Chapter 6: Staffing NCERT SOLUTION CLASS 12TH BUSINESS STUDIES| EDUGROWN NOTES

Short Answer Type Question:

Q.1What is meant by staffing?

ANSWER: Staffing is a management function that entails hiring candidates who are a good fit for the organization by evaluating their skills and knowledge and assigning them specific roles based on their skill set. It is involved in meeting an organization’s human resource requirements. 

Q.2 State the two important sources of recruitment? 

ANSWER: The process of searching for and attracting qualified candidates for a job is referred to as recruitment. In other words, it is the process of identifying potential candidates and encouraging them to apply for a position. The two most important sources of recruitment are as follows.

1. Internal sources: Internal sources of recruitment are those that come from within the organization. That is, jobs are filled from within the organization using internal resources. Transfers and promotions are two examples. The job of a specific profile is filled through transfers by transferring a suitable person from another department of the organization to the concerned department. Similarly, by promoting lower-level employees, higher-level job vacancies in the organization are filled.
2. External Sources: External sources of recruitment are those that come from outside the organization. Jobs in an organization are filled by bringing in new people from outside sources. External sources are used to find new talent and a broader range of options. One of the external sources of recruitment, for example, is ‘direct recruitment,’ which entails posting a notice board outside the office and then following the recruitment process on a specific date. Similarly, placement agencies serve as an external source by acting as a matchmaker between job seekers and employers.

Q.3 The workers of a factory are unable to work on new machines and always demand for help of supervisor. The Supervisor is overburdened with their frequent calls. Suggest the remedy.

ANSWER: This situation can be managed by providing workers with proper machine-use training. This can be done through an off-the-job training method, that is vestibule training should be provided to employees, in which they will be trained regarding the use and other intricacies of the operation of machinery. It will boost their self-esteem and skill set, and will also result in faster working with no delays in task completion.

Q.4 The quality of Production is not as per standards. On investigation it was observed that most of the workers were not fully aware of the proper operation of the machinery. What could be the way to improve the quality of production to meet the standards? (training).

ANSWER: Employee training can help to improve the quality of the production. This can be done through an off-the-job training method, and under this vestibule training should be provided to employees, in which they will be trained regarding the use and other intricacies of the operation of machinery. Employees can learn and practice under the supervision of a master worker for a period of time before working on their own. This type of training will assist an employee in working more efficiently.

Q.5 The workers of a factory remain idle because of lack of knowledge of hi-tech machines. Frequent visit of engineer is made which causes high overhead charges. How can this problem be removed?

ANSWER: This type of issue is addressed by providing workers with appropriate training. These workers can be given vestibule training, which will reduce the engineer’s frequency of visits. Vestibule training is a type of training in which workers practice on dummy machines, which are models of industrial equipment that the workers will be working on. Once they have gained sufficient experience, the workers can be transferred to the factory to perform the work.

Q.6 What is meant by recruitment? How is it different from selection? 

ANSWER: The procedure of locating and encouraging qualified candidates to apply for a specific job is referred to as recruitment. In contrast, selection is the process of screening and selecting the appropriate candidates from a pool of candidates. The distinctions between recruitment and selection are highlighted in the following points.

Basis of difference	Recruitment	Selection
Meaning	The process of locating and enlisting the necessary personnel for a job is referred to as recruitment.	The process of selecting the best candidate from a pool of candidates gathered during the recruitment process is referred to as selection.
Sequence	Recruitment is the second stage of the staffing process.	Selection is the third stage of the staffing process, following recruitment.
Employment contract	The organization does not offer any employment contracts to the candidates gathered through recruitment.	The organization offers an employment contract to candidates who successfully complete the selection process, which includes information such as the date of joining, terms and conditions, and so on.
Characteristic	The recruitment process entails attracting as many candidates as possible for the job.	The selection process entails selecting only the best candidates and rejecting the rest.

Q.7 An organisation provides security services. It requires such candidates who are reliable and don’t leak out the secrets of their clients. What steps should be incorporated in selection process?

ANSWER: Various steps could be incorporated  by the company such as:

• Personality tests are one type of test that can be used to conduct such a selection process. Such tests will assist recruiters in identifying candidates with the most stable personalities who are appropriate for the job type being offered.
• Reference and background checks can be done to ensure the nature and behaviour of the prospective candidate.
• A confidentiality clause could be added in the contract of employment, which states that the employee will not be allowed to lead any confidential information about the company to the outsider or the clients.

Q.8 A company is manufacturing paper plates and bowls. It produces 1,00,000 plates and bowls each day. Due to local festival, it got an urgent order of extra 50,000 plates and bowls. Explain the method of recruitment that the company should adopt in the given circumstances to meet the order.

ANSWER: In this situation, approaching labor contractors is the best option. Paper plates and bowls are manufactured by workers or laborers with limited skills. Labour contractors have access to laborers looking for work and will thus be able to provide the necessary manpower at short notice.

Q.9 Distinguish between training and development. 

ANSWER: Training and development are two separate but related concepts. Though both concepts are concerned with personal development, their perspectives differ. 

On the one hand, training refers to the provision of skills and abilities for a specific job. Development, on the other hand, refers to the concept of an individual’s overall growth.

The following points emphasize the distinction between training and development.

Basis of difference	Training	Development
Meaning	Training is the process of improving an employee’s skills and competence required to perform a specific job.	The process of an employee’s overall growth is referred to as development.
Scope	Training is limited in scope and focuses on how to become more efficient in one’s intended job.	Development is broader in scope and focuses on the employee’s overall personality development. Training is a component of development.
Focus	The focus of training is on the specific job requirement, so it is job-oriented.	The focus of development is on overall growth and, as a result, is career oriented.

Q.10 Why are internal sources of recruitment considered to be more economical? 

ANSWER: Internal sources of recruitment are those that are endogenous to the organization, that is, they come from within the organization. Internally, there are two options for filling positions: transfers and promotions. It has the advantage of being less expensive than other sources of recruitment. Filling jobs internally is less expensive in terms of both time and money, as shown below:

1. Simplicity: Internal recruitment simplifies the selection and placement process. Candidates who are already employed by the company can be evaluated more accurately and economically. Because the candidates are already known to the organization, this is a more reliable method of recruitment.
2. No induction required: Transfer is a training tool used to prepare employees for higher-level positions. In addition, people hired from within the organization do not require induction training.
3. Balance between departments: Transfer has the advantage of shifting workforce from overburdened departments to understaffed ones. Thus, in comparison to other sources, internal sources of recruitment are more cost-effective.

Long Answer Type Questions:

Q.1Define the staffing process and the various steps involved in it.
ANSWER: Staffing process of the management is concerned with acquiring, developing, employing, remunerating and retaining people or we can say it is the timely fulfilment of the manpower requirements with in an organisation.
(i) Estimating the Manpower Requirements The first step in the staffing process is determining the present manpower inventory and assessing the present and future manpower requirements of the organisation keeping in mind the production schedule, demand etc.
(ii) Recruitment Recruitment may be defined as the process of searching for prospective employees and stimulating them to apply for jobs in the organisation. For this various sources can be used like transfer, promotion, advertising, job consultants etc.
(iii) Selection Selection is the process of choosing from among the pool of the prospective job candidates developed at the stage of recruitment. It involves a host of tests and interviews.
(iv) Placement and Orientation Orientation is introducing the selected employee to other employees and familiarising him with the rules and policies of the organisation. He is taken around the work place and given the charge of the job for which he has been selected. Placement refers to the employee occupying the position or post for which the person has been selected.
(v) Training and Development All organisations have either in-house training centres or have forged alliances with training and educational institutes to ensure continued learning of their subordinates. By offering the opportunities for career advancement to their members, organisations are not only able to attract but also retain its talented staff.
(vi) Performance Appraisal After the employees have undergone a period of training and they have been on the job for some time, there is a need to evaluate their performance. The employee is expected to know what the standards are and the superior is to provide the employee feedback on his/her performance. The performance appraisal process, therefore, will include defining the job, appraising performance and providing feedback.
(vii) Promotion and Career Planning It is very important for all organisations to address career related issues and promotional avenues for their employees. They must provide opportunities to everyone to show their potential and in return promotions can be provided.
(viii) Compensation All organisations need to establish wage and salary plans for their employees. There are various ways to prepare different pay plans depending on the worth of the job. Compensation therefore, refers to all forms of pay or rewards going to employees.

Q.2 Explain the procedure for selection of employees.
ANSWER:  The important steps in the process of selection are as follows
(i) Preliminary Screening It helps the manager eliminate unqualified or unfit job seekers based on the information supplied in the application forms.
(ii) Selection Tests An employment test is a mechanism that attempts to measure certain characteristics of individuals. These range from aptitudes, such as manual dexterity, to intelligence to personality.
(iii) Employment Interview Interview is a formal, in depth conversation conducted to evaluate the applicant’s suitability for the job.
(iv) Reference and Background Checks Many employers request names, addresses and telephone numbers of references for the purpose of verifying information and gaining additional on an applicant.
(v) Selection Decision The final decision has to be made among the candidates who pass the tests, interviews and reference checks.
(vi) Medical Examination Before the candidate is given a job offer he/she is required to go through a medical test.
(vii) Job Offer Job offer is made through a letter of appointment/confirm his acceptance. Such a letter generally contains a date by which the appointee must report on duty.
(viii) Contract of Employment After the job offer has been made and candidate accepts the offer, certain documents need to be executed by the employer and the candidate. There is also a need for preparing a contract of employment. It includes job title, duties, responsibilities, date when continuous employment starts etc.

Q.3 What are the advantages of training to the individual and to the organisation?
ANSWER: Training helps both the organisation and the individual.
Benefits to the Organisation
(i) Training is a systematic learning which reduces the wastage of efforts and money.
(ii) Enhances employee productivity.
(iii) Training helps a manager to handle an emergency situation.
(iv) Training motivates workers and thus reduces absenteeism.
(v) Helps in adjusting to the changing environment (technological).
Benefits to the Employee
(i) Better career opportunities due to improved skills and knowledge.
(ii) Earnings can be increased due to improved performance.
(iii)Trained workers can handle machines more efficiently.
(iv) Employees always remain motivated and satisfied.

Q.4 The staffing function is performed by every manager and not necessarily by a separate department. Explain.
ANSWER:  Staffing is a function which all managers need to perform. It is the responsibility of all managers to directly deal with and select people to work for the organisation. When the manager performs the staffing function his role is slightly limited. In small organisations, managers may perform all duties related to employees salaries, welfare and working conditions but as organisation grow and number of persons employed increases, a separate department called the human resource department is formed which has specialists in managing people.