(PHAR-AD) Management functions: Staffing, Directing, Controlling

____________________ involves manuring the organizational structure through proper effective selection, appraisal, and development personnel to fill the roles designed into the structure” -________________

Staffing
O’Donnell and Koontz

Staffing —> _________ and ____________

hiring
Developing

What are the 2 aspects of staffing?

1. -

2. -

Technical

Social

________________ - establishing job description, performance evaluation, employee compensation and benefits

technical

____________________ - focuses on personnel role such as development, training, promotion, possible employment counseling

Social

What are the 4 natures of staffing?

1. -

2. -

3. -

4. -

pervasive activity
continuous activity
efficient personnel management
right employee at the right job

__________________

• staffing can be seen across all activities and operations of the organization

• Function of staffing is also carried about by all managers/department heads in all types of concerns where business activtiies are carried out

Pervasive activity

___________________

• staffing function continuous throughout the life of the organization through 3 reasons:

1. -

2. -

3. -

Continuous activity
employee promotion
resignation
transfer of employees

___________________ —> human resources are effectively managed by system or proper procedure to address the 3 reasons

- system must optimize personnel productivity through preventing miscommunication wherein they place right employee at the right time

Efficient personnel management

_____________________ —> involved in the recruitment, proper selection, placement, and proper training and development for the employee

Right employee at the right job

What are the 5 generic steps for the staffing process?

1. -

2. -

3. -

4. -

5. -

manpower requirements
recruitment
selection
training
performance appraisal

____________________

develop job description → answers the

questions:

i. What is the employee required to

do?

ii. What activities are part of the job?

iii. What qualifications are needed for

this job?

iv. Is any experience needed?

Manpower requirements

_______________________

○ attracting candidates to fill the positions in

the organizational structure

○ process of searching prospective employees and stimulating them to apply

○ can internally sourced or externally

sourced

○ recruitment (externally sourced) can be

classified into 3 categories

recruitment

What are the 2 possible sources of recruitment?

1. - (within the organization or company)

2. - (outside; not within the organization)

Internal
External

What are the 3 categories of recruitment?

1. -

2. -

3. -

Direct method
Indirect method
Third party method

_______________ → directly selecting candidates outside of the company

• representative will personally reach out to ideal candidate

direct method

________________ → utilizes

newspapers, televisions, radios and

is appropriate for large target groups scattered geographically

• advertisements, newspapers, social media

• ideal if: large number of candidates, scattered geographically

indirect method

_____________________ utilizes a

middleman or any private

employment agency/professional

association recruiting firms or apps

(i.e. LinkedIn)

• professional agency platform

Third party method

__________________

“Process which candidates by employment

are divided into two classes: those who

are offered employment and those who are

not” -Dale Yoder

○ Selection Procedure:

i. Receiving and screening the

application

ii. Review the completed

application form

iii. Conduct preliminary interview

iv. Check the references provided

v. Administer skills and personality

tests

vi. Conduct final interview

vii. Selection proper

Selection

“Process which candidates by employment

are divided into two classes: those who

are offered employment and those who are

not” - _______________

Dale Yoder

What are the 7 steps in the selection?

1. -

2. -

3. -

4. -

5. -

6. -

7. -

Receiving and screening the application
Review the completed application form
Conduct preliminary interview
Check the references provided
Administer skills and personality tests
Conduct final interview
Selection proper

___________________

• developing employees by increasing their skill and improving their behavior

4 Reasons why we conduct training:

1. -

2. -

3. -

4. -

Training
Familiarize with Mission, Vision, Core Values, Regulations, and SOPs

Refresh and enhance knowledge

Keep up-to-date

Career growth or promotion

What are the 2 methods of training?

1. -

2. -

On the job
off the job

______________ or learning by doing —> employee will be immersed in the

actual setting and is applied

through:

● Instruction Method

● Apprenticeship Method

● Training by supervisors

● Vestibule Training

● Training by experienced

persons

on the job

________________ —> done with large number of employees that need to be trained is applied through

• Lecture Method

• Conferences

• Seminars

• Role play

• Case Studies

Off the job

_______________________

formal procedures used to evaluate

personalities, contributions, and potential

employees

○ also called _____________ or ___________

○ provide feedback → stating areas for

improvement → formulation of suitable

training and development for employees

○ Advantages:

i. Promotion

ii. Compensation

iii. Employees’ Development

iv. Motivation

Performance appraisal
Merit rating
Performance evaluation

___________________

• managers initiating actions

• “Consists of a process or technique by which

  instruction can be issued and operations can be

  carried out as originally planned” -Theo Haimann

• converting plans to action

Directing

“Consists of a process or technique by which instruction can be issued and operations can be carried out as originally planned” - _____________

Theo Haimann

What are the 5 importance of directing?

1. -

2. -

3. -

4. -

5. -

Achieving coordination
Means of motivation
Supplements other managerial functions
Helps in coping with changing environment
Facilitates order and discipline

_________________

• activity carried out by SUPERVISORS to manage productivity and progress of employees

Supervision

What are the 6 roles of supervisor?

1. - (plan daily working sched)

2. - (daily operations, sales/inventory)

3. - (guides)

4. - (open communication across all subordinates)

5. - (monitoring of performance)

6. - (mediate the subordinates)

Planner
Manager
Guide and leader
Mediator
Inspector
Counselor

________________ establish daily working schedules in a department

planner

_______________ manages operations and provision of working conditions

manager

_______________ guiding the employees in order to achieve the established plan as a team

guide and leader

________________ —> communication of concerns between top management and ground workers

Mediator

_______________ —> monitor and standardize rules for subordinates; prepare time schedules

Inspector

_______________ —> mediate and address specific concerns between employees

Counselor

_____________________

• Method of paralleling actual performance with

  standards and employing necessary corrective action

• Implementation of a decision method and the use of feedback so that goals and strategic plans are optimally obtained

• Productivity and utilization of resources are assessed in the controlling function

Controlling

What are the 8 features of controlling?

1. -

2. -

3. -

4. -

5. -

6. -

7. -

8. -

Positive force
Continuous process

Forward looking
Universal
Dynamic
Delegation
Goal-oriented
Based on planning

________________ → a system of control will always look for areas

of improvement, pinpoints operations and employees that do

not perform well, and enact the necessary actions

positive force

_______________ → as a manager, you are required to

continuously monitor and assess where your department is

relative to the planned course

continuous process

__________________ → assessing past events and conduct

analysis (SWOT Analysis)

forward-looking

_______________ → all managers should have controlling as their

primary function

universal

____________ → amenable to change; a properly designed control

system helps a manager to anticipate, identify, monitor, and

respond to changing circumstances

Dynamic

_______________ → manager gets authority or right to delegate

resources

● the key to control

● the manager cannot control anything other than

his/her jurisdiction

delegation

_______________ → everything being controlled must be aligned

with the established goals of the organization

Goal-oriented

__________________→ planning provides the standards,

performance, the targets and direction

based on planning

Planning is useful only when there is __________ control

effective

Each step in the controlling process must have FEEDBACK from the ____________ and _______________

manager
entry-level employees

What are the 4 steps in controlling process?

1. -

2. -

3. -

4. -

Establishment of standards
Measurement of actual performance
Comparison of actual with standard
Taking corrective action

_______________ —> targets which subsequent performance will be equated with; known as _____________ which determines acceptable levels of performance

standards
benchmarking

What are the 3 aspects involved in measurement of actual performance?

1. -

2. -

3. -

Completeness
Objectivity
Responsiveness

______________ —> providing an opportunity for the manager to concentrate on all aspects of the

job

Completeness

___________ → avoid bias with subjective assessment

objectivity

________________→ effort and performance lead to improvement

responsiveness

Corrective steps are always initiated by ___________ to rectify defects in actual performance

managers

What are the 3 types of control?

1. -

2. -

3. -

Feed forward control
Concurrent control
Feedback control

___________________

• concentrates on regulation of inputs to warrant the standards necessary for the transformation process

• it addresses what an organization can do ahead of time

• foresees the problems the problems that may arise during operations

• role of consultants/advisers expressed

• hire __________ or _______

• can be called ________________ or _________________

“How do we stop errors before they happen?”

● ex: market demand forecasts, equipment

maintenance

Feed forward control
consultants
experts
Preliminary control
Predictive control

_____________________

● takes place while an activity is in progress

● involves regulation of on-going activities to ensure

that it will produce correct results

● can be called _______________

● performing _____________________

“are we doing things correctly?”

● ex: real time speed of a production line, adjustment of

water temperature while taking a shower

Concurrent control
yes-no control
In-process quality control tests

____________________

• focuses on outputs or results of the organization after an activity is complete

• it gathers and evaluates information and provide necessary steps to improve similar activities in the future

• can be called as _______________ or ______________

“did we meet our standards, if not, see areas for improvement”

Feedback control
Post-action
Output control