Question 1: what are the steps in the Staffing Process?

ANSWER:
Staffing is one of the critical management functions which is composed of a series of steps
that that intend to provide the organizations with the right people in the right jobs. The steps
include human resource planning wherein it ensures that the personnel need of the company
or the organization are met. The internal and external environments are analyzed like
expected needed skills, vacancies, expansions or reduction and the labor market, labor laws
and other external conditions which affect the personnel needs. The next step is the
recruitment which involves the pooling of job candidates to match the human resource plan
of the organization. There are numerous ways of recruiting job candidates such as through
newspapers, employment agencies, colleges, and internal sources. Next step is the selection
wherein the applicants are evaluated through analyses of their qualifications by interviews,
tests, reference checks and physical examination. Then, orientation where the applicants are
subjected to socialization process. It is the time where they are introduced to their superiors
and workmates. They are briefed on their job description and on the policies of the
organization or the company. Another significant step is the training and development. The
goal of training is to improve the skills of employees for them to be more efficient. Whereas
development intends the employees to be educated for additional responsibility and for
promotion. Performance appraisal is also an indispensable staffing process. It pertains to
evaluating an employee’s job performance against specific job standards. Monetary and non-
monetary rewards or promotion are given to those who have performed well. Those with low
performance ratings are given additional training, or they may be demoted or terminated.
Another step is the transfer, promotion and demotion. Transfer deals with the movement to a
different job with similar pay and responsibility while promotion is advancement in position
with higher pay and responsibility. Meanwhile, demotion is a movement to a lower-status
position. Lastly, separation as a staffing step relates with resignation which is voluntary
separation or termination which is involuntary separation. Retirement is also a form of
voluntary separation.
Question 2: Why is Human Resource Planning Significant?
ANSWER:
It is relevant because it is primarily concerned with matching the future demand for and
supply of personnel requirements of the organization. If the demand is greater than supply of
manpower, it will create a problem. It means there is a shortage of labor force. Personnel
needs depend on the strategic plans of the organization or the company and on the potential
change in the company’s external environment. For instance, a plan for expansion requires
more employees. During economic progress, there are business expansions and employment
increases. In such a situation, it will decrease the available applicants particularly for
management positions, so there will be a problem in recruitment. To minimize these
problems, the HR manager need complete and current information on manpower needs which
can be obtained through forecasting and human resource audit.

Question 3: Why is Recruitment Significant?

ANSWER:
The aim of recruitment is to get many job applicants for the organization or the company to
choose the most qualified ones. Before recruitment, a job analysis should be developed to
determine job description and job specification.
Question 4: Difference of Job Description and Job Specification?
ANSWER:
Job description usually lists out the job title, location, job summary, working environment,
and the duties to be performed on the job. It offers ample information about the job which
helps the management in evaluating the job performance and defining the training needs of an
employee. It also measures the tasks and responsibilities attached to the job. Moreover, it
helps the organization to be clear about 'Who should do what'. An example of a job
description for advertising manager runs thus: “Supervises and trains advertising staff;
administers advertising department; is responsible for the performance of his department; and
reports to the Vice President for Marketing.

On the other hand, the job specification lists out the qualifications, experience, training,
skills, emotional attributes, mental capabilities of an individual to perform the job. It
measures the capabilities that the job holder must possess to perform the job. Further, it helps
the candidates who are applying for a job to analyze whether they are eligible for a particular
job or not. Also, it helps the management to take decisions regarding promotion, bonus,
internal transfers and salary increase. An example for advertising manager in an advertising
firm is as follows: “Has excellent communication and interpersonal skills; has at least five
years of experience as manager in an advertising firm, preferably on consumer products; has
ability to work under pressure; and is creative. Computer literacy is an added advantage.

Question 5: What are the source of job applicants?

ANSWER:
Job applicants are many. They come from different sources. Some come from inside the
organization while some are from the outside. Some organizations give priority to recruiting
their own employees for higher positions. However, if their abilities and skills are not
enough, the only option is to recruit from external sources such as from universities and other
organizations. Usually the job offers are advertised in leading newspapers.

Question 6: What are the advantages and disadvantages of internal and external
recruitments?
ANSWER:
Internal and external recruitments have their advantages and drawbacks. Recruitment within
the organization is less expensive. Employees are already familiar with the organization.
Promotion within the organization provides incentives and creates loyalty. On the other hand,
the detrimental effects of internal recruitment are limitations of available abilities and skills.
The possibilities of new ideas or new blood getting into the organization is reduced.
Moreover, it may encourage complacency among the employees because they depend on
seniority for promotion.
The ability of an organization or a company to meet its recruitment needs depend on its
reputation, stability, location, salary scales and other incentives. Job applicants with excellent
qualifications choose their employers, Thus, only the best organization or company get the
best and the brightest job applicants. Clearly, new and small organization are at a
disadvantage.

Question 7: What are the steps in the selection process?

ANSWER:
The most suitable job applicants are hired. They passed through a selection process.
However, a highly qualified professional or executive does not undergo any of the screening
devices or selection process anymore. He is courted by several organizations. The steps in the
selection process are the following:

1. Completion of Job Application Form

2. Preliminary Interview
3. Testing/Examination
4. Background investigation
5. In-depth interview
6. Physical Examination
7. Job Offer

Question 8: What are the purposes of Orientation?

ANSWER:
The goal or the aim of Orientation or Socialization is to provide the new employee with
information about his job, history of the organization, policies, work rules, the vision and
mission of the organization and employee benefits. Usually, an employee’s manual is issued
to the employee. He is also introduced to his superiors or co-workers. He is also shown the
various facilities. All these orientation activities are planned to make the new employee
comfortable and perform effectively in the organization.

Question 9: What are the objectives of Training and Development?

The goal or the aim of training programs is to improve present job performance while
development programs are preparations for future job performance.

The various training techniques are:

1. On-the-job-training
2. Vestibule Training (Simulated Work Environment)
3. Classroom Setting (Seminars and other non-formal education)

In the case of development programs, the various approaches are:

1. Seminars and workshops conducted by the government agency, or private organizations

2. Free Masteral Programs or Doctorate Programs, and
3. Job Rotation
Question 10: What are the objectives of Performance Appraisal?
A performance appraisal is a regular review of an employee's job performance and overall
contribution to a company. Also known as an annual review, performance review or
evaluation, or employee appraisal, a performance appraisal evaluates an employee’s skills,
achievements, and growth--or lack thereof. Companies use performance appraisals to give
employees big-picture feedback on their work and to justify pay increases and bonuses, as
well as termination decisions. They can be conducted at any given time but tend to be annual,
semi-annual, or quarterly.

Question 11: What are the types of Performance Appraisal?

The types of performance appraisal are the following:

1. Informal performance appraisal wherein the manager or supervisor monitors the activities
or his subordinates on a day-to-day basis. The manager tells his subordinates if the work has
been done well or poorly in a friendly and informal manner.

2. Formal performance appraisal pertains to the structured and systematic process of rating
performance of subordinates which is conducted semi-annually or annually. The purpose of
this is to inform subordinates on how they are being rated in their current performance; to
identify subordinates for promotions and other rewards; and to determine subordinates who
need further training.

Question 12: What are the objectives of Transfer, Promotion and Demotion?
Transfer have several purpose: to fill temporary job vacancies; to train an employee for a
higher job in preparation for a replacement of an employee who is about to resign or retire; or
to place employees who are not performing well in other jobs.

Promotions serve as recognition of superior performance. These are incentives to deserving

and dedicated employees. It is extremely important that promotion should be fair and
reasonable. Promotion should be based on merits or performance. Seniority is also a basis for
promotion, but it is the last factor, all other things being equal.

Demotions are ways of punishing inefficient employees. However, many organizations prefer
to give suspensions or financial penalty. A demoted employee becomes angry or resentful.
He does not become efficient in his position

Question 13: What are the examples of Voluntary Separation?

The examples of voluntary separation are resignation and retirement. The major cause of job
resignation is job dissatisfaction. Such unfavorable situations are created by the following
factors: work policies, interpersonal work relationship, working condition, status and job
security.

Question 14: Is it necessary for the HR to conduct Exit Interview for departing or
resigning employees?
It is necessary for the HR to conduct an Exit Interview for the departing or resigning
employee to find out the reasons for the resignation. Results of the interview provide the
personnel better perspectives in formulating job designs, and other aspects of human resource
management process. Almost always, efficient and competent employees are discouraging
from resigning during the exit interview.