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Staffing is the third function of management in the organization structure and it is the most vital activity in Human Resource Department. Here in this article, we have shared steps involved in process of staffing function in management.

Staffing has secured greater importance in recent years due to the advancement of technology, increase in the size of business, the complexity of human behavior, etc.

The main objective/purpose of staffing is to put the right man on the right job and at the right time such as square pegs in square holes and round pegs in round holes.

◉ Staffing Definition by Kootz & O’Donnell

“The managerial function of staffing involves manning (human resource) the organization structure through proper and effective recruitment, selection, appraisal & development of personnel to fill the roles designed in the structure.”

So let’s start discussing and understanding the steps involved in the process of Staffing.

► Process of Staffing

There are 8 steps in process of staffing that complete the one cycle of staffing in human resource management. but always remember staffing is a continuous process in any organization. So it never ends.

There are various activities involved in the process of staffing that is following;

1. Manpower requirements
2. Recruitment
3. Selection
4. Orientation and Placement
5. Training and Development
6. Remuneration
7. Performance Evaluation
8. Promotion and transfer

✔ 1. Manpower Requirements (Human Resource)

The first step in staffing is to plan the labor and manpower inventory required by a concern in order to match them with the job requirements and demands. Therefore, it involves job analysis, forecasting, and determining the future manpower needs of the concern.

The essential interaction includes the preparation of labor expected to fill different situations in the organization and play out the errands according to the goals of the organization.

In this progression; Different work positions are made. Instructive capabilities required, range of abilities expected to play out each work, related knowledge required, and so forth are chosen.

✔ 2. Recruitment (Process of Staffing)

Once the workforce requirements are notified, the HR department invites applications according to the invitations made to the desirable candidates.

The main objective of recruitment activity is to attract the maximum number of eligible candidates to apply for the job.

Positive interaction with an expert to draw in a bigger number of individuals with advantageous profiles to go after jobs empty in the organization.

There are specifically two sources of recruitment, internal and external.

In this step, the job design, job description, and specifications are created. and the sets of expectations from candidates are made.

The source of recruitment is chosen. The job advertisement might be shown on the posters or might be distributed through print media, social media, and electronic media.

This includes finding and assurance of expected applicants. In this, both internal and external sources of recruitment are investigated.

✔ 3. Selection (Process of Staffing)

Selection is the screening step of staffing in which the solicited applications are screened out and the best suitable candidates are appointed as per the requirements.

This activity includes the finding of or picking the most proper contender for the vacant position among the pool of candidates. Selection includes a progression of occasions like preliminary tests and interviews.

It additionally guarantees that the organization gets the best among every one of the people who applied. The confidence and renown of the chosen ones are upgraded.

✔ 4. Orientation and Placement

Once the screening test takes place, the appointed candidates are made familiar with the work units and work environment through the orientation programs. Placement is the process that takes place by putting the right man on the right job.

In orientation, the selected candidates are given a presentation about the workplace. They are made to see the work environment.

Meetings with associates, subordinates, and seniors are organized. They are made to acquaint with the principles guidelines and arrangements of the organization.

Arrangement includes putting the selected worker in the position he is chosen for.

✔ 5. Training and Development

Training is a part of incentives given to the new workers in order to develop and grow them within the organization. Training is provided according to the nature of activities and scope of expansion in it. Along with it, the new employees are developed by providing them extra benefits of in-depth knowledge of their functional areas.

The development program also includes giving them important tasks as a test right after training in order to analyze their performances.

In this competitive world, it has become vital for individuals to keep themselves updated according to the prerequisite and technology.

Training and development program requires preparing, the organization might have in-house preparing focuses or may have tie-ups with different organizations to prepare their representatives. Through these preparation programs, representatives get prepared and it likewise fills in as an advantage to the organization thusly.

These projects inspire the workers and their capabilities are fortified. This additionally helps in the maintenance of the workers and draws inabilities.

✔ 6. Performance Evaluation

Performance Evaluation is the act of keeping a track record of the behavior, attitudes as well as opinions of the workers towards their jobs. For this regular evaluation or assessment is done to evaluate and supervise different work units in a company.

It is basically concerning to know the development and growth patterns of the employees in their work. Performance evaluation helps in measuring the effectiveness of the training of the worker.

On-job training is one of the ways to investigate the presentation of the workers against set standards of the company. Essentially, this is a method for giving input on the presentation of the employees of an organization.

✔ 7. Remuneration (Process of Staffing)

Remuneration is a kind of compensation provided in monetary terms to the employees for their work performances. This is given according to the nature of the job such as skilled or unskilled labor, physical or mental, etc.

Remuneration forms an important financial incentive for the employees.

Salary or Pay is the installment or prize given to workers of an organization by the method of compensation and wages. This might be in different structures like compensations, motivations, commissions, rewards, and aberrant installment like clinical offices, and so on.

✔ 8. Promotion and Transfer

Promotion and Transfer is the last step involved in process of staffing. Promotion means updating the profile or position of an employee. This goes about as a significant push factor in the professional career goals of individuals.

Promotion inspires individuals to work better. Advancement to a higher position implies serving more prominent obligations which thus brings more noteworthy compensation and occupation fulfillment.

The transfer is the act when an employee or sometimes a group of workers are being moved from one office to another office to serve their duty there.

Transfers are one of the internal sources of recruitment and it is done as per the requirement of filling the vacant position in the company. Sometimes transfers are useful when there are multiple projects running in the organization.

The controlling function is the last function of management that is used to get feedback from the employees by many techniques of control. All the Controlling techniques follow a similar process of controlling to implement those techniques.

Today in this article we have shared all the steps involved in controlling the process in a detailed manner so anybody can understand easily. So let’s start with brief information about what is planning and its importance in management.

Process of Controlling in Management

The controlling process means guaranteeing that exercises in an organization are proceeded according to the plans.

The controlling function guarantees that an organization’s assets are being utilized efficiently and effectively for the achievement of desired objectives.

“Controlling is the act of monitoring and correcting all activities in an organization to ensure they are being accomplished as planned.”

Must Read :Nature & Objective of Controlling

Controlling is an important function performed by Managers. This will involve many activities given as follows;

• Recording the actual performance with set standards and against the time schedule.
• Checking work progress.
• Identify deviations if any and make corrections.
• If not solved independently, then report it to top management.

Now we will discuss all the steps in the controlling process with examples.

► Steps in Process of Controlling

Controlling process steps are the same for all controlling techniques and the sequence of all the steps is as given below.

• Step 1:  Setting Performance Standards
• Step 2: Measurement Of Actual Performance
• Step 3:  Comparing Actual Performance with standards
• Step 4: Analyzing Deviation
• Step 5: Taking Corrective Action

✔ Step 1: Setting Performance Standards (Process of Controlling)

• The models against which actual performance can be estimated are known as norms/standards.
• Standards are the objectives that an association tries to accomplish.
• Because of changes in the business climate, principles should be adequately adaptable to be changed depending on the situation.
• Standards could be subjective or quantitative or they could likewise be time-bound or cost-bound.

Setting Performance standards is the first step in the controlling process and these are the plans or the targets which have to be achieved according to the business function.

It makes criteria for judging the performance of the workers. Standards generally are classified into two categories;

a. Measurable or tangible: Those standards which can be measured and well defined are called measurable standards. Examples of Tangible standards are cost, output, expenditure, time, profit, etc.

b. Non-measurable or intangible: There are standards that cannot be measured in monetary terms. For example, the performance of a manager, deviation of workers, their attitudes towards a job. These are known as intangible standards.

Controlling function becomes easy by setting these standards because controlling is exercised on the basis of these standards.

✔ Step 2: Measurement of Actual Performance

• Performance standards are set up first, and afterward, actual performance is evaluated.
• Individual observation and test checking ought to be utilized to gauge execution in an unbiased and dependable way.
• Performance should be estimated in the very terms that principles have been characterized to make examinations more straightforward.
• Performance can be checked at the same time when the work is being performed or after the fulfillment of work.

The second step in the controlling process is to measure the actual performance. Identifying the deviations becomes easy through measuring the actual performance.

Measuring Performance levels can be an easy and difficult task sometimes. Measurement of tangible standards is easy as it can be expressed in units, cost, money terms, etc.

Quantitative measurement becomes difficult when the performance of the manager has to be measured.

Managerial efficiency or Performance of a manager cannot be measured in quantities. It can be measured only by certain attributes-

a. Attitude of the workers,
b. Their morale to work,
c. The development in the attitudes regarding the physical environment, and
d. Their communication with the superiors.

Performance Measurement is also sometimes done through various reports like weekly, monthly, quarterly, yearly reports.

✔ Step 3: Comparing Actual Performance with set standards

• In this progression, a real performance is contrasted with the standard.
• On the off chance that the exhibition meets the standards, everything has all the earmarks of being taken care of.
• There can be three situations

(a) Standards = Actual Performance

(b) Standards > Actual Performance

(c) Standards < Actual Performance

Comparison of actual performance with the set standards and planned targets is very important.

✔ Step 4: Analyzing Deviation (Process of Controlling)

Deviation can be defined as the gap between actual performance and the planned targeted set standard of performance.

The manager has to find out two things that are first, the extent of the deviation and secondly, the cause of deviation.

The extent of deviation means that the manager has to find out whether the deviation is positive or negative or whether the actual performance is in conformity with the standard performance.

The admissible scope of not entirely settled by surveying deviations from the norms.

(A) Critical Point Control:

Control should be centered around key outcome regions (KRAs) that are significant to an association’s prosperity. These KRAs have been assigned as significant places.

(B) Management by Exception:

Exceptional administration Control by an exemption, frequently known as control by special case, is a key administration control reasoning in light of the conviction that endeavoring to control everything prompts overseeing nothing. At the end of the day, you can’t handle everything simultaneously.

The managers have to exercise the controlling technique, Management by exception. He has to find out those deviations which are critical and important for an organization. Here the minor deviations have to be ignored.

Major deviations like replacement of tools & machinery, the appointment of workers, quality of raw material, rate of profits, etc. should be looked upon consciously.

Therefore in the corporate world, it is said, If a manager controls everything, he ends up controlling nothing.

For Example, the organization regulator concludes that remedial activity is required when the costs are more prominent than $10,000 or 20% higher than anticipated. The objective of the management by exception case approach is to just concern the executives with the main deviations from the business’ arranged course or execution.

Another example, if the prices of stationery charges increase by a minor 5 to 10%, it can be called a minor deviation. On the other hand, if monthly production decreases continuously. Then it is called a major deviation. Once the deviation is identified, a manager has to find the various cause which has led to deviation.

Causes/Reason for Deviations can be as follows-

a. Erroneous plans or planning
b. Lack of Co-ordination
c. Defective Implementation of plans
d. Supervision and communication are ineffective, etc.

Also Read :Management by Objectives (MBO)

✔ Step 5: Taking Corrective Action (Process of Controlling)

Making a medicinal move is the last advance in the controlling system. At the point when the difference is inside satisfactory limits, no remedial activity is important. At the point when significant distortions happen, be that as it may, restorative activity is required like:

• Alerts are being introduced.
• Hardware is upgraded or supplanted.
• Devices are organized which were required for creation.
• Work processes are being refreshed.
• If there should arise an occurrence of misjudgment or error of guidelines, the principles are set once more.

Once the causes and extent of deviations are identified, the manager has to detect those errors and take corrective actions for them.

There are two things that managers have to keep in mind, i.e,
a. Taking corrective measures for deviations that have occurred; and
b. After taking the corrective actions, if the actual performance is not in conformity with plans, then the manager can reform the set standards.

When the actual performance is aligned with the set standard of the company then the controlling process is completed. But controlling is a continuous process because managers have to take follow up from time to time even if everything is alright.

Follow-up is an important activity because it is the only way by which a manager can take corrective actions when needed, and can exercise controlling function.

Must Read :What is Planning?

Also Read :What is Staffing?

Staffing in management is characterized as the method involved with recruiting, selecting, promoting, and transfer of the right person to fill in a vacant position in the organization. It implies putting the right person at the right work.

Here we have shared a complete detailed article on Staffing definition and meaning, Need, Importance, and Process of Staffing in management.

► What is Staffing in Management?

Staffing is the 3rd function of management, For your information, Managerial functions are Planning, Organizing, Staffing, Directing (Leading), and Controlling.

Staffing is a continuous activity that involved recruiting, selecting, promoting, and transfer of the right person to fill in a vacant position in the organization. It implies putting the right person at the right work at the right time.

Human resource departments or HR managers are always brainstorming about forming the manpower requirement, employee retention, recruitment process, selection, training, and pay of prospective employees of the company.

◉ Staffing Definition in Management

Staffing is the act of acquiring, deploying, and retaining a workforce/manpower of appropriate quantity and quality to improve the organization’s effectiveness.

Other Definitions of Staffing

• Staffing refers to the process of filling vacant positions in the organization with skilled and qualified personnel.
• Staffing is the process of hiring eligible candidates in the organization or company for filling specific vacant positions.

Meaning of Staffing in Management

• Staff literal meaning is “keeping the worker or employee” for the doing work at the office. and Staffing means doing this activity continuously.
• Staffing helps in filling and keeping up with the filled positions in the organizational structure.

Staffing in management is a continuous activity because new positions are made, as employees might leave the organization due to many reasons.

Sometimes they leave due to better opportunities in career development and sometimes due to new business units of the company.

► Importance of Staffing in Management

Here are the points that depict the importance of Staffing is an organization;

• It helps in discovering the required workforce for different work jobs.
• Putting the right individuals in the right positions improves Efficiency.
• Consistent endurance and development of an organization are guaranteed through the progression-making arrangements for the administrators.
• The ID of labor force prerequisites and filling positions likewise.
• It keeps away from interruptions by showing the specific deficiencies of staff ahead of time.

Helps in working fair and square of occupation fulfillment among the representatives through genuine evaluation and reasonable price for their commitment.

► Staffing in Human Resource Management

Staffing is an integral part of Human resource management (HRM). Staffing activities are performed by the HR Managers or employees in the human resource department.

• In this individuals or the assets are roused and made familiar with the objectives and targets of the organization.
• It is considered a nonexclusive capacity of the organization.
• The presentation of an organization profoundly relies upon the exhibition and effectiveness of the human asset.

Must Read :Human Resource Planning (HRP)

• The achievement in accomplishing the objectives and goals of the organization is additionally subject to the degree of inspiration, assurance, and capability.

◉ Staffing activities in HRM are;

• Looking for qualified people i.e enrollment.
• Breaking down the responsibilities to be performed, gathering data, and setting up the sets of expectations.
• Creating pay design, impetuses, and compensations.
• Planning of preparing projects and designs for professional development.
• Dealing with complaints and grievances.
• Keeping up with work relations and association board relations.
• Making arrangements for government-managed retirement and government assistance of workers.
• Shielding the organization in claims and staying away from lawful consistency.

► Objectives of Staffing in Management

• Increase Job Satisfaction
• Competitive Advantages
• Recruitment and Selection
• Achievement of Goals & Objectives
• Talent Acquisition
• Identify HR requirement
• Managing Employee Retention
• Training and Development

► Advantages of Staffing in Management

• Selecting Right Applicant
• Increased Proficiency
• Better learning experiences
• Labor/Manpower Arrangement
• Amicability
• Optimum utilization of Human Resources

◉ Best applicant

Staffing supports the recognizable proof and determination of the most ideal contender to make it happen.

◉ Increased Proficiency

It guarantees that the right person is picked for the right work, which adds to the organization’s general productivity and execution.

◉ Better learning experiences

An organization has a superior shot at developing assuming that the best up-and-comers are picked for the gig.

◉ Labor Arranging

Staffing helps with labor arranging and appropriate labor usage. It likewise supports the filling of empty work positions, guaranteeing that functioning productivity is kept up.

◉ Amicability

Through staffing, the right sort of person is chosen for the job, whose choice depends on merit. These individuals are given something to do after the necessary record verifications and arrangement of legitimate preparation.

Consequently, the ideal person at the right work will want to work all the more effectively, and the general congruity in the organization will be kept flawless also.

► Process of Staffing

1. Manpower requirements
2. Recruitment
3. Selection
4. Orientation and Placement
5. Training and Development
6. Remuneration
7. Performance Evaluation
8. Promotion and transfer

◉ 1. Manpower Requirements

The first step in staffing is to plan the labor and manpower inventory required by a concern in order to match them with the job requirements and demands. Therefore, it involves job analysis, forecasting, and determining the future manpower needs of the concern.

◉ 2. Recruitment (Staffing in Management)

Once the workforce requirements are notified, the HR department invites applications according to the invitations made to the desirable candidates.

Must Read :Sources of Recruitment

The main objective of the recruitment activity is to attract the maximum number of eligible candidates to apply for the job.

There are specifically two sources of recruitment, internal and external.

◉ 3. Selection

Selection is the screening step of staffing in which the solicited applications are screened out and the best suitable candidates are appointed as per the requirements.

Must Read :Selection Process

◉ 4. Orientation and Placement

Once the screening test takes place, the appointed candidates are made familiar with the work units and work environment through the orientation programs. Placement is the process that takes place by putting the right man on the right job.

◉ 5. Training and Development

Training is a part of incentives given to the new workers in order to develop and grow them within the organization. Training is provided according to the nature of activities and scope of expansion in it. Along with it, the new employees are developed by providing them extra benefits of in-depth knowledge of their functional areas.

◉ 6. Performance Evaluation

Performance Evaluation is the act of keeping a track record of the behavior, attitudes as well as opinions of the workers towards their jobs. For this regular evaluation or assessment is done to evaluate and supervise different work units in a company.

◉ 7. Remuneration

Remuneration is a kind of compensation provided in monetary terms to the employees for their work performance. This is given according to the nature of the job such as skilled or unskilled labor, physical or mental, etc.

Salary or Pay is the installment or prize given to workers of an organization by the method of compensation and wages. This might be in different structures like compensations, motivations, commissions, rewards, and aberrant installments like clinical offices, and so on.

◉ 8. Promotion and Transfer

Promotion means updating the profile or position of an employee. This goes about as a significant push factor in the professional career goals of individuals.

The transfer is the act when an employee or sometimes a group of workers are being moved from one office to another office to serve their duty there.

Must Read :What is Planning?

Also Read :What is Controlling?