what-is-staffing-handout

STAFFING IN THE ORGANIZATION

What is Staffing?

  • Staffing is a key responsibility of managers involving:

    • Appointing qualified individuals into organizational positions.

    • Ensuring employee efficiency and effectiveness.

    • Promoting employee growth within the company.

Human Resource Development

  • Staffing includes:

    • Acquiring and developing human resources to perform various activities.

    • Continuous recruitment, selection, training, and development of employees.

Continuous Process of Staffing

  • Staffing is ongoing due to:

    • The perpetual need to find and hire talent.

    • Employee movements (leaving, transferring, or being promoted).

    • Job realignment necessitating filling of vacancies.

Management's Role in Staffing

  • Managers determine:

    • The number of employees needed and the necessary competencies.

    • Effective human resource management maximizes productivity and helps achieve organizational goals.

Employee Development

  • Employees deserve:

    • Proper training and development opportunities.

    • Competitive salaries and benefits aligned with their responsibilities.

    • Regular evaluations to ensure performance is at expected levels.

HUMAN RESOURCE DEPARTMENT

Role of HR Department

  • The HR Department (HRD) focuses on implementing human resource management.

  • Key activities include:

    • Human resource planning.

    • Job analysis.

    • Recruitment and hiring.

    • Training and development.

    • Performance appraisal.

    • Compensation management.

    • Employee relations.

Compliance and Management

  • HRD ensures compliance with:

    • Workplace safety standards.

    • Labor and employment laws.

  • Led by HR professionals and may include a Vice President for HR.

THE STAFFING PROCESS

Steps in the Staffing Process

  1. Human Resource Planning

    • Assess the right number of people and required skills.

  2. Job Analysis

    • Determine tasks, activities, and skills for identified positions.

  3. Recruitment

    • Scouting and attracting qualified candidates.

  4. Selection

    • Conduct interviews, psychological tests, and background checks.

  5. New Employee Orientation

    • Orient new hires on company policies and procedures.

  6. Training & Development

    • Equip employees with necessary skills.

  7. Performance Appraisal and Rewards

    • Assess and reward employee performance.

  8. Employee Movements and Relations

    • Manage transitions and maintain positive relations.

HUMAN RESOURCE PLANNING & JOB ANALYSIS

Importance of HRP

  • HRP identifies individuals with necessary skills and assigns tasks crucial for organizational manpower adequacy.

Job Analysis

  • Job analysis determines:

    • Duties, responsibilities, and skills required for positions.

    • Essential job standards and required behaviors.

Information Collected Through Job Analysis

  • Key data points include:

    1. Specific tasks and activities.

    2. Required behavior on the job.

    3. Job standards and performance levels.

    4. Knowledge and tools/equipment used.

    5. Work conditions and physical aspects.

    6. Personal characteristics and requirements.

JOB ANALYSIS PROCESS

  1. Formulation of Objectives

  2. Selection of Jobs

  3. Application of Job Analysis Techniques

  4. Conducting Job Analysis

  5. Preparation of Job Description and Specifications

TECHNIQUES IN CONDUCTING JOB ANALYSIS

  • Common techniques include:

    1. Observation

    2. Interviews

    3. Questionnaires

    4. Logbooks

JOB DESCRIPTION

Purpose of Job Description

  • Summary of duties, responsibilities, and relationships for each job position.

  • Provides clarity on job expectations, minimizing irregularities in performance.

Essential Parts in Job Description

  1. Job title.

  2. Reporting relationships.

  3. Job classification.

  4. General description of the job.

  5. Specific duties and responsibilities.

  6. Job specifications (qualifications).

RECRUITMENT

Definition and Purpose

  • Recruitment attracts qualified candidates for vacant positions.

  • Includes activities to entice and influence suitable applicants.

Ensuring Recruitment Success

  • Management should:

    • Understand organizational goals and hiring reasons.

    • Prioritize vacancies based on performance needs.

    • Require applicants to complete forms and undergo selection and testing.

Types of Applicants

  • Internal Applicants: Current employees considered for promotions.

  • External Applicants: Individuals outside the organization applying for roles.

Recruitment Options

  • Traditional Methods: Advertising, job fairs, referrals.

  • Non-traditional Methods: Internet-based recruitment.

SELECTION PROCESS

Overview of the Selection Process

  • Begins post-preliminary screening, involving interviews and psychological tests.

Types of Psychological Tests

  1. Mental Ability/ IQ Tests: General knowledge and reasoning.

  2. Aptitude Tests: Specific abilities related to job success.

  3. Personality Tests: Behavioral attributes like cooperation and responsibility.

PLACEMENT

Final Steps in Hiring

  • Following job offer acceptance, the candidate must submit pre-employment documents and undergo a medical examination.

  • Upon clearance, the candidate is hired and signs an employment contract.

STATUS OF EMPLOYMENT

Types of Employment Status

  1. Probationary: Evaluated post a six-month period.

  2. Contractual: Limited duration contract.

TRAINING AND DEVELOPMENT

Distinction Between Training and Development

  1. Training: Activity to enhance current job performance.

  2. Development: Opportunities for increased responsibilities for growth.

New Employee Orientation

  • Initial training provides information on company history, policies, and team introductions.

Training Process

  • Includes pre-training assessment, implementation, and evaluation of benefits.

Pre-training Assessment

  • Identifies trainee needs, establishing SMART objectives for training programs.

Designing Training Programs

  • Determines the method, resources, and venues for effective training delivery.

Training Techniques

  • Various methods used:

    • Lecture.

    • Demonstration.

    • Computer-based training.

    • Role playing.

    • Teambuilding.

Training Evaluation

  • Evaluates:

    • Trainee reactions to the program.

    • Results in performance, productivity, and retention of information.

COMPENSATION AND WAGES

Definition of Compensation

  • Tangible rewards for services rendered, which includes:

    • Direct compensation: Salaries, wages, bonuses.

    • Indirect compensation: Non-monetary benefits like health insurance.

Compensation Guidelines

  • Influenced by industry conditions; encompasses salary, wages, and pay structures.

Common Modes of Payment

  1. Payment for Time Worked.

  2. Flat Rates.

  3. Incentive Pay.

  4. Skills-based Pay.

  5. Knowledge-based Pay.

  6. Executive Payment.

  7. Special Payments.

Payment Adjustments

  • Includes merit increases, cost-of-living adjustments, seniority pay.

SPECIAL PAYMENTS

  1. Overtime Pay: Compensation for hours worked beyond the standard schedule.

  2. Holiday Pay: Payment for unworked holidays.

  3. Service Charge: Entitlement from service-related fees.

  4. Severance Pay: Compensation for terminated employees.

  5. Retirement Pay: Based on years of service and additional benefits.

  6. Thirteenth Month Pay: Given to employees for a month of service rendered.

EMPLOYEE BENEFITS

Types of Employee Benefits

  1. Government-mandated benefits: Required by law.

  2. Voluntary benefits: Offered at the company's discretion.

Government-mandated Benefits Include:

  • Social Security System (SSS).

  • Employees’ Compensation Program.

  • Pag-ibig and Philhealth benefits.

  • Leave entitlements (maternity, paternity).

Voluntary Benefits

  • Include:

    • Vacation and sick leave.

    • Bonuses, insurance programs, and subsidies.

    • Other perks like uniforms and transportation services.