[PHA 617] Unit IIC - Staffing

It is the process of assuring that the right person is completing the right tasks within predetermined work units and that these persons have the necessary skills to do the job. It ensures that the organization will have sufficient quantity and quality of personnel to achieve its mission and goals.

Staffing

The right person in staffing is defined based on his/her?

- Skills

- Qualifications

- Preparation

Staffing involves:

1. Determine position to be filled

2. Prepare jobs description

3. Identify sources potential applicants

4. Search for applicant

5. Interview applicants

6. Select applicants

7. Orient new applicants to job

8. Train new applicants and new employees

9. Evaluate new employee's performance

Process of gathering and analyzing information about the content and the human requirements of jobs and the context in which jobs are performed. It is important, especially if the owner of the company is beginning or has no experience. This is done through surveys and consulting with experts in the business.

Job Analysis

It is a statement of the human qualifications necessary to do the job. It emphasizes the personal qualities applying for the job position. It must meet the job description.

Job Specification

What is included in job specification?

- Education

- Experience

- Training

- Skils

It entails the tasks and responsibilities of a job position. It highlights the work elements to be performed. It is a statement that identifies what the job consists of and who the superiors are to whom they are accounted for.

Job Description

What is included in job description?

- Job title

- Job summary

- Duties

- Supervision given

- Working conditions

Sources of applicants may be?

Internal

- within the company

External

- school placement, drop-in / walk-in / online application, advertisement

Searching for applicants involve?

Screening - looking for the RIGHT person/s

It consists of all activities associated with attracting qualified candidates. It aims to attract possible and prospective applicants.

Recruitment

It refers to candidate application, screening, interviewing, selection, and hiring process. It is an extensive process that considers the application of those who applied during recruitment.

Placement

What are the primary activities associated with staffing?

1. Human Resource Planning

2. Recruitment

3. Hiring

4. Orientation

5. Training and Development

6. Separation

Collaborating with management and supervisors at all levels of the organization to forecast the organization's short-term and long-term personnel needs.

Human Resource Planning

Identifying the number, type, and qualifications of staff needed to meet the needs of a department and its customers. We must also consider the skills of staff members within an employee classification.

Human Resource Planning

What are the things you need to consider in human resource planning?

- How much manpower do you need for the job

- Anticipate all possible scenarios concerning employees and customers

- Application of multistream management

Taking care of your internal and external customers is important. Who are the internal customers?

Employees

Taking care of your internal and external customers is important. Who are the external customers?

People that bring profit to your business

Seeking out and attracting adequate numbers of qualified personnel to meet the organizational needs on an ongoing basis, including contingencies such as resignations and leave of absence

Recruitment

It includes identification of the type of employee needed based on an established staffing plan, advertising for candidates, and screening and interviewing candidates to identify a candidate who is a good match for the vacant position.

Recruitment and Hiring

It means doing your job with the utmost quality.

Professionalism

It involves reviewing applicants' basic qualifications and experience to determine if they meet the preestablished criteria for hiring.

Screening employees

Selecting the appropriate personnel for vacant positions and associated activities such as benefits counseling, background, and reference checks

Hiring

Introducing the new employee to organizational policies, procedures, values, personnel, and environments. They must have core values that align with the organization.

Orientation

(True/False) The last person who will decide if the job position will be filled is the company.

False

- Last person is the APPLICANT.

Meeting the short- and long-term education and professional development needs of employees at all levels of the organization

Training and Development

Terminating the employment of personnel because of resignation, inadequate job performance, or a decrease in organizational resources; disciplinary activities may preclude separation, as necessary

Separation

Five steps during placement of employees

1. Application

2. Screening

3. Interviewing

4. Selection

5. Hiring

It screens basic qualifications and provides background for personalized interview questions.

Application

It uses criteria and/or tests to reduce to only qualified applicants. It is done by HR.

Screening

It is scheduling and asking candidates questions in an organized, purposeful way.

Interviewing

It is reviewing interview notes and asking key questions to find the best candidate for the position.

Selection

It is extending the offer to the best candidate.

Hiring

Three types of tests given during screening

- Job Proficiency Test

- Psychological Test

- Integrity Test

Screening test based on the position you are applying for. It is one in which the applicant is given the opportunity to demonstrate his or her occupational skills.

Job Proficiency Test

Screening test that includes aptitude, personality, and vocational interest tests

Psychological Test

Type of psychological test that measures the potential for performing satisfactorily on the job, given sufficient training.

Aptitude test

It is the best known variety of aptitude test that measures one's ability to solve problems and learn new materials.

Mental ability test

Type of psychological test that measure personal traits and characteristics that could be related to job performance. However, it might lead to discrimination from employers and false answers from applicants.

Personality test

Type of psychological test that measure preferences for engaging in certain activities and in specific occupations. They are designed to determine whether a person would enjoy a particular activity or occupation.

Interest test

Screening test that sees how true you are to your answers (e.g. through lie detector test)

Integrity Test

What is the major factor measured by the integrity test?

Social conscientiousness

Advantages and disadvantages of online advertisement

Advantage: Wider scope

Disadvantage: Requires payment (not free)

Type of interview question regarding the general information about the candidate

Traditional

Type of interview question in response to an imaginary situation

Situational

Type of interview question based on a previous situation assuming past behavior will predict future behavior

Behavioral

Type of interview question intended to unnerve candidates to assess their stress response

Stress

Type of interview question asked by the interviewee to the interviewer to assess interviewee's preparation

Candidate question

It includes checking references and negotiating salary, benefits (including relocation expenses), and the date of employee will begin work.

Hiring a new employee

Who is the first person called by the company you are applying for during a reference check?

Previous Employer / Immediate Supervisor

It is a document that contains the goals, policies, and procedures that are relevant to the employee and the job he/she is assuming.

Employee Handbook

Provided by organizations when performance improvement is needed, to benchamrk the status of improvement, to help an employee be eligible for a planned change in role in the organization, and to train about a specific topic to meet customer service

Training, Education, and Development

(True/False) Training is done only to new employees.

False

- Both new and old, improving the quantity and quality of work

What are some of the basis for improvement of employees?

- Employee Performance Appraisals

- Competency Assessment System

- Strategic Plans

- Program Evaluation Results

- Staffing Plans

Activities related to improving an employee's capacity to perform his or her current job

Training activities

Activities related to improving an employee's capacity for specific but future job

Education activities

Activities related to overall capacities that may be used in any job, such as time management or communication skills. They prepare employees for new responsibilities and positions.

Development activities

What are the guidelines in training and development?

1. Action-oriented

2. Ongoing process

3. Allows room for mistakes

4. Flexible

5. All phases of development must be controlled and monitored.

What are the two primary forms of training?

- Orientation training

- Job training

It involves welcoming new employees, presenting a positive first impression, providing information that will allow them to settle into their new responsibilities, and to establish early expectations of performance and behavior.

Orientation training

It helps current employees to keep up with the development of the organization, learn new information, develop new skills to perform better, and refresh capabilities that may have diminished over time.

Job training

Examples of management training methods

- On-the-job Training (OJT)

- Job Rotation

- Creation of "Assistant to" position

- Off-the-job

Examples of non-management training methods

- On-the-job Training (OJT)

- Apprenticeship and Internship

It is the most frequently used training method for non-management.

On-the-job training

Overseeing performance and providing feedback and guidance to employees to correct inappropriate behavior and to improve the quality and quantity of performance if it does not meet minimal standards.

Discipline and Separation

This is utilized by managers when providing feedback to unacceptable or substandard performance.

Formal disciplinary process

These are beneficial and necessary for the safety and well-being of those the organization serves, as well as its health and survival.

Disciplinary procedures

These systems provide multiple opportunities for the employee to correct deficiencies and for the manager to offer assistance and to ask the employee what the manager or organization could to to help them overcome the difficulty they are experiencing.

Progressive disciplinary systems

What are the 5 steps of disciplinary process applied to tardiness to work?

1. Remind or reinstruct

2. Verbal warning

3. Written warning

4. Suspension

5. Termination

An effective method of interviewing that helps to match the employee to both the job and the culture of the department and organization

Attribute-based interviewing

It is the process of terminating multiple employees at the same time.

Downsizing

Three major reasons that organizations conducts downsizing

1. Cost

2. Reduction

3. Adaptation of new technologies that reduces the need for a large number of employees

It is the process of predicting the demand and supply, whether it is the number of employees or the types of skills that are needed and available to get the job done.

Human Resource Forecasting

Other name for selection of applicants

Candidate Selection

It refers to the habitual non-presence of an employee at their job. Habitual non-presence extends beyond what is deemed to be within an acceptable realm of days away from their office from legitimate causes such as scheduled vacations, occasional illness and family emergencies

Absenteeism

Refers to a workforce segment associated with a limited skill set or a minimal economic value for the work performed. It is generally characterized by lower educational attainment or lack of their typical, resulting in smaller wages

Unskilled labor

It is the measure of how much worth an employee delivers within a specific time.

Employee productivity