October 25, 2018

MU0013 [Human Resource Audit] Set2 Q1

Q.1 Explain staffing in detail (or) Write a detailed note on staffing. 

Ans:

Staffing is the process of acquiring, deploying, and retaining a workforce of sufficient quantity and quality to create positive impacts on the organization's effectiveness.

Staffing is a term that refers to the management of employee schedules. It can be described as the process of acquiring, deploying, and retaining a workforce of sufficient quantity and quality to create positive impacts on the organization's effectiveness.

The ideal staffing level for an organization depends on the amount of work to be done and the skills required for doing it. If the number and quality of staff employed are greater than necessary for the workload, an organization may be deemed to be overstaffed or if the number of staff is insufficient for the workload, an organization is deemed to be understaffed. Effective human resource planning will determine the appropriate staffing level for an organization at any given point in time. Staffing includes various aspects to ensure the best practices in an organization.


Figure will help you to understand the staffing process.

Staffing Process
Now study the various steps in the staffing process which are explained below:
1. Planning work force requirements is the first step in staffing process which involves forecasting and determining the future manpower needs of the organization and thus planning about the number of employees required in any organization. 

2. In recruitment organizations invites and solicits applications made to the desirable candidates.

3. In selection, screening of applications is done and suitable candidates are appointed as per the requirements. 

4. Orientation and Placement: Orientation involves induction of employees so that they come to know the working culture of the organization.

5. Training and Development: Employees recruited may have many skills but which is required out of them in the concerned organization is important.

6. Remuneration: It is a kind of compensation provided monetarily to the employees for the job they performed. This is given according to the nature of job-skilled or unskilled, physical or mental, etc. Remuneration forms an important monetary incentive for the employees. 

7. Performance Evaluation: In this expected results are compared with actual results

8. Promotion and Transfer: Based on the previous step, the decision of promotion and evaluation of the employee is taken up.

Workforce planning: Workforce planning is one of the most important activities in a business. It starts with analysis of the strategic position of the business. The results of this analysis then feed into a forecast of the required demand for labor by the business and how this is likely to be supplied. The final stage involves the creation and implementation of a human resources plan which aims to deliver the right number of the right people for the business. 

Specifying Jobs and Roles: Clearly defining employee roles in your company is vital to work efficiency. When employees understand what their role is in your company they will be more productive. Employees should also know what is expected of them and the work they produce. Employees that do not know what is expected of them or their role in your company can lead to unnecessary conflict and misunderstandings. 

Here are some tips to help you to clearly define employee roles: 
• clearly tell people what is expected of them. 
• Balance the work load. 
• Update your employee's progress continuously. 
• Weekly progress reports should be implemented. 
• Encourage employees to openly communicate with you and other employees. 
• Share information about the company with your employees. 
• Along with knowing what an employee's role is in the company, they should also be trained and educated for this role. 

If your company continues to grow and develop you may realize that there is a need for a new job role. When employees continue to report being short-handed and mention that some tasks are not being done this could mean it is time to plan a new job role.

Management should draft a job description which states the general responsibilities of the position, along with some specific job duties to be conducted by the role. 

• Get feedback from other managers and supervisors about the new job role, the job description and the responsibilities that the new employee will have. 
• Make changes if necessary to maintain a balanced work load. 
• Finalize the job description. It is important the job description is accurate because it is what you have based the new employee's salary, required training and skills on. 
• Remember to help your company grow and advance it is vital that all employees know what their roles are in your company. 

Recruiting: It involves the process of identifying and hiring best-qualified candidate (from within or outside of an organization) for a job vacancy, in a most timely and cost effective manner. 

Outsourcing: Employee Outsourcing can be a cost effective alternative to the expense and administrative burden of a traditional employer-employee relationship. Outsourcing your human resource functions allows you to focus on business development and provides administrative relief from many employment responsibilities such as payroll preparation, income tax reporting, employee benefits and workers compensation. 

Outsourcing is accomplished by transferring many of your employer responsibilities to a Professional Employment Organization (PEO). A PEO is not simply a temp firm, staffing agency, payroll service or placement agency. The PEO acts as your off-site human resource department. Your company enters into an agreement with the PEO to establish a three-way relationship between you, your employees and the PEO. You and the PEO become co-employers instead of the traditional employment relationship. 

The other staffing processes involve
• Screening Applicants 
• Selecting (Hiring) New Employees 
• Succession Planning 
• Job and Task Analysis 
• Job Description 

Specifying Competencies
• New Employee Orientation 
• Training and Development 
• Retaining Employees 
• Out placing and Downsizing (laying off employees) 
• Exit Interviews 

HRD audit and staffing 
HR auditors review the process of staffing and policies pertaining to staffing. It includes reviewing the recruitment process, the interview process, the employee orientation process, the job analysis and job description, promotion and growth opportunities.

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