ASTHA JOSHI M.B.A.-1st sem.

MONIRBA

Once the managers have planned and organized their business operations, the next important function that they perform is that of STAFFING. The staffing function is closely associated with the concept of HUMAN RESOURCE MANAGEMENT. Human resource is the most important asset of an organization which transforms the various organizational inputs into outputs and enables the organization to achieve their objectives.

The managerial function of STAFFING is defined as filling and keeping filled positions in the organization structure. This is done by identifying work-force requirements, inventorying the people available and recruiting ,selecting ,placing , promoting , appraising, planning the careers of, compensating and training both candidates and current job holders so that they can accomplish their tasks effectively and efficiently.

Human resource management is the process of ensuring that the competent people are available ,they are able to achieve organizational goals ,and their energy and abilities are used effectively The basic function of human resource management is to see that the right person is placed at the right job. It deals with planning , organizing, directing and controlling the human resource so that it effectively contributes to the overall goals of the organization.

Employee Labor Unions A labor union is an organization that represents workers and seeks to protect their interests through collective bargaining. In unionized organizations ,many HRM decisions are dictated by collective bargaining agreements, which usually define things such as recruitment sources ;criteria for hiring, promotions etc.

Government Laws-An organizations HRM practices are affected by a countrys laws. For example, decisions regarding who will be hired or which employees will be chosen for a training program or what an employees compensation will be must be made without regard to race , color, age , sex or national origin. Exceptions can occur only in special circumstances.

 DEMOGRAPHIC

TRENDS- The statistics are clear that by 2020 more than half of the working population will be more than 40% in India. More women are entering the workplace. It is required by the state that the disabled should be given opportunity to work more regularly. The directive principles of the constitution require that the SC and ST should be given special treatment while being educated and when asked to join any organization.

 Emphasis

on human element Facilitates leadership Facilitates control Motivation to work Increase in overall efficiency of organization Development of potential managers Enables the organization to face competition

The following sequence of steps must be followed in the staffing OR human resource management process:

1)HUMAN RESOURCE PLANNING 2)RECRUITMENT - DECRUITMENT 3)SELECTION 4)INDUCTION AND ORIENTATION 5)TRAINING AND DEVELOPMENT 6)PERFORMANCE MANAGEMENT/PERFORMANCE APPRAISAL 7)RE-ALLOCATION 8)SEPARATIONS

Human resource planning is the process by which managers ensure that they have the right number and kinds of capable people in the right places and at the right times. Through planning, organizations avoid sudden people shortages and surpluses. HR planning entails two steps:
1)

Current Assessment-Managers begin HR planning by taking inventory of the current employees .This inventory usually includes information on employees such as name,education,training ,experience...etc

An important part of a current assessment is job analysis, an assessment that defines a job and the behavior necessary to perform it. Using the information from the job analysis managers develop job descriptions and job specifications. 2)MEETING FUTURE HR NEEDS-Future HR needs are determined by the organization's mission , goals, and strategies. Demand for employees results from demand for the organization's products or services.

After assessing both current capabilities and future needs ,managers can estimate areas in which the organization will be understaffed or overstaffed. Then they are ready to proceed to the next step in the HRM process.

 The

process by which a job vacancy is identified and potential employees are notified. is a process of locating, identifying and attracting capable applicants.
forms of recruitment through advertising in newspapers, magazines, trade papers and internal vacancy lists, internet, company websites, professional recruiting organisations.

It

Main

 Job

description outline of the role of the job holder OR a written statement that describes a job. specification A written statement of the minimum qualifications that a person must possess a given job successfully.
may demonstrate their suitability through application form, letter or curriculum

Job

Applicants

 In

addition to recruitment, another approach to control labor supply is DECRUITMENT, which is not a pleasant task for any manager.
DECRUITMENT

means reducing an organizations workforce.

OPTION
Firing Layoffs Attrition Transfers Reduced workweeks Early Retirements

DESCRIPTION
Permanent Involuntary termination Temporary involuntary termination; may last only a few days or extend to years. Not filling openings created by voluntary resignations or normal retirements. Moving employees laterally or downward Having employees work fewer hours per week Providing incentives to older and more senior employees for retiring before their normal retirement date. Having employees share one full time positions

Job sharing

 The

process of screening job applicants to ensure that the most appropriate candidates are hired.
short listed most suitable candidates selected process varies according to organisation

Applicants

Selection

The basic sequential order followed in conducting a selection procedure consists of following steps: 1)Job specifications or realistic Job preview-It is a preview of a job that provides both positive and negative information about the job and the company. 2)Application form 3)Preliminary interview 4)Conducting tests a)Ability or Intelligence tests b)Aptitude tests c)Personality tests

d)Performance tests 5)Cross checking 6)Formal interview-in depth interview a)STRUCTURED INTERVIEW-the interview asks a set of prepared questions. b)SEMISTRUCTURED INTERVIEW-the interviewer follows an interview guide but may also ask other questions. c)UNSTRUCTURED INTERVIEW- this is not a planned interview and is not based on systematic ,pre-defined list of questions. 7) Medical examination 8)Employment decisions 9)Job offer

For good selection, the information about the applicant should be both valid and reliable. In selection, VALIDITY is the degree to which the data predict the candidates success as a manager. The information should also have a high degree of RELAIABILITY -a term that refers to accuracy and consistency .

The selection of the best person for the job is only the first step in building an effective management team. ORIENTATION involves the introduction of new employees to the enterprise-its functions, tasks and people. Large firms usually have a formal orientation program that explains the features of the company like- history, products and services , general policies and practicesetc.

Employee training is an important HRM activity. As job demands change, employee skills have to change. It can be defined as a planned effort to facilitate employee learning of job related behavior in order to improve employee performance.Managers of course , are responsible for deciding what type of training employees need ,when they need and in what form that training should take place. On an average, major IT companies spend $1 billion annually on training.

TYPE

INCLUDES

GENERAL

Communication skills, computer system application and programming, customer service, management skills and development, executive development, personal growth , sales, supervisory skills and technological skills and knowledge. Basic life/work education, diversity/cultural awareness, managing change, leadership product knowledge, public speaking/presentation skills, team buildingetc.

SPECIFIC

TRADITIONAL TRAINING METHODS:

1)On-the job

2)Job rotation
3)Mentoring and coaching 4)Experimental exercises 5)Workbooks/Manuals 6)Classroom lectures

 TECHNOLOGY

BASED TRAINING

METHODS:

1)Videotapes/audiotapes/DVD/CD-ROM
2)Videoconferencing / teleconferencing /satellite TV 3)E-learning

Although employee training can be done in traditional ways, many organizations are increasingly relying on technology based training methods because of their accessibility, cost and ability to deliver information.

1)It increases the skills of the employee. 2)It enhances their motivation to work 3)It provides job satisfaction to the employees 4)The need for constant supervision by supervisors is reduced 5)The managers can devote more time in looking over other strategic matters.

 While

training improves the skills of a person on the present job, development improves the skills of a person on the future jobsite. It improves the ability of a person to assume jobs of higher skills and responsibility. It can be defined as long- term training designed to increase an employees job effectiveness and to develop his or her ability to assume greater job opportunities.

 Managers

need to know whether their employees are performing their jobs efficiently and effectively or whether there is a need of improvement. Thats what a PERFORMANCE MANAGEMENT SYSTEM does. It is a system that establishes performance standards that are used to evaluate employee performance.

It

is the process of defining expectations for employees performance ,measuring , evaluating and recording employee performance relative to those expectations and providing feedback to the employees.

1)WRITTEN ESSAY +simple to use -may be better measure of evaluators writing than of employees performance. 2)CRITICAL INCIDENT +behavior based -time consuming

3)GRAPHIC RATING SCALE +provides quantitative data, not time consuming -doesnt provide in-depth information

4)BARS(behaviorally anchored rating scale) +focuses on specific and measurable job behaviors -time consuming, difficult to develop 5)MULTIPERSON COMPARISON +compares employees with one another -difficult with large number of employees

6)MBO +focuses on goal -time consuming

7)360-degree appraisal +thorough -time consuming

1)It helps managers in finding out candidates suitable for promotions, demotions or transfer. 2)It helps in identifying candidates who need to be further trained and motivated to achieve the desired standards. 3)It allows the subordinates to assess their own performance , analyze their strengths and weaknesses, promote further their strengths and overcome the weaknesses.

The employees, after they are ranked in accordance with their performance are grouped into three different categories.i.e. employees eligible for PROMOTIONS,DEMOTIONS OR TRANSFERS. 1)PROMOTIONS-Employees ranked high in order of ranking on the ranking scale are promoted to assume positions of higher responsibility. Promotions must be very carefully done as they are likely to develop a feeling of resentment amongst those who have not been promoted.

2)DEMOTIONS-Demotions , i.e., reverting the employees to lower positions should be acted upon as a last resort if the managers are left with no other choices as this very seriously hampers the employee moral and incentive to work towards the achievement of organizational goals.

3)TRANSFERS-When the employees are not able to perform well at a particular job, they should be transferred to other departments where the job activities are more suitable to their skills and interest.

 Managers

must develop a compensation system that reflects the changing nature of work and the workplace in order to keep people motivated. Organizational compensation can include many different types of rewards and benefits, such as wage and salary add-ons ,incentive payments and other benefits and services.

1)SKILL BASED PAY SYSTEM-It reward employees for the job skills and competencies they demostrate.Under this system, an employees job title doesn't define his or her pay category ;skills do.
2)VARIABLE PAY SYSTEM-A pay system in which an individuals compensation is contingent on performance.

Where the employees are not able to cope up with the working environment in the organization and the training programs also prove to be ineffective in enhancing their work skills, it is in the interest of both the organization and the individuals that these employees separate themselves from this enterprise and join another organization where their job potential can be better exploited.

1)MANGING DOWNSIZING:-Downsizing is the planned elimination of jobs in an organization .When an organization has too many employeeswhich can happen when an organization is faced with declining market share, has grown too aggressively or has been poorly managed-one option for improving profit is to eliminate some of those excess workers.

2)MANAGING WORKFORCE DIVERSITY:a)Recruitment-To improve workforce diversity, managers need to widen their recruiting net. b)Selection-When a diverse set of applicants exists ,managers must ensure that the selection process does not discriminate. c)Orientation and Training-The outside-inside transition is often more challenging for women and minorities than for white males. Many organizations provide special workshops to raise diversity awareness issues.

3)MANAGING SEXUAL HARRASMENT:It can be defined as any unwanted action or activity of a sexual nature that explicitly or implicitly affects an individuals employment performance or work environment. The sexual harassment of women at workplace bill was passed in 2006.92% women said that sexual harassment had a detrimental effect on their work. In such cases the manager must understand that the victim doesnt necessarily have to be the person harassed but could be anyone affected by the offensive conduct.

For such cases :1)Employees should be educated on sexual harassment matters. 2)Organizations need to ensure that no retaliatory actions such as cutting back hours or assigning back-to-back work shifts without a rest break-are taken against a person who has filed harassment charges.

Smart managers recognize that employees dont leave their families and personal lives behind when they come to work. Hence many organizations are offering FAMILY FRIENDLY BENEFITS(benefits that accommodate employees need for work life balance).They have introduced programs such as on site child care, summer day campus, job sharing ..etc.

HR costs are skyrocketing, especially the costs of employee health care and employee pensions. Organizations are looking for ways to control these costs. 1)Employee Health Care costsa)By sponsoring health and wellness programs b)Promoting healthy life style c)Increasing the amount of health insurance or by firing people- who smoke.

2)EMPLOYEE PENSION PLAN COSTS:The days when companies could afford to give each employee a broad based pension that provided a guarantee retirement income has changed. Pension commitment has become such a enormous burden that companies can no longer afford them. In fact, the corporate pension system has been described a "fundamentally broken.Its not just struggling companies that have eliminated employee pensions plans, lots of big companies like Motorola ,Lock head Martin-no longer provide pensions.

THANK YOU