Class 12-commerce NCERT Solutions Business Studies Chapter 6 - Staffing

Recruitment is the process of searching for prospective candidates and convincing them to apply for job vacancies. Two main sources of recruitment:

1. Internal sources: Internal sources of recruitment are the ones where job vacancies are filled from within the organisation. It can take the following forms:
1. Transfers: A suitable person identified for a profile is shifted from another department to the concerned department.
2. Promotions: Vacant positions at the higher level are filled by suitably promoting employees at the lower level.
2. External Sources: External sources of recruitment are the ones where job vacancies are filled from outside the organisation. In other words, new people are brought in the organisation. It can be in the form of direct recruitment, casual callers, advertising, employment exchanges, placement agencies, campus recruitment, recommendation of employees, labour contractors and web publishing. 

Staffing is the function of management which takes care of the manpower requirement of an organisation. In the complex business environment where rapid continuous changes take place in technology, market preferences and size of organisations, it becomes essentially critical to find appropriate and suitable personnel for the job.

To correct the situation, workers must be provided with proper training. Training refers to enhancing the skills and abilities necessary for a specific job.

Training would help both supervisor and employees in the following manner:

1. Training would help in reducing the wastages of time and money. In this way, it ensures optimal utilisation of resources.
2. Proper training of employees would help in reducing the burden of the supervisor.
3. It would make employees better equipped to face new challenges and deal with various situations and problems.
4. With proper training, employees would become more efficient in handling complex machines. This helps in reducing the chances of an accident. 

The problem mentioned in the question can be solved by providing off-the-job training to workers.

According to the given situation, there is use of hi-tech and sophisticated machines. Accordingly, vestibule training can be provided. Under this training, dummy models of the actual working environment are created. The trainees are then trained to work on the dummy machines. When they acquire the required expertise, they are shifted to work on the actual machines at the workplace.

In the given situation, workers can be provided with on-the-job training. Here, apprenticeship training can be provided. Employees can be made to work under the guidance of a master worker who would teach them the proper use of machinery. For a certain period of time, workers can work under the guidance of a master worker before they gradually start to work by themselves. With training, workers would be able to work with greater efficiency.

Recruitment is the process of searching for prospective candidates and convincing them to apply for job vacancies. On the other hand, selection refers to the process of screening and selecting a suitable candidate out of a pool of gathered candidates.

The following points describe the differences between recruitment and selection:

Staffing is the function of management which takes care of the manpower requirement of an organisation. In the complex business environment where rapid continuous changes take place in technology, market preferences and size of organisations, it becomes essentially critical to find appropriate and suitable personnel for the job.

Following are the points of importance of staffing in the current scenario:

1)    Finding competent personnel: Staffing function of management helps in finding and selecting the most suitable personnel for a job.

2)    Improves efficiency: By ensuring that the right personnel are assigned the right job, it helps in improving efficiency and performance in the organisation.

3)    Growth and survival of the organisation: Proper staffing ensures that the most competent and efficient person is employed for the task. In this way, it helps in the survival and overall growth of an organisation.

4)    Optimum utilisation of human resources: It helps in avoiding the situations of both shortage of personnel and over manning. In this way, it helps in the optimum utilisation of human resources.

5)    Job Satisfaction: Proper staffing function ensures that employees get fair compensation rewards. This helps in boosting self-confidence and provides employees with job satisfaction.

The following points differentiate between training and development:

Internal sources of recruitment are the ones where the job positions in an organisation are filled from within the organisation. Transfers and promotions are the two important internal sources of recruitment. They are said to be economical (in terms of both time and money) because of the following reasons:

1. It saves the time required in the recruitment and selection process.

2. It eliminates the need for advertisements or other such processes, thereby saving cost.

3. When employees are recruited from within the organisation, there is no need for training them afresh. 

Staffing and Human Resource Management:

• Concerned with development and management of human resources in an organisation
• Human resource management is a broad concept
• Activities forming part of Human Resource Management:
• Searching for qualified people, i.e. recruitment
• Analysing and collecting information about jobs for preparing job descriptions
• Developing compensation and incentive plans
• Training and development of employees
• Maintaining labour relations and union management relations
• Handling grievances and complaints
• Providing for social security and welfare of employees
• Defending the company in lawsuits and avoiding legal complications

Selection refers to the process of screening and selecting a suitable candidate out of a pool of gathered candidates. The basic aim of the selection process is to identify the most competent and suitable candidate.

The selection process involves the following steps:

1. Screening: As a first step, the basic qualification and other skills are checked to evaluate whether they fulfil the basic criteria required for the job. For this, the candidates are made to fill an application form wherein the required information can be asked for. In addition, a preliminary interview can be conducted wherein further information about the candidates can be gathered. Those who qualify the screening are selected for the next step, while the others are rejected.
2. Test: With the help of various kinds of tests, certain desired characteristics such as skills and knowledge are judged. These tests can be Intelligence Test, Aptitude Test, Personality Test, Trade Test and Interest Test. With the help of these tests, the candidates are further assessed on different grounds. For instance, personality tests assess characteristics such as maturity level and emotional control.
3. Personal Interview: Tests are followed by a personal interview which includes one-to-one conversation of the candidate with the manager. Herein, the candidate is further judged for the suitability of the job. Moreover, the candidate may seek certain information about the organisation.
4. Background Checks: After the individual clears the interview, the organisation may ask for references such as from previous employers or other known persons. The references are then used to cross check the information provided by the candidate. Moreover, these references may provide certain additional information about the candidate.
5. Selection Decision: When the candidate clears the tests and interviews, the final selection is done.
6. Medical Examination: Some organisations may also conduct a medical examination and the job is offered only when they are declared medically fit by a medical practitioner.
7. Job Offer: After the above-mentioned steps are completed, the selected applicant is provided the job offer. A job offer or a letter of appointment confirms that the individual has been selected for the job. It provides information such as date of joining and the time of reporting.
8. Employment Contract: When the applicant accepts the job offer, he/she is required to fill-up some additional forms which are used by the organisation for future references. For instance, one such document is the contract of employment which comprises details such as salary, date and terms of joining, working hours and allowances. 

Training refers to enhancing the skills and abilities necessary for a specific job. In other words, it attempts at improving the aptitude and knowledge of employees according to the requirements of the specific job.

Training imparts the following benefits to the employee and to the organisation:

Benefits to the Employee 

1. Better Career Opportunities: Training helps in improving the knowledge of the employee which in turn helps in improving his career prospects.
2. Earn More: By helping the individual to improve their knowledge and skills, training improves the earning prospects of employees.
3. Less Accident Prone: With proper training, employees become more efficient in handling complex machines. This helps in reducing the chances of an accident.
4. Self-Confidence: By increasing the knowledge, skills and aptitude of employees, training helps in boosting self-confidence, which in turn helps in improving job satisfaction. 

Benefits to the Organisation 

1. Less Wastage: With training, employees learn to work systematically without the need of any hit and trial method. This helps in reducing the wastage of time and money.
2. Higher Profits: By developing the skills of individuals, it makes them more efficient and productive. With increase in overall productivity, the profits of the organisation rise.
3. Managerial Efficiency: Training imparts self-confidence among employees to face new challenges. It helps them to better deal with varied situations and problems.  

Reduced Absenteeism: Effective training helps in boosting self-confidence and self-reliance of employees, which in turn helps in reducing absenteeism and employee turnover in the organisation.

In the given case, www.naukaripao.com is an online website which lists the senior level jobs and provides a platform for job seekers to get the desired job. Such a source of recruitment is known as Web Publishing where:

• Many websites provide information related to various job openings and job seekers. 
• Job seekers post their relevant details along with their updated resume on the website.

 Benefits of Web Publishing are as follows:

• Time Saving
• Cost effective
• Wide exposure
• Builds a brand image of the company

Selection tests can be conducted as part of the selection process. One of the tests which can be conducted is the personality test which would assess the candidate's nature, state of mind and maturity level.

In the given scenario, the company should use an external source of recruitment such as labour contractors. The situation requires low-skilled workers which can be easily provided by labour contractors. As labour contractors are in close contact with labourers, they can make available the right amount of workers even at a short notice.

1. Staffing which the company should follow:
   1.  Estimating the number of personnel and the particular kind required for the setup.
   2.  Identifying suitable candidates for job vacancies and convincing them to apply for the same.
   3.  Choose an appropriate candidate through a rigorous selection process.
   4.  Making the employee familiar with the working environment.
   5.  Providing the required training to employees.
   6.  Evaluating the performance of employees against the predetermined standards and providing regular feedback.
   7.  Promoting suitable employees to higher positions.
   8.  Providing an appropriate compensation to employees.
2. In the given situation, the company should use external sources of recruitment. Selecting candidates from the local area who are familiar with the working conditions, problems faced etc. in the local region would be more suitable.

3. The following selection process should be used:

   1.  Screening candidates on the basis of the basic criteria and qualifications as required by the job.
   2.  Evaluating the candidate on criteria such as aptitude, intelligence and personality.
   3.  Conducting a personal interview to judge the overall suitability of the candidate according to the requirements of the job.
   4.  Conducting a background check and taking references from the candidate.
   5.  If selected, providing a job offer to the candidate.
   6.  Providing an employment contract stating the terms and conditions of employment.

1. The following problems are faced by the company:

   1. The company faces a dearth of competent and qualified candidates as the competitors have attracted a majority of the most qualified candidates.
   2. The existing employees lack the required hard skills which lead to poor performance.

2. Steps which can be taken to resolve the problems faced:

   1.  Proper training must be given to employees to make them proficient in hard skills.
   2.  Recruitment activities can be outsourced to a specialised agency so that the company is better able to attract competent candidates.

1. The main function which she is supposed to perform is the staffing function. It is her responsibility to ensure that according to the expansion plans of the organisation, the job positions are appropriately filled with qualified and competent candidates. Further, she must ensure that the candidates are provided proper training and motivation to work. As part of her role, she must ensure that the individual goals of employees are in sync with the overall goals of the organisation.
   The functions of Ms Jayshree can be summarised as follows:
    i. Recruiting appropriate candidates
    ii. Preparing descriptions for the job positions
    iii. Preparing a plan for compensation and incentives of employees
    iv. Providing training to employees according to the job requirements
    v. Maintaining a harmonious work environment
    vi. Ensuring social security and welfare of employees
    vii. Defending the company in case of any law suits and legal complications

2. Some problems which Ms Jayshree may face:

    i. She has to perform various specialised functions at the same time.
    ii. She has to follow a rigorous process in selecting the candidates.
    iii. Identifying appropriate sources for recruitment of candidates is a challenging task.
    iv. She must arrange for the training of personnel.

3. Steps to be taken to perform the job efficiently:

    i. She must formulate a proper staffing plan so as to estimate the human resource requirements at present and in the future.
    ii. She must appropriately decide the basic qualification requirements for the job.
    iii. An assessment test should be developed for the process of screening candidates.
    iv. To attract potential candidates, the job should be well advertised.
    v. A series of proper selection tests and interviews should be conducted.

4. Her role is very significant in the organisation. It is highly essential to ensure that the most suitable candidates are selected for the job. An inappropriate selection would hamper the overall performance and efficiency in the organisation. In addition, as human behaviour is complex, it is even more complicated to select the right candidate. The following points justify the importance of human resource management:

    i. Ensuring the recruitment of right personnel so as to maintain performance and efficiency.
    ii. Working towards growth and survival of the organisation through proper training.
    iii. Providing proper motivation and incentives to employees.
    iv. Ensuring optimum utilisation of resources.