Staffing: Definition, Meaning, and Functions

Staffing is the process of hiring eligible candidates in the organization

or company for specific positions. In management, the meaning of

staffing is an operation of recruiting the employees by evaluating their

skills, knowledge and then offering them specific job roles

accordingly. Let us find out more about what is Staffing and what it

entails along with its functions and characteristics.

What is Staffing?

Definition: Staffing can be defined as one of the most important

functions of management. It involves the process of filling the vacant

position of the right personnel at the right job, at right time. Hence,

everything will occur in the right manner.

It is a truth that human resource is one of the greatest for every

organization because in any organization all other resources like-

money, material, machine etc. can be utilized effectively and

efficiently by the positive efforts of human resource.

Therefore it is very important that each and every person should get

right position in the organization so as to get the right job, according

to their ability, talent, aptitude, and specializations so that it will help

the organization to achieve the pre-set goals in the proper way by the

100% contribution of manpower. Thus it can be said that it is staffing

is an essential function of every business organization. From this, we

can understand what is Staffing?

(Source: roberthalf)

Functions of Staffing

1. The first and foremost function of staffing is to obtain qualified

personnel for different jobs position in the organization.

2. In staffing, the right person is recruited for the right jobs,

therefore it leads to maximum productivity and higher

performance.

3. It helps in promoting the optimum utilization of human

resource through various aspects.

4. Job satisfaction and morale of the workers increases through

the recruitment of the right person.

5. Staffing helps to ensure better utilization of human resources.

6. It ensures the continuity and growth of the organization,

through development managers.

Browse more Topics under Staffing

● Staffing in HRM & Its Revolution

● Staffing Process

Learn more about the Process of Staffing here.

Importance of Staffing

Efficient Performance of Other Functions

For the efficient performance of other functions of management,

staffing is its key. Since, if an organization does not have the

competent personnel, then it cannot perform the functions of

management like planning, organizing and control functions properly.

Effective Use of Technology and Other Resources

What is staffing and technology’s connection? Well, it is the human

factor that is instrumental in the effective utilization of the latest

technology, capital, material, etc. the management can ensure the right

kinds of personnel by performing the staffing function.

Optimum Utilization of Human Resources

The wage bill of big concerns is quite high. Also, a huge amount is

spent on recruitment, selection, training, and development of

employees. To get the optimum output, the staffing function should

be performed in an efficient manner.

Development of Human Capital

Another function of staffing is concerned with human capital

requirements. Since the management is required to determine in

advance the manpower requirements. Therefore, it has also to train

and develop the existing personnel for career advancement. This will

meet the requirements of the company in the future.

The Motivation of Human Resources

In an organization, the behaviour of individuals is influenced by

various factors which are involved such as education level, needs,

socio-cultural factors, etc. Therefore, the human aspects of the

organization have become very important and so that the workers can

also be motivated by financial and non-financial incentives in order to

perform their functions properly in achieving the objectives.

Building Higher Morale

The right type of climate should be created for the workers to

contribute to the achievement of the organizational objectives.

Therefore, by performing the staffing function effectively and

efficiently, the management is able to describe the significance and

importance which it attaches to the personnel working in the

enterprise.

Characteristics of Staffing

People-Centered

Staffing can broadly view as people-centered function and therefore it

is relevant for all types of organization. It is concerned with categories

of personnel from top to bottom of the organization.

● Blue collar workers (i.e., those working on the machines and

engaged in loading, unloading etc.) and white collar workers

(i.e., clerical employees).

● Managerial and Non Managerial personal.

● Professionals (eg.- Chartered Accountant, Company Secretary)

Responsibility of Manager

Staffing is the basic function of management which involves that the

manager is continuously engaged in performing the staffing function.

They are actively associated with the recruitment, selection, training,

and appraisal of his subordinates. Therefore the activities are

performed by the chief executive, departmental managers and foremen

in relation to their subordinates.

Human Skills

Staffing function is mainly concerned with different types of training

and development of human resource and therefore the managers

should use human relation skill in providing guidance and training to

the subordinates. If the staffing function is performed properly, then

the human relations in the organization will be cordial and mutually

performed in an organized manner.

Continuous Function

Staffing function is to be performed continuously which is equally

important for a new and well-established organization. Since in a

newly established organization, there has to be recruitment, selection,

and training of personnel. As we compare that, the organization which

is already a running organization, then at that place every manager is

engaged in various staffing activities.

Therefore, he is responsible for managing all the workers in order to

get work done for the accomplishment of the overall objectives of an

organization.

Solved Example for You

Q1. Staffing is concerned with _________.

1. plans

2. policies

3. procedures

4. management of managers

Sol. The correct answer is the option ”d”. Staffing is concerned with

the management of managers as staffing is performed by every

manager of the enterprise as he is actively associated with the

recruitment, selection, training, and appraisal of his subordinates.

Staffing in HRM & Its Revolution

Staffing is the managerial function of any organization. It employs the

people by filling the position in the organization structure & keeping

filled the positions. Let’s find out more about Staffing in HRM & its

revolution.

Staffing as Part of Human Resource Management

Staffing is termed as a generic function

It is a function in which all managers need to perform. It is a separate

& specialized function & there are many aspects of human relation to

be considered. Since the structure & positions are decided, motivated

to work in harmony with the goals of the organization, staffing is

closely linked to organizing. Thus, staffing is seen as a generic

function of management.

Involvement of Human Element

One of the most important tasks is managing the human component of

an organization. Because the performance of an organization depends

upon how well this function is performed. The success of an

organization in achieving its goals is determined to a great extent on

the competence, motivation & performance of its human resource.

Role of Managers in Staffing Function

The time when manager performs the staffing function his role is

slightly limited. Some of these responsibilities will include placing the

right person on the right job, introducing new employees to the

organization, training employees & improving their performance,

developing their abilities, maintaining their morale & protecting their

health & physical conditions.

Management of Human Resource

In small organizations, managers may perform all duties related to

employees’ salaries, welfare & working conditions. In large

organizations department called the human resource department,

manages the people. The management of the human resource is a

specialized area which requires the expertise of many people.

Size of Business

The number of human resource specialists & size of this department

gives an indication of the size of the business as well. For a very large

company, the human resource department itself will contain specialists

for each function of this department.

Staffing includes Specialized Activities

Human resource management includes many specialized activities &

duties which the human resource personnel must perform. These

duties are:

● Recruitment i.e, search for qualified people

● Analyzing jobs, collecting information about jobs to prepare

job descriptions.

● Developing compensation & incentive plans.

● Training & development of employees for efficient

performance & career growth.

● Maintaining labour relations & union management relations.

● Handling grievances & complaints.

● Providing for social security & welfare of employees.

● Defending the company in lawsuits & avoiding legal

complications.

Revolution in Human Resource Management

Replacement of Traditional concept of Labour Activities

Human resource management has replaced the traditional concept of

labour welfare and personnel management. Human resource

management (HRM) in its present form has evolved from a number of

significant interrelated developments, which date back to the era of

industrial revolution. Thus, the concept of labour welfare activities for

employees.

Introduction of the Factory System in an Organization

With the beginning of factory system, thousands of persons are

employed under one roof. The job of hiring people for an organization

was given to man, who later on was assigned the responsibility of

recruitment, selection & placement of personnel. This led to the

emergence of personnel officer in the first place & personnel manager,

later on. This was an important factor in the revolution of HRM.

Recognition of Human Factor

Human relations are an approach that recognizes human factor as the

most important instrument of success in an organization. Because of

fast-changing technological developments, new skill development &

training of employees is very necessary.

Involvement of Valuable Resource

People came to be recognized as a valuable resource, which can be

further developed. Increase in scope of the work led to the

replacement of personnel manager with the human resource manager.

An Inherent part of HRM

As distinct from the mechanical side of the enterprise, all the aspects

are concerned with the human element in an industry. So staffing is an

inherent part of human resource management as it is the practice of

finding, evaluating & establishing a working relationship with people,

for a purpose.

Includes Function of Management

It is very important to understand that staffing is both a function of

management just like planning, organizing, directing, & controlling

with a distinct functional area of management just as marketing

management & financial management. So, Staffing referred to as both

a line as well as a staff activity i.e., an essential function of the

manager as well as an advisory role played by the human resource

department.

Solved Question for You

Q1. The first step of manpower planning is _________.

a. manpower forecasting

b. current manpower inventory

c. manpower gaps

d. manpower programme

Sol. The correct answer is the option ”b”. The first step in manpower

planning is analyzing the current manpower inventory before a

manager makes any forecast for future. He has to make a complete

analysis of the type of organization, number, and quantity of

departments, employees in these work units.

Staffing Process

Staffing is the process of recruiting employees who are eligible for

certain positions in a company. Steps involved in the staffing process

are 1. Manpower Planning, 2. Recruitment, 3. Selection, 4. Placement,

5. Training, 6. Development, 7. Promotion, 8. Transfer, 9. Appraisal,

10. Determination of Remuneration. Let us learn about the steps in

detail.

Staffing Process

It is a truth that human resource is one of the greatest for every

organization because in any organization all other resources like-

money, material, machine etc. can be utilized effectively and

efficiently by the positive efforts of human resource.

Therefore it is very important that each and every person should get

right position in the organization so as to get the right job, according

to their ability, talent, aptitude, and specializations so that it will help

the organization to achieve the pre-set goals in the proper way by the

100% contribution of manpower.

(Source: canstockphoto)

Steps involved in Staffing Process

1. Manpower Planning

2. Recruitment

3. Selection

4. Placement

5. Training

6. Development

7. Promotion

8. Transfer

9. Appraisal

10. Determination of Remuneration

Now, the process of Staffing can be explained in the following ways

as follows-

1. Manpower Planning

Manpower planning can be regarded as the quantitative and

qualitative measurement of labour force required in an enterprise.

Therefore, in an overall sense, the planning process involves the

synergy in creating and evaluating the manpower inventory and as

well as in developing the required talents among the employees

selected for promotion advancement

2. Recruitment

Recruitment is a process of searching for prospective employees and

stimulating them to apply for jobs in the organization. It stands for

finding the source from where potential employees will be selected.

3. Selection

Selection is a process of eliminating those who appear unpromising.

The purpose of this selection process is to determine whether a

candidate is suitable for employment in the organization or not.

Therefore, the main aim of the process of selection is selecting the

right candidates to fill various positions in the organization. A

well-planned selection procedure is of utmost importance.

4. Placement

Placement means putting the person on the job for which he is

selected. It includes introducing the employee to his job.

5. Training

After selection of an employee, the important part of the programmed

is to provide training to the new employee. With the various

technological changes, the need for training employees is being

increased to keep the employees in touch with the various new

developments.

6. Development

A sound staffing policy provides for the introduction of a system of

planned promotion in every organization. If employees are not at all

having suitable opportunities for their development and promotion,

they get frustrated which affect their work.

7. Promotions

The process of promotion implies the up-gradation of an employee to

a higher post involving increasing rank, prestige and responsibilities.

Generally, the promotion is linked to increment in wages and

incentives but it is not essential that it always relates to that part of an

organization.

8. Transfer

Transfer means the movement of an employee from one job to another

without increment in pay, status or responsibilities. Therefore this

process of staffing needs to evaluated on a timely basis.

9. Appraisal

Appraisal of employees as to how efficiently the subordinate is

performing a job and also to know his aptitudes and other qualities

necessary for performing the job assigned to him.

10. Determination of Remuneration

This is the last process which is very crucial as it involves in

determining remuneration which is one of the most difficult functions

of the personnel department because there are no definite or exact

means to determine correct wages.

Benefits of Staffing Process

The benefits of an effective staffing function are as follows-

● Staffing process helps in getting right people for the right job at

right time. The function of staffing helps the management to

decide the number of employees needed for the organization

and with what qualifications and experience.

● Staffing process helps to improved organizational productivity.

Therefore, through proper selection of employees in the

organization, it can increase the quality of the employees, and

through proper training, the performance level of the

employees can also be improved.

● It helps in providing job satisfaction to the employees and thus

keeps their morale high. With proper training and development

programmer, the employees get motivation and their efficiency

improves and they feel assured of their career advancements.

● It maintains harmony in the organization. Therefore with an

overall performance of proper staffing in an organization, the

individuals are not only recruited and selected and but as a

result, their performance is regularly appraised and promotions

made on merit which fosters harmony and peace in the

organization for the accomplishment of overall objectives of an

organization.

Solved Example for You

Q: Recruitment is a ________.

a. Two-way process

b. One way process

c. Three-way process

d. None of the above

Ans: The correct option is A. Recruitment assures that the right job is

being provided to the right person at the right time at the right place

with maximum satisfaction to the job applicant as well as the

organisation.