FCM4
UNIT 4Staffing Q1) What do you understand by the term staffing and state its importance.A1) Staffing is the process of hiring eligible candidates in the organization or company for specific positions. In management, the meaning of staffing is an operation of recruiting the employees by evaluating their skills, knowledge and then offering them specific job roles accordingly. Let us find out more about what is Staffing and what it entails along with its functions and characteristics.Definition: Staffing can be defined as one of the most important functions of management. It involves the process of filling the vacant position of the right personnel at the right job, at right time. Hence, everything will occur in the right manner.It is a truth that human resource is one of the greatest for every organization because in any organization all other resources like- money, material, machine etc. can be utilized effectively and efficiently by the positive efforts of human resource.Importance of StaffingEfficient Performance of Other FunctionsFor the efficient performance of other functions of management, staffing is its key. Since, if an organization does not have the competent personnel, then it cannot perform the functions of management like planning, organizing and control functions properly.Effective Use of Technology and Other ResourcesWell, it is the human factor that is instrumental in the effective utilization of the latest technology, capital, material, etc. the management can ensure the right kinds of personnel by performing the staffing function.Optimum Utilization of Human ResourcesThe wage bill of big concerns is quite high. Also, a huge amount is spent on recruitment, selection, training, and development of employees. To get the optimum output, the staffing function should be performed in an efficient manner.Development of Human CapitalAnother function of staffing is concerned with human capital requirements. Since the management is required to determine in advance the manpower requirements. Therefore, it has also to train and develop the existing personnel for career advancement. This will meet the requirements of the company in the future.The Motivation of Human ResourcesIn an organization, the behaviour of individuals is influenced by various factors which are involved such as education level, needs, socio-cultural factors, etc. Therefore, the human aspects of the organization have become very important and so that the workers can also be motivated by financial and non-financial incentives in order to perform their functions properly in achieving the objectives. Q2) What do you understand by the term recruitment and state its sources.A2) Sources of recruitment can be viewed as various means of connecting the job seekers to the organisation which have suitable job openings. In simple words, it serves as a medium for communicating or advertising the vacant positions in the organisation to get a response from the prospective candidates.The recruiters have to be very careful while selecting any particular source of recruitment. The selection of a specific source of recruitment depends upon the number of personnel to be recruited, the cost involved in each source, accessibility of the applicants, education level of employees to be hired, company’s policy, etc. Internal Sources of RecruitmentInternal sources of recruitment refer to seeking the employees from within the organisation to fill up the vacant position. Many companies consider internal recruitment as a great option since it is cost-effective, and they tend to hire employees who have a better know how the organisation and its policies.Internal recruitment can be done through the following means:Previous Applicants: To fill up the immediate openings, calling up or emailing the candidates who have previously applied to the organisation is the cheapest and quickest source of recruitment.Present Employees: The recruiter can exercise promotion (to a higher position) or transfer (inter-department or inter-branch transfer) of the current employees instead of recruiting the new employees.Employee Referrals: Sometimes, the organisation hires the candidates referred by the existing employees assuming that such candidates are more trustworthy and reliable.Former Employees: Some organisations provide for an option of re-joining to its ex-employees. They even consider the retired employees who are willing to give their full time or part-time services to the organisation. External Sources of RecruitmentExternal sources of recruitment signify the hiring of those employees who have never been associated with the organisation before.The organisation needs to include new and fresh talent to become successful and to survive in the competition. Large organisations mostly depend on external sources of recruitment.Following are the various external sources through which the organisation acquire new resources:Advertisements: The organisation advertises the job openings in the newspaper, media, company’s bulletin, social networking sites (Facebook, LinkedIn, Twitter), job portals, etc.Campus Recruitment: The organisation collaborates with the educational institutes and colleges to hire their students for the available job vacancies, by conducting the recruitment process in the respective college campus.E-Recruitment: The organisation uses the web-based software as a source of recruitment involving electronic screening of candidates, online skill test, online profile checks and interviews on video-conferencing.Employment Exchange: The organisation gets itself registered with the employment exchange, i.e. a government-affiliated agency who have a database of many prospective candidates. These candidates register with such employment exchanges in search of better job opportunities.Outsourcing Consultancies: Some private consultancies are professionally working to recruit employees on behalf of the organisation. The organisation hires such consultants on a commission basis to acquire the desired human resource.Walk-ins and Write-ins: The organisations without any effort, get random applications when the job seekers submit their CV. Either by visiting the organisation, posting the letter with CV or mailing the CV on the company’s mail id.Contractors: The organisation hires a contractor who provides casual workers temporarily, especially for a particular project, and such workers have no existence in the company’s records.Acquisition and Mergers: At the time of the company’s merger or acquisition of another company; it has to lay off some of its employees as well as recruit new talents. The company structure changes drastically.Professional Associations: Professional associations facilitates the organisation to fill in the vacant position by advertising it in their journal or magazines. It also offers job opportunities to the highly educated, skilled or experienced resources who are experts in their fields and hold a membership with such associations. Q3) What is the selection procedure of the candidate.A3) The selection process is aimed at finding and hiring the best candidates for job openings. This process is often depicted as a funnel. 50 candidates may apply to a function, five of them are invited for an in-person interview, and one person is selected in the end.The selection process always starts with a job opening. This job opening should have a clearly defined function profile that includes criteria like minimum years of work experience, educational background, and being proficient in certain skills.Once this job opening is published and advertised, candidates flow in – hopefully! This is where the selection funnel starts. The funnel consists of seven stages.Resume screening. The most commonly known technique is resume or CV screening. Resume screening helps to assess if candidates comply with the criteria needed for the job. If you require 5+ years of work experience and you see that a college graduate applied, you can easily disqualify this person. Thankfully, there are great tools available that can do the resume screening for you, ranging from built-in resume screening tools that are part of an ATS to resume screeners that use artificial intelligence to predict the quality of hire. Phone screening/chatbot. After the resume screening, often a phone screening happens. This helps to align expectations between the candidate and employer. The recruiter can ask the questions they had after screening the candidate’s resume. In addition, the recruiter can walk through a checklist that may include topics like pay expectations, full time or flexible commitment, starting date, and other potential deal-breakers. Since this is a fairly standard procedure, having a chatbot ask these questions is also an option.
Pre-selection. Pre-selection is a powerful screening method that helps to weed out potential mismatches. Pre selection tools provide assessments that can include cognitive testing, a job sample, or other tests that help to predict the quality of the new hire. Sometimes the resume screening is included in these tools. Pre-employment assessment tools often also include a realistic jib preview. This shows both the positive but also the negative sides of the job, resulting in a more truthful description of the good and bad aspects of a given job. This helps to align expectations between employer and employee and leads to better hires. These pre-selection tests are often used for functions with a high volume of applicants, in other words, for high-volume recruiting. To give an example of such a test, a sales rep might be assessed on their service orientation and how much they smile on video. These screening tools ‘weed out’ the obvious misfits so only the most suitable candidates remain.The goal of this second phase is to reduce the number of candidates from a large group to a manageable group of between 3-10 people that can be interviewed in-person. Be aware that not all pre-selection tools and screenings are fully accurate. Situation. Have the candidate describe the situation that they were in. Task. What goal was the candidate working towards? Action. Have the candidate describe in detail what actions they took to make the best of the situation and complete their task. Result. Have the candidate describe the outcome of the action and ask what the candidate learned. Recruitment is the process of finding candidates for the vacant position and encouraging them to apply for it. Selection means choosing the best candidate from the pool of applicants and offering them the job. Recruitment is a positive process aimed at attracting more and more job seekers to apply. Selection is a negative process, rejecting unfit candidates from the list. Of the two, recruitment is relatively simpler. Recruitment has the recruiter paying less attention to scrutinizing individual candidates, whereas selection involves a more thorough examination of candidates where recruiters aim to learn every minute detail about each candidate, so they can choose the perfect match for the job. Recruitment is less time-consuming and less economically demanding, as it only involves identifying the needs of the job and encouraging candidates to apply for them. Selection involves a wide range of activities, which can be both time-consuming and expensive. In recruitment, communication of vacancy is done so through various sources such as the internet, newspaper, magazines, etc., and distributes forms easily so candidates can apply. During the selection process, assessment is done so through various evaluation stages, such as form submission, written exams, interviews, etc Q5) What do you understand by employment test and type of interview.A5) Employment testing and selection procedures are aptitude tests and examinations that help a business predict the success of a job candidate. In the modern work force, tests, such as psychological screenings, indicate which employees might have undesirable personality traits, such as anger problems.Personality tests are just one tool available to businesses to screen their applicants. Other common tests include skills and aptitude testing for areas that directly relate to the job, such as reasoning and interpretive tests, and computer knowledge. Credit checks, background investigations and medical examinations are typical and sometimes necessary tests for certain jobs. Types of interviewTraditional InterviewAlthough behavioral interviewing (see section below) is being used more frequently, a traditional interview is still very common. The length is usually from a half hour to one and a half hours. You are usually asked many of the questions from the Common Interview Questions section and possibly a few behavioral questions related to the job. After this interview, if you are being considered, you would be invited back for 1-2 more interviews.
Panel InterviewIn a panel interview, you will be in the room with several people, usually three to five, but it could be as many as ten. Sometimes each person will ask you a series of questions, and other times a few people will ask questions while the rest listen. The purpose of having many people sit in on the interview is sometimes so several staff members can meet the candidates and also to keep the number of interviews a candidate has limited to one or two. The questions could be traditional, behavioral or a combination.Serial InterviewThis type of interview consists of a series of interviews on the same day. For example, if you are scheduled for an interview from 1-3:30, you may have 5 half-hour interviews with individual people. Each interviewer will most likely ask you different questions. Question types may vary. If your interview is during a mealtime, like 10-2, most likely, someone will take you to lunch. Do not let down your guard; this is still part of the interview. A “lunch interview” (see section below) is more common for upper-level positions or positions in which you would have frequent “lunch meetings” with clients/colleagues.Behavioral InterviewsBehavioral interviews are designed to provide the interviewer with information about how you think and behave in situations. Hiring managers are interested in your method of thinking and going about doing a task as well as how you respond in difficult situations. An effective way to answer behavioral questions is the to provide the interviewer with four pieces of information known as the STAR Method: Situation, Task, Action, Results. Q6) What are the various types of interview test.A6) There are six basic types of questions you may face during the course of your interview:
1. Application
After the job opening has been posted, candidates can apply. The amount of people applying depends on the company, the specific function, and the availability of work and workers.The number of applicants can range between zero and thousands, depending primarily on the size of the company, the type of job and the industry, and on how successful your sourcing strategy and employer brand are. Google, for example, receives around 3 million applications a year. This means that on average more than 400 people apply per job opening. But the number and type of applicants also depend on your job advert. In fact, the way a job ad is written, meaning the words and language used in it, has a direct impact on the people you attract. A tool like Textio uses data and machine learning to help companies optimize their job adverts and make sure the text reflects not only what they are looking for in a candidate, but also what they are about as a company.2. Screening & pre-selection
3. Interview
The third step in the funnel is the best known and most visible of them all: the job interview. The job interview involves the candidate being interviewed by their direct manager or the recruiter to assess how well-suited they are for the job.The interview offers some insight into a person’s verbal fluency and sociability. It also provides the opportunity to ask the candidate questions related to the job and it presents the opportunity to sell the job to the candidate.There are two kinds of interviews, the unstructured and structured interview. In a structured interview, a standardized set of questions is used. This provides the interviewer with a uniform method of recording information and standardizing the rating of the applicant’s qualifications.This method offers a structured way to retrieve information from the candidate. STAR is an acronym for:4. Decision
The next step is making the decision and choosing the candidate with the greatest future potential for the organization. Sometimes this means picking someone less qualified at the moment – but who is committed to growing and staying with the organization longer.The decision is best made based on a data-driven approach. In practice, this means pre-defined criteria on which each candidate is rated during the selection process. The best candidate is then chosen and given an offer.5. Job offer & contract
After the company has made the decision, the selection process isn’t over. The candidate still needs to accept the offer.At this point, the organization should have all the information that will make the candidate say yes. This has been retrieved during the phone screening and job interview. The offer is then made to the candidate. If the offer is accepted a contract is drawn and signed. Only when the employment contract is signed by all parties, will the selection process be completed. Q4) What is the distinction between recruitment and selection.A4) The process of recruitment involves the development of suitable techniques for attracting more candidates to a position vacancy, while the process of selection involves identifying the most suitable candidate for the vacancy. Recruitment precedes the selection process, and the selection process is only completed when a job offer is created and given to the selected candidate by appointment letter. In order to thoroughly understand the difference between recruitment and selection, there are certain points to keep in mind.Panel InterviewIn a panel interview, you will be in the room with several people, usually three to five, but it could be as many as ten. Sometimes each person will ask you a series of questions, and other times a few people will ask questions while the rest listen. The purpose of having many people sit in on the interview is sometimes so several staff members can meet the candidates and also to keep the number of interviews a candidate has limited to one or two. The questions could be traditional, behavioral or a combination.Serial InterviewThis type of interview consists of a series of interviews on the same day. For example, if you are scheduled for an interview from 1-3:30, you may have 5 half-hour interviews with individual people. Each interviewer will most likely ask you different questions. Question types may vary. If your interview is during a mealtime, like 10-2, most likely, someone will take you to lunch. Do not let down your guard; this is still part of the interview. A “lunch interview” (see section below) is more common for upper-level positions or positions in which you would have frequent “lunch meetings” with clients/colleagues.Behavioral InterviewsBehavioral interviews are designed to provide the interviewer with information about how you think and behave in situations. Hiring managers are interested in your method of thinking and going about doing a task as well as how you respond in difficult situations. An effective way to answer behavioral questions is the to provide the interviewer with four pieces of information known as the STAR Method: Situation, Task, Action, Results. Q6) What are the various types of interview test.A6) There are six basic types of questions you may face during the course of your interview:
Credential verification questions
This type of question includes "What is your GPA?", resume verification questions. The purpose is to objectively verify the credentials presented in your background. Experience verification questions
This type of question includes "What did you learn in that class?" and "What were your responsibilities in that position?" The purpose is to subjectively evaluate the experiences in your background. Opinion questions
This type of question includes "What would you do in this situation?" and "What is your greatest weakness?" The purpose is to subjectively analyze how you would respond in a series of scenarios. Behavioral questions
This type of question includes "Can you give me a specific example of how you did that?" and "What were the steps you followed to deliver that result?" The purpose is to objectively measure past behaviors as a potential predictor of future results. Competency questions
This type of question includes "Can you give me a specific example of your leadership skills?" or "Explain a way in which you sought a creative solution to a recent problem you needed to solve." The purpose is to align your past behaviors with specific competencies which are required for the position. Case questions
This type of question includes problem-solving questions ranging from: "How many gas stations are there in Europe?" to "What is your estimate for the global online retail market for books?" The purpose is to evaluate your problem-solving abilities and how you would analyze and work through potential case situations. Q7) What are the advantages and disadvantages of external recruitment.A7) Advantages of external recruitment1. Increased chances- In this increased chance, the company receives a variety and number of candidates who owns knowledge and ability to handle that job. If the company enters a selection procedure with external recruitment then there are increased chances of finding a suitable candidate for the job. This increased chance provides better availability of skilled and qualified employees for the company by using the external recruitment method.
2. Fresher skill and input- When a company goes with an external recruitment method, there is a quite better possibility of finding and identifying a fresher candidate who is capable of delivering new skills and inputs for the betterment of the company. Therefore, hiring a candidate with external recruitment makes things clear and better for the company who is in desperate need of fresher skills and inputs for the overall growth of the company.
3. Qualified candidates- Nowadays, when a company posts an advertisement in social media or newspaper. One common thing they look for is a well experienced and qualified candidate. With external recruitment advertising, the company can find a variety of qualified candidates for the post offered. And eventually, this process helps to identify the best candidates in a lot of skilled candidates.
4. Better competition- In the external recruitment process, there will be a chance of facing better competition in terms of hiring new talent. Most of the time some of the company looks for candidates who are capable of handling a certain skilled job and some of them search those candidates who are better with their risk-taking ability. This is how the company meets those two types of characteristics of candidates in the same interview process.
Disadvantages of external recruitment1. A limited understanding of the company:
When a candidate is selected from an external recruitment process, there is a possibility that the candidate might have less chance of understanding the environment of the company. And this lesser understanding can make a big difference in the future activities of the company.Therefore, there is some sort of issues with an external process which needs to be rectified for a better understanding of the company environment.2. Higher risk:
There is a possibility that the candidate selected for the post is not worthy of the position offered and he/she can take advantage of their position in the company.This type of risk is very much common in an external recruitment process as most of the candidates applied for the job are total strangers to the company. And that is why it is considered one of the higher risk processes of recruitment.3. Time-consuming:
The main disadvantages of external recruitment are that it is time-consuming as most of the companies post an advertisement for their company recruitment drive.Then there is a quite possible chance of receiving a higher number of applicants for the post and the recruiter need to be very careful with their decision of selecting the best candidate for each round selection process.These different rounds of selection take a bit longer than the internal recruitment process as it involves a number of processes.4. High costs:
As most part of the external recruitment process mainly deals with complete new candidates then the company needs to come up with a pay scale for that candidate which should value his/her skill and ability.This can turn things a bit costly for the company as they are in need of new ideas and to get such new and creative ideas from the potential candidate. The company needs to provide him/her with the best possible deal to refuse.With all these aspects, the company needs to provide intense training for the candidates. Screening a large number of candidates consumes more money.
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