the requirements are notified, the concern invites and solicits
applications according to the invitations made to the desirable candidates.
3. Selection- This is the screening step of staffing in which the solicited applications are
screened out and suitable candidates are appointed as per the requirements.
4. Orientation and Placement- Once screening takes place, the appointed candidates are
made familiar to the work units and work environment through the orientation
programmes. placement takes place by putting right man on the right job.
5. Training and Development- Training is a part of incentives given to the workers in
order to develop and grow them within the concern. Training is generally given according
to the nature of activities and scope of expansion in it. Along with it, the workers are
developed by providing them extra benefits of indepth knowledge of their functional
areas. Development also includes giving them key and important jobsas a test or
examination in order to analyse their performances.
 6. Remuneration- It is a kind of compensation provided monetarily to the employees for
their work performances. This is given according to the nature of job- skilled or
unskilled, physical or mental, etc. Remuneration forms an important monetary incentive
for the employees.
7. Performance Evaluation- In order to keep a track or record of the behaviour, attitudes
as well as opinions of the workers towards their jobs. For this regular assessment is done
to evaluate and supervise different work units in a concern. It is basically concerning to
know the development cycle and growth patterns of the employeesin a concern.
8. Promotion and transfer- Promotion is said to be a non- monetary incentive in which the
worker is shifted from a higher job demanding bigger responsibilities as well as shifting
the workers and transferring them to different work units and branches of the same
organization.

Some additional details and considerations for each step in the staffing process:

1. Job analysis: A thorough job analysis is crucial for identifying the skills, knowledge, and
experience required for each position within the organization. The job analysis should include a
detailed description of the responsibilities, tasks, and duties associated with each position.

2. Recruitment: In addition to posting job openings on job boards and the organization's website,
recruiters may also attend job fairs, network with other professionals in the industry, or use
social media to identify potential candidates. It's important to ensure that recruitment efforts are
inclusive and reach a diverse pool of candidates.

3. Selection: The selection process should be designed to evaluate each candidate's qualifications
and fit for the position. This may involve using behavioral interview questions to assess a
candidate's past behavior and performance, administering skills tests or assessments, and
conducting reference checks.

4. Hiring: Once a hiring decision has been made, it's important to provide the selected candidate
with a clear offer letter that outlines the terms and conditions of employment, including salary,
benefits, and start date.

5. Training and development: The training and development process should be designed to help
employees learn the skills and knowledge necessary to perform their jobs effectively. This may
involve providing on-the-job training, mentoring, or formal training programs.

6. Performance management: The performance management process should be designed to

provide ongoing feedback and coaching to help employees improve their performance and
achieve their goals. This may involve setting clear performance expectations, conducting regular
performance reviews, and providing opportunities for professional development.

It's important to note that the staffing process is not a one-time event but rather an ongoing effort
to ensure that the organization has the right people in the right positions to achieve its goals and
objectives. As such, the staffing process should be regularly reviewed and updated to ensure that
it remains effective and meets the changing needs of the organization.
 1. MANPOWER PLANNING
Manpower Planning which is also called as Human Resource Planning consists of putting right
number of people, right kind of people at the right place, right time, doing the right things for
which they are suited for the achievement of goals of the organization.

Human Resource Planning has got an important place in the arena of industrialization. Human
Resource Planning has to be a systems approach and is carried out in a set procedure. The
procedure is as follows:

1. Analysing the current manpower inventory

2. Making future manpower forecasts
3. Developing employment programmes
4. Design training programmes

Steps in Manpower Planning

1. Analysing the current manpower inventory- Before a manager makes forecast of

future manpower, the current manpower status has to be analysed. For this the following
things have to be noted-
o Type of organization
o Number of departments
o Number and quantity of such departments
o Employees in these work units

Once these factors are registered by a manager, he goes for the future forecasting.

2. Making future manpower forecasts- Once the factors affecting the future manpower
forecasts are known, planning can be done for the future manpower requirements in
several work units.
 The Manpower forecasting techniques commonly employed by the organizations are as
follows:

i.Expert Forecasts: This includes informal decisions, formal expert surveys and Delphi
technique.
ii. Trend Analysis: Manpower needs can be projected through extrapolation
(projecting past trends), indexation (using base year as basis), and statistical
analysis (central tendency measure).
iii. Work Load Analysis: It is dependent upon the nature of work load in a
department, in a branch or in a division.
iv. Work Force Analysis: Whenever production and time period has to be analysed,
due allowances have to be made for getting net manpower requirements.
v. Other methods: Several Mathematical models, with the aid of computers are
used to forecast manpower needs, like budget and planning analysis, regression,
new venture analysis.
3. Developing employment programmes- Once the current inventory is compared with
future forecasts, the employment programmes can be framed and developed accordingly,
which will include recruitment, selection procedures and placement plans.
4. Design training programmes- These will be based upon extent of diversification,
expansion plans, development programmes,etc. Training programmes depend upon the
extent of improvement in technology and advancement to take place. It is also done to
improve upon the skills, capabilities, knowledge of the workers.

Importance of Manpower Planning

1. Key to managerial functions- The four managerial functions, i.e., planning, organizing,
directing and controlling are based upon the manpower. Human resources help in the
implementation of all these managerial activities. Therefore, staffing becomes a key to all
managerial functions.
2. Efficient utilization- Efficient management of personnels becomes an important function
in the industrialization world of today. Seting of large scale enterprises require
management of large scale manpower. It can be effectively done through staffing
function.
3. Motivation- Staffing function not only includes putting right men on right job, but it also
comprises of motivational programmes, i.e., incentive plans to be framed for further
participation and employment of employees in a concern. Therefore, all types of
incentive plans becomes an integral part of staffing function.
4. Better human relations- A concern can stabilize itself if human relations develop and
are strong. Human relations become strong trough effective control, clear
communication, effective supervision and leadership in a concern. Staffing function also
looks after training and development of the work force which leads to co-operation and
better human relations.
5. Higher productivity- Productivity level increases when resources are utilized in best
possible manner. higher productivity is a result of minimum wastage of time, money,
efforts and energies. This is possible through the staffing and it's related activities (
Performance appraisal, training and development, remuneration)
Need of Manpower Planning

Manpower Planning is a two-phased process because manpower planning not only analyses the
current human resources but also makes manpower forecasts and thereby draw employment
programmes. Manpower Planning is advantageous to firm in following manner:

1. Shortages and surpluses can be identified so that quick action can be taken wherever
required.
2. All the recruitment and selection programmes are based on manpower planning.
3. It also helps to reduce the labour cost as excess staff can be identified and thereby
overstaffing can be avoided.
4. It also helps to identify the available talents in a concern and accordingly training
programmes can be chalked out to develop those talents.
5. It helps in growth and diversification of business. Through manpower planning, human
resources can be readily available and they can be utilized in best manner.
6. It helps the organization to realize the importance of manpower management which
ultimately helps in the stability of a concern.

Obstacles in Manpower Planning

Following are the main obstacles that organizations face in the process of manpower planning:

1. Under Utilization of Manpower: The biggest obstacle in case of manpower planning is

the fact that the industries in general are not making optimum use of their manpower and
once manpower planning begins, it encounters heavy odds in stepping up the utilization.
2. Degree of Absenteeism: Absenteeism is quite high and has been increasing since last
few years.
3. Lack of Education and Skilled Labour: The extent of illetracy and the slow pace of
development of the skilled categories account for low productivity in employees. Low
productivity has implications for manpower planning.
4. Manpower Control and Review:
a. Any increase in manpower is considered at the top level of management
b. On the basis of manpower plans, personnel budgets are prepared. These act as
control mechanisms to keep the manpower under certain broadly defined limits.
c. The productivity of any organization is usually calculated using the formula:

Productivity = Output / Input

. But a rough index of employee productivity is calculated as follows:

Employee Productivity = Total Production / Total no. of employees

d. Exit Interviews, the rate of turnover and rate of absenteesim are source of vital
information on the satisfaction level of manpower. For conservation of Human
Resources and better utilization of men studying these condition, manpower
control would have to take into account the data to make meaningful analysis.
 e. Extent of Overtime: The amount of overtime paid may be due to real shortage of
men, ineffective management or improper utilization of manpower. Manpower
control would require a careful study of overtime statistics.

Few Organizations do not have sufficient records and information on manpower. Several of
those who have them do not have a proper retrieval system. There are complications in resolving
the issues in design, definition and creation of computerized personnel information system for
effective manpower planning and utilization. Even the existing technologies in this respect is not
optimally used. This is a strategic disadvantage.

2. RECRUITEMENT - TYPES OF RECRUITMENT

Recruitment is of 2 types

1. Internal Recruitment - is a recruitment which takes place within the concern or

organization. Internal sources of recruitment are readily available to an organization.
Internal sources are primarily three - Transfers, promotions and Re-employment of ex-
employees.

Internal recruitment may lead to increase in employee’s productivity as their motivation

level increases. It also saves time, money and efforts. But a drawback of internal
recruitment is that it refrains the organization from new blood. Also, not all the
manpower requirements can be met through internal recruitment. Hiring from outside has
to be done.

Internal sources are primarily 3

a. Transfers
b. Promotions (through Internal Job Postings) and
c. Re-employment of ex-employees - Re-employment of ex-employees is one of
the internal sources of recruitment in which employees can be invited and
appointed to fill vacancies in the concern. There are situations when ex-
employees provide unsolicited applications also.
2. External Recruitment - External sources of recruitment have to be solicited from
outside the organization. External sources are external to a concern. But it involves lot of
time and money. The external sources of recruitment include - Employment at factory
gate, advertisements, employment exchanges, employment agencies, educational
institutes, labour contractors, recommendations etc.
a. Employment at Factory Level - This a source of external recruitment in which
the applications for vacancies are presented on bulletin boards outside the Factory
or at the Gate. This kind of recruitment is applicable generally where factory
workers are to be appointed. There are people who keep on soliciting jobs from
one place to another. These applicants are called as unsolicited applicants. These
types of workers apply on their own for their job. For this kind of recruitment
workers have a tendency to shift from one factory to another and therefore they
are called as “badli” workers.
 b. Advertisement - It is an external source which has got an important place in
recruitment procedure. The biggest advantage of advertisement is that it covers a
wide area of market and scattered applicants can get information from
advertisements. Medium used is Newspapers and Television.
c. Employment Exchanges - There are certain Employment exchanges which are
run by government. Most of the government undertakings and concerns employ
people through such exchanges. Now-a-days recruitment in government agencies
has become compulsory through employment exchange.
d. Employment Agencies - There are certain professional organizations which look
towards recruitment and employment of people, i.e. these private agencies run by
private individuals supply required manpower to needy concerns.
e. Educational Institutions - There are certain professional Institutions which
serves as an external source for recruiting fresh graduates from these institutes.
This kind of recruitment done through such educational institutions, is called as
Campus Recruitment. They have special recruitment cells which helps in
providing jobs to fresh candidates.
f. Recommendations - There are certain people who have experience in a particular
area. They enjoy goodwill and a stand in the company. There are certain
vacancies which are filled by recommendations of such people. The biggest
drawback of this source is that the company has to rely totally on such people
which can later on prove to be inefficient.
g. Labour Contractors - These are the specialist people who supply manpower to
the Factory or Manufacturing plants. Through these contractors, workers are
appointed on contract basis, i.e. for a particular time period. Under conditions
when these contractors leave the organization, such people who are appointed
have to also leave the concern.

3. EMPLOYEE SELECTION PROCESS

Employee Selection is the process of putting right men on right job. It is a procedure of matching
organizational requirements with the skills and qualifications of people. Effective selection can
be done only when there is effective matching.

By selecting best candidate for the required job, the organization will get quality performance of
employees. Moreover, organization will face less of absenteeism and employee turnover
problems.

By selecting right candidate for the required job, organization will also save time and money.
Proper screening of candidates takes place during selection procedure. All the potential
candidates who apply for the given job are tested.

But selection must be differentiated from recruitment, though these are two phases of
employment process.
Recruitment is considered to be a positive process as it motivates more of candidates to apply
for the job. It creates a pool of applicants. It is just sourcing of data.

While selection is a negative process as the inappropriate candidates are rejected here.

Recruitment precedes selection in staffing process. Selection involves choosing the best
candidate with best abilities, skills and knowledge for the required job.

The Employee selection Process takes place in following order-

1. Preliminary Interviews- It is used to eliminate those candidates who do not meet the
minimum eligiblity criteria laid down by the organization.

The skills, academic and family background, competencies and interests of the candidate
are examined during preliminary interview.

Preliminary interviews are less formalized and planned than the final interviews. The
candidates are given a brief up about the company and the job profile; and it is also
examined how much the candidate knows about the company. Preliminary interviews are
also called screening interviews.

2. Application blanks- The candidates who clear the preliminary interview are required to
fill application blank.

It contains data record of the candidates such as details about age, qualifications, reason
for leaving previous job, experience, etc.

3. Written Tests- Various written tests conducted during selection procedure are aptitude
test, intelligence test, reasoning test, personality test, etc.

These tests are used to objectively assess the potential candidate. They should not be
biased.

4. Employment Interviews- It is a one to one interaction between the interviewer and the
potential candidate.

It is used to find whether the candidate is best suited for the required job or not.

But such interviews consume time and money both. Moreover the competencies of the
candidate cannot be judged.

Such interviews may be biased at times. Such interviews should be conducted properly.
No distractions should be there in room.

There should be an honest communication between candidate and interviewer.

 5. Medical examination- Medical tests are conducted to ensure physical fitness of the
potential employee. It will decrease chances of employee absenteeism.
6. Appointment Letter- A reference check is made about the candidate selected and then
finally he is appointed by giving a formal appointment letter.

4. ORIENTATION AND PLACEMENT

Once the candidates are selected for the required job, they have to be fitted as per the
qualifications.

Placement is said to be the process of fitting the selected person at the right job or place,
i.e. fitting square pegs in square holes and round pegs in round holes. Once he/she is fitted
into the job, he is given the activities he has to perform and also told about the duties.

The freshly appointed candidates are then given orientation in order to familiarize and introduce
the company to him. Generally the information given during the orientation programme
includes-

 Employee’s layout
 Type of organizational structure
 Departmental goals
 Organizational layout
 General rules and regulations
 Standing Orders
 Grievance system or procedure

In short, during Orientation employees are made aware about the mission and vision of the
organization, the nature of operation of the organization, policies and programmes of the
organization.

The main aim of conducting Orientation is to build up confidence, morale and trust of the
employee in the new organization, so that he/she becomes a productive and an efficient
employee of the organization and contributes to the organizational success.

The nature of Orientation program varies with the organizational size, i.e., smaller the
organization the more informal is the Orientation and larger the organization more formalized is
the Orientation programme.

Proper Placement of employees will lower the chances of employee’s absenteeism. The
employees will be more satisfied and contended with their work.

5. TRAINING OF EMPLOYEES - NEED AND IMPORTANCE OF TRAINING

Training of employees takes place after orientation takes place. Training is the process of
enhancing the skills, capabilities and knowledge of employees for doing a particular job.
Training process moulds the thinking of employees and leads to quality performance of
employees. It is continuous and never ending in nature.
Importance of Training

Training is crucial for organizational development and success. It is fruitful to both employers
and employees of an organization. An employee will become more efficient and productive if he
is trained well.

Training is given on four basic grounds:

1. New candidates who join an organization are given training. This training familiarize
them with the organizational mission, vision, rules and regulations and the working
conditions.
2. The existing employees are trained to refresh and enhance their knowledge.
3. If any updations and amendments take place in technology, training is given to cope up
with those changes. For instance, purchasing a new equipment, changes in technique of
production, computer implantment. The employees are trained about use of new
equipments and work methods.
4. When promotion and career growth becomes important. Training is given so that
employees are prepared to share the responsibilities of the higher level job.

The benefits of training can be summed up as:

1. Improves morale of employees- Training helps the employee to get job security and job
satisfaction.

The more satisfied the employee is and the greater is his morale, the more he will
contribute to organizational success and the lesser will be employee absenteeism and
turnover.

2. Less supervision- A well trained employee will be well acquainted with the job and will
need less of supervision. Thus, there will be less wastage of time and efforts.
3. Fewer accidents- Errors are likely to occur if the employees lack knowledge and skills
required for doing a particular job. The more trained an employee is, the less are the
chances of committing accidents in job and the more proficient the employee becomes.
4. Chances of promotion- Employees acquire skills and efficiency during training. They
become more eligible for promotion. They become an asset for the organization.
5. Increased productivity- Training improves efficiency and productivity of employees.
Well trained employees show both quantity and quality performance. There is less
wastage of time, money and resources if employees are properly trained.
WAYS/METHODS OF TRAINING
Training and development are essential components of the staffing process, as they help
employees learn the skills and knowledge necessary to perform their jobs effectively and grow
within the organization. Here are some effective ways to train and develop employees:

1. On-the-job training: On-the-job training involves providing employees with hands-on

experience and guidance as they perform their job duties. This can be an effective way to help
employees learn new skills and gain practical experience.

2. Mentoring and coaching: Mentoring and coaching involve pairing employees with more
experienced colleagues who can provide guidance, support, and feedback. This can be an
effective way to help employees develop their skills and knowledge and build their confidence.

3. Formal training programs: Formal training programs can include classroom-style training,
online courses, or workshops. These programs can be designed to help employees learn new
technical skills, such as software programs or industry-specific regulations, or to develop soft
skills, such as communication and leadership.

4. Cross-training: Cross-training involves training employees to perform tasks and duties outside
of their usual job responsibilities. This can be an effective way to increase employee versatility
and flexibility and to prepare employees for new opportunities within the organization.

5. Job shadowing: Job shadowing involves pairing employees with colleagues in different roles
or departments to observe and learn from their work. This can be an effective way to help
employees gain a better understanding of the organization as a whole and to develop new skills
and knowledge.

6. Conferences and networking events: Conferences and networking events can provide
employees with opportunities to learn from industry experts, network with colleagues, and gain
new perspectives on their work.
7.

Overall, effective training and development programs should be tailored to the specific needs and
goals of the organization and its employees. By providing diverse and engaging training
opportunities, organizations can help employees develop the skills and knowledge necessary to
perform their jobs effectively and grow within the organization
6. .EMPLOYEE REMUNERATION
Employee Remuneration refers to the reward or compensation given to the employees for their
work performances. Remuneration provides basic attraction to a employee to perform job
efficiently and effectively.
Remuneration leads to employee motivation. Salaries constitutes an important source of income
for employees and determine their standard of living. Salaries effect the employees productivity
and work performance. Thus the amount and method of remuneration are very important for both
management and employees.

There are mainly two types of Employee Remuneration

1. Time Rate Method

2. Piece Rate Method

These methods of employee remuneration are explained below in detail

Methods of Employee Remuneration

1. Time Rate Method: Under time rate system, remuneration is directly linked with the
time spent or devoted by an employee on the job. The employees are paid a fixed pre-
decided amount hourly, daily, weekly or monthly irrespective of their output. It is a very
simple method of remuneration. It leads to minimum wastage of resources and lesser
chances of accidents.

Time Rate method leads to quality output and this method is very beneficial to new
employees as they can learn their work without any reduction in their salaries. This
method encourages employees unity as employees of a particular group/cadre get equal
salaries.

There are some drawbacks of Time Rate Method, such as, it leads to tight supervision,
indefinite employee cost, lesser efficiency of employees as there is no distinction made
between efficient and inefficient employees, and lesser morale of employees.

Time rate system is more suitable where the work is non-repetitive in nature and
emphasis is more on quality output rather than quantity output.

2. Piece Rate Method: It is a method of compensation in which remuneration is paid on the

basis of units or pieces produced by an employee. In this system emphasis is more on
quantity output rather than quality output.

Under this system the determination of employee cost per unit is not difficult because
salaries differ with output. There is less supervision required under this method and
hence the per unit cost of production is low. This system improves the morale of the
employees as the salaries are directly related with their work efforts. There is greater
work-efficiency in this method.

There are some drawbacks of this method, such as, it is not easily computable, leads to
deterioration in work quality, wastage of resources, lesser unity of employees, higher cost
of production and insecurity among the employees.
 7. PERFROMANCE EVALUATION
Performance evaluation is an essential component of the staffing process, as it provides a systematic
method for assessing employee performance, providing feedback, and identifying areas for improvement.
Here are some ways that performance evaluation can be incorporated into the staffing process:
1. Setting performance expectations: The performance evaluation process should begin with setting clear
performance expectations for each employee. This involves defining specific goals, objectives, and
performance metrics that are aligned with the organization's overall goals and objectives.
2. Conducting regular evaluations: Regular performance evaluations should be conducted to assess
employee performance and provide feedback. This may involve setting up a schedule of annual or
biannual evaluations, as well as conducting more frequent check-ins or performance reviews as needed.
3. Providing feedback: Performance evaluations should include specific feedback on employee
performance, including areas of strength and areas for improvement. Feedback should be constructive and
focused on helping employees improve their performance.
4. Identifying training and development needs: Performance evaluations can also be used to identify
training and development needs for employees. By identifying areas where employees may need
additional training or support, organizations can help employees improve their skills and knowledge and
perform their jobs more effectively.
5. Linking performance to rewards and recognition: Performance evaluations can also be used to link
performance to rewards and recognition, such as promotions, bonuses, or pay increases. This can provide
employees with a clear incentive to perform well and contribute to the organization's overall success.

8. PROMOTION AND TRANSFER

Promotion and transfer are important components of the staffing process, as they provide opportunities
for employees to advance their careers within the organization and for the organization to retain and
develop talent. Here are some key considerations for incorporating promotion and transfer into the
staffing process:
1. Clear guidelines and criteria: Organizations should establish clear guidelines and criteria for promotion
and transfer, including the qualifications, experience, and performance criteria necessary for
consideration. This helps ensure that promotion and transfer decisions are based on objective criteria and
are fair and transparent.
2. Communication and transparency: Organizations should communicate the promotion and transfer
process clearly to employees, including the criteria for consideration, the timeline, and the expected
outcomes. This helps ensure that employees understand what is required for promotion or transfer and can
prepare accordingly.
3. Performance evaluation: Performance evaluation is an essential component of the promotion and
transfer process, as it provides a systematic method for assessing employee performance and identifying
potential candidates for promotion or transfer. Organizations should conduct regular performance
evaluations and use the results to identify employees who have demonstrated the skills, knowledge, and
experience necessary for advancement.
4. Skills development: Organizations should provide employees with opportunities for skills development
and training to prepare them for promotion or transfer. This may involve on-the-job training, mentoring,
or formal training programs.
5. Succession planning: Succession planning is an important aspect of the promotion and transfer process,
as it involves identifying and developing employees who have the potential to fill key leadership positions
in the future. By identifying and developing employees for leadership roles, organizations can ensure the
long-term success and sustainability of the organization.

Difference between Recruitment and Selection

Basis Recruitment Selection

Meaning It is an activity of establishing contact It is a process of picking up more

between employers and applicants. competent and suitable employees.

Objective It encourages large number of It attempts at rejecting unsuitable

Candidates for a job. candidates.

Process It is a simple process. It is a complicated process.

Hurdles The candidates have not to cross over Many hurdles have to be crossed.
many hurdles.

Approach It is a positive approach. It is a negative approach.

Sequence It proceeds selection. It follows recruitment.

Economy It is an economical method. It is an expensive method.

Time Less time is required. More time is required.

Consuming
THE IMPORTANCE OF STAFFING ARE:
1. Efficient Performance of Other Functions: Staffing is the key to the efficient performance of other
functions of management. If an organisation does not have competent personnel, it can’t perform
planning, organization and control functions properly.
2. Effective Use of Technology and Other Resources: It is the human factor that is instrumental in the
effective utilization of latest technology, capital, material, etc. the management can ensure right kinds of
personnel by performing the staffing function.
3. Optimum Utilization of Human Resources: The wage bill of big concerns is quite high. They also
spend money on recruitment, selection, training and development of employees. In order to get the
optimum output from the personnel, the staffing function should be performed in an efficient manner.
4. Development of Human Capital: The management is required to determine the manpower
requirements well in advance. It has also to train and develop the existing personnel for career
advancement. This will meet the requirements of the company in future.
5. Motivation of Human Resources: The behavior of individuals is shaped by many factors such as
education level, needs, socio-cultural factors, etc. that is why, the human aspect of organisation has
become very important. The workers can be motivated through financial and non-financial incentives.
6. Ensuring the right people are in the right positions: The staffing function helps to ensure that the
organization has the right people in the right positions to achieve its goals. This involves identifying the
skills, knowledge, and experience required for each position and recruiting and selecting candidates who
possess these qualities.
7. Maximizing employee performance: The staffing function helps to maximize employee performance
by ensuring that employees are properly trained and developed to perform their jobs effectively. This can
lead to increased productivity, quality, and efficiency.
8. Reducing employee turnover: Effective staffing can help to reduce employee turnover by ensuring that
employees are satisfied with their jobs and have opportunities for growth and development within the
organization. This can lead to increased employee retention and reduced costs associated with turnover
9. Improving organizational culture: The staffing function can help to improve organizational culture by
promoting diversity and inclusion in the workplace. This can lead to a more positive work environment
and increased employee satisfaction.
10. Enhancing the organization's reputation: Effective staffing can enhance the organization's reputation
by attracting and retaining high-quality employees who are committed to the organization's mission and
values. This can lead to increased customer satisfaction and loyalty.

11. Facilitating succession planning: The staffing function plays a vital role in succession planning, which
is the process of identifying and developing employees who have the potential to fill key leadership
positions in the future. By identifying and developing employees for leadership roles, the staffing function
helps to ensure the long-term success and sustainability of the organization.

12. Supporting strategic planning: Effective staffing is essential for supporting strategic planning, which
involves setting goals and objectives and developing strategies to achieve them. By ensuring that the
organization has the right people with the right skills and knowledge, the staffing function can help to
support the implementation of strategic plans.

13. Ensuring compliance with laws and regulations: The staffing function is also important for ensuring
compliance with laws and regulations related to employment, such as equal employment opportunity
laws, labor laws, and workplace safety regulations. By following best practices in staffing, organizations
can avoid legal issues and protect the well-being of their employees.

14. Managing diversity and inclusion: The staffing function can also help to manage diversity and
inclusion in the workplace by promoting equal opportunities for all employees regardless of their
background or identity. By ensuring that the organization has a diverse workforce, the staffing function
can help to foster a culture of inclusivity and respect.

15. Improving employee morale and engagement: Finally, effective staffing can also improve employee
morale and engagement by ensuring that employees are placed in roles that match their skills and
interests. This can lead to increased job satisfaction and motivation, which can have a positive impact on
employee performance and retention.
Essentials of Good Staffing Policy:
1. It should take into account the interests of both employer and employee.
2. It should be consistent with the basic overall policies of the unit.
3. It should be complete in every respect.
4. It should be simple and precise.
5. It should be reasonably stable and permanent.
6. It should be flexible, in relation to changes in environment.
7. It should be responsive to prevailing trends in industry and society.
8. It should take into account variations in the capabilities, interests and attitudes of
employees.
9. It should be uniformly applicable to all members of the organization.
10. It should be properly communicated to those for whom it is intended.
11. It should be acceptable to the employees.

Basis Training Development

Training refers to the process Development refers to the overall

of increasing the knowledge, growth of the employees. These are
Meaning
skills and abilities of learning opportunities which are
employees for doing a work. designed for employees to grow.

Its main aim is to help the Its main aim is overall growth of
Aim
employee to do the job better. employees.
 Basis Training Development

Orientation It is job oriented. It is career oriented.

Scope of It has a narrow scope as it is a It has a broader scope as it includes

learning part of development. training.

It is more suitable for It is more suitable for managerial

Suitability
technical staff. staff.

It involves teaching technical It involves teaching technical, human

Skills
skills. and conceptual skills.

It is a long-term process as it is
Duration It is a short-term process.
career oriented.

Level of
Trainees are non-managerial
trainees Trainees are managerial here.
here.
involved

Depth of Knowledge is imparted for the

Knowledge is imparted for
knowledge growth of an employee in all
doing a specific kind of job.
imparted respects.

Employers take initiative in Individuals take initiative by

Initiative in
providing training to their themselves for their growth and
learning
employees. development.
WHY PEOPLE WORK:
1. To earn a living: Many people work to make money to pay for their daily needs such as food,
shelter, clothing, and other expenses. For many people, work is a necessity to sustain themselves
and their families.
2. Career advancement: Some people work to advance in their careers and gain more experience,
skills, and knowledge. They may be motivated by the desire to gain a higher salary, a better job
title, or more responsibility.
3. Personal fulfillment: Many people work because they enjoy what they do and find it fulfilling.
They may have a passion for their work or find satisfaction in helping others.
4. Social connections: Work can provide opportunities for socializing and making connections
with others. People may enjoy the camaraderie of working with others and the sense of
community that comes with being part of a team.
5. Sense of purpose: Work can give people a sense of purpose and meaning in their lives. They
may feel that their work is valuable and contributes to something larger than themselves.
6. Personal development: Work can be a way for people to learn new skills, gain experience, and
grow as individuals. They may see work as an opportunity for personal development and self-
improvement.
7. Legacy and impact: Some people work to leave a legacy or make a positive impact on the
world. They may be driven by a desire to make a difference in the lives of others or to leave
something behind that will be remembered.

DESCRIBE THE STAFF TRAINING AT SEA

Training for staff on board ships and vessels at sea is crucial to ensure that they are competent
and capable of performing their duties safely and effectively. Here are some common elements
of staff training at sea:
1. Safety training: Safety training is a critical component of staff training at sea. This includes
training on how to prevent accidents, how to respond to emergencies such as fire or flooding, and
how to use safety equipment such as lifeboats and life rafts.
2. Technical training: Technical training is necessary for staff to operate and maintain the
equipment and machinery on board the ship. This includes training on navigation, engine
operation, and communication systems.
3. Medical training: Medical training is essential for staff to be able to provide first aid and
emergency medical care on board the ship. This includes training on how to recognize and treat
common medical conditions, as well as how to respond to medical emergencies such as heart
attacks or injuries.
4. Environmental training: Environmental training is becoming increasingly important in the
shipping industry as there is a growing focus on reducing the environmental impact of ships.
This includes training on waste management, pollution prevention, and compliance with
environmental regulations.
5. Leadership and team-building training: Leadership and team-building training is important to
ensure that the crew can work effectively together in a potentially high-pressure environment.
This includes training on communication, conflict resolution, and leadership skills.
6. Security training: Security training is necessary to ensure that the crew is prepared to respond
to security threats, such as piracy or terrorism. This includes training on security procedures,
threat assessment, and response techniques.

EXPLAIN METHODS OF ORGANIZING STAFF ON BOARD

SHIP
Organizing staff on board a ship is essential to ensure that everyone works together efficiently
and effectively to achieve the goals of the vessel. Here are some common methods of organizing
staff on board a ship:
1. Departmental organization: This method of organizing staff involves dividing the crew into
departments based on their duties and responsibilities. For example, there may be a deck
department responsible for navigation, a engineering department responsible for maintaining the
ship's machinery, and a catering department responsible for food service. Each department is
headed by a department head who reports to the captain.
2. Watch system: The watch system is a method of organizing staff where the crew is divided
into watches, each responsible for a different shift of the day. This method ensures that there is
always a crew on duty, and allows for continuous operations of the vessel. The crew may work a
rotation of four to six hours on duty followed by a period of rest.

3. Rank-based organization: This method of organizing staff is based on the hierarchical

structure of the ship, with the captain at the top of the hierarchy and the crew members at the
bottom. Each crew member has a rank and a specific set of duties and responsibilities. This
method ensures that everyone knows their place in the chain of command and that orders are
followed efficiently.
4. Team-based organization: This method of organizing staff involves dividing the crew into
cross-functional teams responsible for specific tasks. For example, there may be a team
responsible for loading and unloading cargo, a team responsible for maintenance, and a team
responsible for safety. This method allows for more flexibility and adaptability in response to
changing situations.
5. Project-based organization: This method of organizing staff involves forming temporary teams
to complete specific projects or tasks. For example, a project team may be formed to repair a
damaged engine or to launch a rescue operation. This method allows for the efficient use of
resources and expertise to complete specific tasks.