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Staffing / 1
CHAPTER 1
STAFFING
1.0 Objectives 1.1 Introduction 1.2 Importance 1.3 Recruitment and Selection 1.4 Process of Selection 1.5 Training and Development 1.6 Performance Appraisal 1.7 Summary 1.8 Check your Progress- Answers 1.9 Questions for Self-Study 1.10 Suggested readings
1.0 OBJECTIVES
Friends after studying this chapter you will be able to : explain the meaning of staffing. discuss the meaning and importance of recruitment, selection, training and development is staffing. explain the concept of performance appraisal.
1.1 INTRODUCTION
Staffing is the managerial function of recruitment, selection, training, developing, promotion and compensation of personnel. Staffing may be defined as the process of hiring and developing the required personnel to fill in the various positions in the organization. It involves estimating the number and type of personnel required. It involves estimating the number and type of personnel required, recruiting and developing them, maintaining and improving their competence and performance. Staffing is the process of identifying, assessing, placing, developing and evaluating individuals at work. Definition: According to Koontz and O’Donnell: “The managerial function of staffing involves manuring the organizational structure through proper and effective selection, appraisal and development of personnel to fill the roles designed into the structure.” Staffing is defined as, “Filling and keeping filled, positions in the organizational structure. This is done by identifying work-force requirements , inventorying the people available, recruiting, selecting, placing, promotion, appraising, planning the careers, compensating, training, developing existing staff or new recruits, so that they can accomplish their tasks effectively and efficiently.”
1.2 IMPORTANCE
1. Staffing helps in discovering and obtaining competent and personnel for various jobs.
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- It helps to improve the quantity and quality of the output by putting the right person on the right job.
- It helps to improve job satisfaction of employees.
- It facilitates higher productive performance by appointing right man for right job.
- It reduces the cost of personnel by avoiding wastage of human resources.
- It facilitates growth and diversification of business.
- It provides continuous survival and growth of the business through development of employees. 1.1 & 1. 2 Check your progress: Fill in the blanks
- …………………… is the managerial function of recruitment, selection, training, developing and promotion of personnel.
- Staffing involves estimating the number and type of …………………… required.
- Staffing reduces the cost of personnel by avoiding wastage of ……………………
- Staffing facilitates growth and …………………… of business.
1.3 RECRUITMENT AND SELECTION
Recruiting involves attracting candidate to fill the positions in the organization structure. Before recruiting, the requirement of positions must be cleared identified. It makes easier to recruit the candidates from the outside. Enterprises with a favorable public image find it easier to attract qualified candidates. Definitions –
- Mc Fariand, “The term recruitment applies to the process of attracting potential employees of the company.”
- Flippo, “Recruitment is the process of searching prospective employees and stimulating them to apply for the jobs in the organization.” Thus recruitment may be considered as a positive action as it involves attracting the people towards organization. 1.3.1 Need of recruitment The need of recruitment may arise due to following situations:
- Vacancies due to transfer, promotion, retirement, permanent disability or death of worker.
- Creation of vacancies due to expansion, diversification or growth. 1.3.2 Methods and sources of recruitment: **According to ‘Dunn and Stephens’ recruitment methods can be classified into three categories :
- Direct Methods
- Indirect Methods
- Third Party Methods**
- Direct Methods include travelling visitors to educational and professional institutions, employee’s contacts with public and manned exhibits and waiting lists.
Principles & Practice of Management-II / 4 Selection: Selection is the process of choosing the most suitable person for the current position or for future position from within the organization or from outside the organization. The selection of managers is one of the most critical steps in the entire process of managing. Sources of Recruitment Internal sources of Recruitment External sources of Recruitment sources from within 1. Direct Recruitment the organisation
- Recruitment through the jobbers
- Recruitment at the factory gate Transfer Promotion Demotion Layott 4. Recruitment through advertisement Retirement VRS 5. Recruitment on the basis of recommendations of the existing staff
- Recruitment from colleges or universities
- Recruitment through employment exchange
- Other methods - i) Badli Control system or Decasualisation of labour ii) Contract labour
Staffing / 5 1.3: Check your progress Fill in the blanks
- …………………… involves attracting candidate to fill the positions in the organization structure.
- …………………… agencies deal with middle and high level managerial jobs.
- …………………… is the most widely used method for generating applications.
- …………………… refers to sending an employee to another organization for a short duration of two or three years.
- …………………… is the technical term used when employees working elsewhere are attracted to join organization.
- …………………… is the process of choosing the most suitable person for the current position.
- Enterprises with a favorable public image find it easier to attract …………………… candidates.
1.4 PROCESS OF SELECTION
Selection means the taking up the different workers by various acts from the application forms invited through different sources of internal and externals. According to Dale Yoder, “Selection is the process in which candidates by employment are divided into two classes those who are to be offered employment and those who are not.” Selection Procedure : Selection of workers is regarded as a policy matter. Every enterprise has its own policy for recruitment. The following procedure is adopted. 1) Receiving and screening the application : After receiving the applications have to be screened. In this process the applications of candidates without the requisite qualification are rejected. 2) Sending the Blank application form : After preparing the list of candidates suitable for job, blank application forms will be sent to the candidates. In this application form information should be given about the name and address of the candidate, educational qualification, experience, salary expected etc. 3) Preliminary Interview : The interviewer has to decide whether the applicant is fit for job or not. By this interview the appearance, attitudes, behaviour of the candidate can be known easily. 4) Administering Tests : Different types of test may be undertaken. Tests are conducted for the knowledge of personal behaviour, efficiency of work and interest. Generally, following types of tests are conducted. i) Achievement Test ii) Aptitude test iii) Trade Test iv) Interest Test v) Intelligence Test etc. 5) Checking References on Investigation of Previous History : Applicants are generally asked to give names of at least two persons to whom the firm may make a reference. 6) Interviewing : Interview is the most important step in the selection procedure. In interview, the intimation given in the application form is checked. Interview
Staffing / 7 Methods of training: Training methods ON the job OFF the job Instruction method Lecture method Apprenticeship method Conferences Training by supervisors Seminars Vestibule training Role play Training by experienced persons Case studies 1.5.1 Development Development is a continuous process. It is fox for refreshing information knowledge and skills of the executives. In the case of development, off the job methods are used. It provides wider them capable to face organizational problems and challenges is a bold manner. Management development is a planned systematic process of learning. It is designed to induce behavioural change in individuals by cultivating the mental abilities and inherent qualities through the acquisition and Understanding of use of new knowledge. 1.5: Check your progress: Fill in the blanks
- …………………… is an instrument of developing the employees by increasing their skills and improving their behavior.
- The major outcome of training is ……………………
- …………………… is the most widely used method for generating applications.
- Vestibule training is a part of …………………… the job training.
- Lecture method is a part of …………………… the job training.
1.6 PERFORMANCE APPRAISAL
Performance appraisal is one of the oldest and most accepted universal principles of management. It refers to all the formal procedures used in working organizations to evaluate the personalities, contributions and potentials of group members. It is used as a guide by formulating a suitable training and development programme to improve the quality of performance in his present work. Performance appraisal is the judgment of an employee’s performance in a job. It is also called as merit rating. All managers’ are constantly forming judgment of their subordinates and are continuously making appraisals. It is the systematic evaluations of the individuals with respect to his performance on the job and his potential for development. The immediate superior is in-charge of such appraisal. The managerial appraisal should measure both performances in achieving goals and plans as well as all managerial function such as planning, organizing, leading and controlling. Objectives of performance appraisal:
- To help a manager to decide the increase in pay on ground of merits.
- To determine the future use of an employee
- To indicate training needs.
- To motivate the employees to do better in his or her present job.
- To contribute the growth and development of an employee.
- To identify employees for deputation to other organizations
- To help in creating a desirable culture and tradition in the organization.
- To nominate employees for training programmes.
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1.7 SUMMARY
Staffing may be defined as the process of hiring and developing the required personnel to fill in the various positions in the organization. It involves estimating the number and type of personnel required. It involves estimating the number and type of personnel required, recruiting and developing them, maintaining and improving their competence and performance. Recruiting involves attracting candidate to fill the positions in the organization structure. Before recruiting, the requirement of positions must be cleared identified. It makes easier to recruit the candidates from the outside. Enterprises with a favorable public image find it easier to attract qualified candidates. Methods of recruitment: Employment agencies Advertisement Deputation Word of mouth Raiding Selection is the process of choosing the most suitable person for the current position or for future position from within the organization or from outside the organization. Training is an instrument of developing the employees by increasing their skills and improving their behavior. Training is required to be given to new employees as well as existing employees. The methods to be used for training and the duration for which training should be given is decided by the management according to the objectives of the training, the number of persons to be trained and the amount of training needed by the employees. Performance appraisal is the judgment of an employee’s performance in a job. It is also called as merit rating. All managers’ are constantly forming judgment of their subordinates and are continuously making appraisals.
1.8 CHECK YOUR PROGRESS - ANSWERS
- Staffing
- personnel
- human resources
- diversification 1.3 : 1. Recruitment
- employment
- advertising
- deputation
- raiding
- selection
- qualified 1.4 : 1. Structured
- intelligence
- aptitude 1.5 : 1. Training
- learning
- on
- off
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NOTES
Directing / 11
CHAPTER 2
DIRECTING
2.0 Objectives 2.1 Introduction and Definitions of directing 2.2 Nature of Direction 2.3 Importance of Direction
2. 4 Principles of Direction 2.5 Elements of Direction 2.6 Summary 2.7 Check your Progress-Answers 2.8 Questions for Self-Study 2.9 Suggested Readings
2.0 OBJECTIVES
Friends after studying this chapter you will be able to : explain the meaning of directing. discuss nature, elements and principles of directing.
2. 1 INTRODUCTION
Directing is a very essence of management. It is the important element of management without which nothing in the managerial process can be successful. Directing helps to create an appropriate work environment that facilitates efficient discharge of duties to the employees. Directing and leading comprise the managerial functions of guiding, overseeing and leading people. The primary function of directing is to deal with human elements to build personal relationships. Directing is concerned with directing human efforts towards organizational goal achievements. The success of these directional efforts determines the satisfactory or unsatisfactory performance within the organization. Thus, directing is the function the will test the managerial capability in running the organization. Definition: According to Haimann: “Directing consists of the process and techniques utilized in issuing instructions and making certain that operations are carried on as originally planned.” According to Koontz and O’Donnel: “Direction is the interpersonal aspect of managing by which subordinates are led to understand and contribute effectively to the attainment of enterprise objectives” According to Urwick and Brech: “Directing is the guidance, the inspection, the leadership of those men and women that constitute the real course of responsibility of management.” Direction focused on:
- To ensures that sub-ordinates do their work.
- The subordinates do it well not only according to plan but also as per the expectation of management in order to achieve the goals.
- To develop interpersonal relations n a group.
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- Direction attempts to get maximum from individuals : Individuals in the organisation have enough potentialities and capabilities, which can be used through proper motivation leadership and communication which are the elements of direction.
- Direction facilities changes in the organisation : Organisation is described as a subsystem of a social system, hence any change in the social system, has to be accommodated by the organisation by changing itself. In order to accept and implement these changes management has to motivate the employees affected by these changes, which is the essential part of direction.
- Direction provides stability and balance in the organisation : Direction through effective motivation communication and leadership provides stability in the organisation and helps in maintaining balances between different departments in the organisation. Hence the organisation can function efficiently and effectively over a long period of time. Thus direction stands out as an important function of management. It has also been observed that there is a high correlation between direction and work performance.
2.4 PRINCIPLES OF DIRECTON
1) Principle of Harmony of objectives: - The direction is effective only when the individual objectives are harmonized with group activities. Directing is regarded as essential in personnel management directing helps all the members to satisfy their personal goals as well as organizational goals. 2) Principle of efficiency: - The executive should try to motivate sub-ordinates to increase performance & attain objectives at minimum cost; other wise direction will be ineffective. 3) Principle of unity of command: - Command must be come from only one executive or one superior. Workers come to know from one of the executives what to achieve & how to achieve. If there is no unity of command there will be a duplication of work. 4) Principle of direct supervision: - Direct supervision and advice by the executive will boost the Morale of the workers. This makes the atmosphere trustworthy in the organization. 5) Principle of communication: - A good system of communication between executives & sub-ordinates ensures the success. Effective communication serves as an instrument of direction, supervision & advice. 6) Principle of leadership: Every one wants a good executive who is interested in the work & who is interested in solving problems faced by workers. Good leadership will lead to co- operation, co-ordination & confidence in the working force.
2. 4 : Check your progress: Q.1. Fill in the blanks:
- Directing helps to satisfy ……………………. goals as well as ……………………. goals.
- Command must come from only ……………………. superior.
- Effective ……………………. serves as an instrument of direction and advice.
- Good ……………………. will lead to co-operation, co-ordination and confidence in the working force. Q.2. Mention any 4 principles of directing. …………………….…………………….………………………………….………………… ….…………………….…………………….………………………………….………………
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2. 5 ELEMENTS OF DIRECTION
1) Motivation: - Employees come forward to work in any organization to satisfy their needs. Motivation relates to continuous attempt made by executives to influence on the behavior without any force. 2) Leadership: - Leadership is essential aspect of directing. Inspiring leadership act as a spark plug for lightening the efforts and a desire to work in sub-ordinates. The success depends upon good quality leaders. 3) Communication: - It creates mutual understanding between management & other members of the organization. The manager should explain in simple and clear terms what to do, how to do & whom to do to the workers. Modern management needs effective communication as well as active participation by all the members. 4) Co-ordination: - It is the essence of management. It is the duty of manager to co-ordinate all the activities within the organization. Co-ordination will lead to unity of direction. 5) Supervision: - The supervision means a job of sub-ordinate is supervised by the superior. It is essential part in directing. It is to be done at all levels of management from top to bottom. He gives instructions and guide to the people for attaining the objectives. The supervisory management supervises the workers for solving their problems. 2.5: Check your progress: Fill in the blanks.
- ……………………... is an essential aspect of directing.
- ………………………….. creates understanding between management and other members.
- ……………………… will lead to unity of direction.
- …………………………… means a job of a subordinate is supervised by the superior.
2. 6 SUMMARY
Direction consists of the process and techniques to issue orders and instructions to the subordinates to achieve goals in prescribed time limit. It also aims in to carry the operations as per plan. Nature of direction: Important function of management Performed by all levels of management Result oriented Continuous process Acts as a link between management functions Principles of Directing: Principles of efficiency Principle of communication Principles of leadership Principle of command Principle of supervision. Elements of direction: Motivation Leadership Communication Co-ordination Supervision
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NOTES
Communication / 17
CHAPTER 3
COMMUNICATION
3.0 Objectives 3.1 Introduction 3.2 Features of Communication 3.3 Elements of Communication 3.4 Process of Communication 3.5 Importance of Communication 3.6 Principles of Communication 3.7 Types of Communication 3.8 Summary 3.9 Check your Progress- Answers 3.10 Questions for Self-Study 3.11 Suggested Readings
3.0 OBJECTIVES
Friends after studying this chapter you will be able to : describe the concept of communication. explain the elements and features of communication. state various principles of communication. describe the different types of communication. explain the process of communication.
3.1 INTRODUCTION
The word communication is derived from the Latin word “Communis” which means common i.e. sharing of information. Communication is transferring some information and understanding of that information from one person to another. Communication is the sum of all things one person does when he wants to create understanding in the mind of others. Not only the human beings but also animals, plants communicate between themselves. The main purpose of communication is to convey ideas, thoughts, and opinions from one person to others. Definition: According to Keith Devis: “Communication is the process of passing information and understanding from one person to other. It is essentially a bridge of meaning between people by using this bridge of meaning a person can safely cross the ruin of misunderstanding that separates all people. According to Leland Brown: “Communication is the transmission and interchange of facts, ideas, feelings or course of action. According to George Terry: “Communication is a continuous and thinking process dealing with the transmission and interchange with understanding of ideas, facts and course of action.
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- In ……………….. the receiver converts the symbols received from the sender.
- ……………….. refers to the reply or response of the receiver.
3.4 PROCESS OF COMMUNICATION
Source Encoding Dispatch Reception Decoding Response Feedback
1. Source : When an idea or information is generated in the sender’s mind the communication cycle begins. If this information is to be communicated to the other person it must have some purpose. The sender should have some important information guidelines which are essential for the receiver. 2. Encoding : The first step of this process is encoding. The sender puts the ideas and thoughts into some form of message which may be oral or written. It may be telegraph, a letter or in a verbal talks. When the sender sends the information he should be aware that receiver has some knowledge regarding the same. The success of the person in the communication depends upon his writing skills, his reading and speaking abilities, facial expressions, sound words are all signals. The choice of the signals should be made carefully so that they can be properly understandable and suitable for the receiver. Encoding means reducing ideas and transferring them into signals. The most common form of encoding is using words. 3. Dispatch and reception : A message is the actual physical product from encoding .When we speak, speech is the message and when we write, writing is the message. The message is depended upon the symbols and contents used. For sending the message some medium has to be related. It may be face to face communication or written communication. The encoded message is dispatched to its destination depending upon the efficiency of the medium used. There may sometime interval between dispatch and reception. For e.g. face to face communication reach immediately. But a letter takes 2 to 3 days to reach to its proper destination. 4. Decoding : Receiver takes the message and tries to discuss the meaning of it. He translates the symbols, ideas that can be understood by him. The process of retranslation is called as decoding. For that the receiver must be skillful in reading .So if the message is properly encoded by the sender and decoded by the receiver then it is a fair communication.
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5. Receiver’s response : When message has been decoded by the receiver he immediately gives the response. This response is present in his mind in the form of ideas and emotions. 6. Feedback : Feedback is the response which is communicated back to the sender. Feedback again includes the process of encoding, dispatch, reception and decoding. So the receiver of the message becomes sender and original sender becomes the receiver. Feedback can be given by using same signals or different signals. One cycle of the communication is completed by decoding of feedback. In face to face communication both the sender and receiver continuously give feedback. The responses likely to be as rewards are called as positive feedback and the responses likely to be as punishment are called as negative feedback. 3.4: Check your progress: Fill in the blanks
- ……………….. means reducing ideas and transferring them into signals.
- A ……………….. is the actual physical product from encoding.
- The process of retranslation is called as ………………..
- ……………….. is the response which is communicated back to the sender.
- The responses likely to be as rewards are called as ……………….. feedback.
- The responses likely to be as punishment are called as ……………….. feedback.
3.5 IMPORTANCE OF COMMUNICATION
- Communication must be for each and every business. A good business can be done with effective communication only.
- For maintaining proper co-ordinance in various department of business, up to date communication system has to be established.
- Effective communication reduces the gap between management and employees.
- Communication plays an important role in negotiation.
- Acquiring excellent communication skill is an important qualification.
- It is a tool of collecting information.
- Communication helps in exchanging ideas and information.
3.6 PRINCIPLES FOR EFFECTIVE COMMUNICATION
1. Principle of clarity : Whenever an idea or message is ready for the communication the sender should give the attention towards the clarity of message. Because of the clarity the message can be understood by all people at various levels. If it is not understood by the receiver it can be said that there is no effective communication. 2. Principle of consistency : Any person who wants to communicate should have the idea and thought of the message. There should not be any difference between the statements and action of sender. 3. Principle of completeness : The messages, ideas, thoughts which are to be communicated should be adequate and complete in all respects. Inadequate statement may lead to unnecessary confusion.
