Topic 7: Staffing

1. Define Human Resource (HR) Planning

Definition: Human Resource (HR) planning is part of the organization strategic planning as it deals with how organizations assess the future supply and demand for human resources

Importance:

• Ensures organizational goals are achieved.

• Enhances competitiveness in the market.

• Addresses labour surplus (e.g., layoffs or early retirement) and labour shortages (e.g., recruiting, outsourcing, or hiring temporary employees).

2. Define and Process of Recruitment

Definition:

• Recruitment means organizational activities that influence the number and types of applicants who apply for a job and whether the applicants accept jobs that are offered

• The process of finding and attracting job candidates who are qualified to fill job vacancies.

• There are two types of recruitment

  • Internal recruitment

    • Advantage

      • Low Cost

      • Motivates employee

    • Disadvantage

      • Inbreeding

      • Morale problems for those not get promoted

  • External recruitment

    • Advantage

      • New perspective and skills

    • Disadvantage

      • High Cost

      • Selected may not fit the job

Process:

1) Determining a need

2) Applicant search and selection

3) Decision-making process

4) Adaptation to the workplace

3. Job Analysis

Definition: Studying a job in order to understand what is needed in the job and how to perform the job successfully

Job Characteristics (The applicants need to have to perform well)

• Knowledge, Skills, Abilities, Attitudes

Job Descriptions (Explains what the job is)

• Task, Behaviour, Responsibilities

Job Specifications (Explains who would suit the job)

• Specific knowledge, Skills, Abilities, Employee characteristics

2. Sources of Job Applicants

There are two major sources of job applicants which is internal and external sources.

Internal Sources

Definition: Internal sources refer to individuals inside the organization who are transferred from different department or promoted to fill in the vacancies

External Sources

Definition: External sources refer to

Common External Sources:

1. Media Advertisements: Candidates respond to job postings in newspapers, websites, or social media.

2. Job Fairs: Events where multiple organizations meet potential applicants.

3. Colleges and Universities: Fresh graduates often seek career opportunities.

4. Employment Agencies: Specialized firms that match candidates with employers.

5. Word-of-Mouth: Referrals from existing employees or networks.

3. Describe the Various Roles Played by Recruiters

Recruiters are responsible for attracting, evaluating, and hiring the right candidates. They act as a bridge between the organization and job applicants.

Key Roles:

1. Gatekeepers:

   • Control the flow of candidates entering the selection process.

   • Ensure only qualified candidates move forward.

2. Educators:

   • Provide applicants with detailed information about the job and organization.

   • Explain organizational culture, job expectations, and benefits.

3. Marketing Agents:

   • Promote the organization as an attractive place to work.

   • Highlight the company’s strengths, such as career growth, work-life balance, and competitive benefits.

4. Negotiators:

   • 
     

   • Ensure both parties agree on terms that meet their expectations.

Opportunities and Limitations:

• Opportunities:

  • Build a positive reputation for the organization through effective communication.

  • Identify top talent to contribute to organizational growth.

• Limitations:

  • Untrained recruiters may lead to poor hiring decisions.

  • Biases or lack of clear communication can create dissatisfaction among candidates.

Summary Table: