Staffing Process – 11 Importance Steps In Staffing Process

Staffing is the process of hiring eligible candidates in the organization. Every organization no matter small or big has to go through the staffing process. The staffing department deals with the recruitment, selection, and screening process to hire employees for the organization.

In addition to this, this department is also concerned with the orientation, training and also termination. Some organizations have a separate department to deal with all the activities related to the staffing process. However, some organization pays to third party organizations to conduct the staffing process in order to fill the job position in the organization.

The staffing process is one of the most important and crucial processes of every organization as it is very important to find the right personnel to fill the job position at the right time. the success of an organization depends largely on the right selection of human resources, as all other resources such as machines, money, the material can be utilized at an optimized level by the efforts of human resources.

If you are planning to conduct a staffing process in your organization read this article ahead to learn about the different steps involved in the staffing process.

11 Steps in the staffing process

1. Estimation of Manpower requirement

The first and foremost step of the staffing process is getting the estimation of the requirement of manpower in the organization and what job positions are required to be filled. By the estimation of employees, you are not only required to get the number of employees you are required to recruit but also required to know about what skills and qualifications you are looking for in the personnel.

Using this information you can plan your recruitment process and can decide whether you want to conduct the staffing process within the organization or you want to hire external staffing agencies.

In addition to this, you are also required to keep in mind the government policies for the appointment of minority people, women, and people from backward class, etc.

2. Recruitment of potential candidates

Once you the estimation of employees that you want to hire. Then you need to look at the methods of filling the position. For example, you can conduct a recruitment process and to do this, you will advertise about the number of job vacancies in the organization at different platforms so that more and more candidates apply for the job and organization get more options to choose from the applicants to fill the position.

In addition to this, an organization can also use the services of placement consultants, employment exchange or contractors to fill a job position with getting into the hassle of the recruitment process. These agencies are specialized in the recruitment process and will get you eligible candidates by conducting the whole recruitment process and background check and charge fee for their services.

However, if the number of job vacancy are few and can be filled internally then the organization can fill the position either by promoting or by transferring. This process of staffing is fast and economical but most of the times organizations are required to fill job positions in the organization through external sources.

3. Screening and selection

Next step, after the recruitment, is the screening and selection process. This step is one of the most important and time-consuming steps of the whole staffing process. Once you get the application through the advertising you will screen the application on the basis of your skills, qualification, and experience requirement.

Selection of employees for different job position is different for example if you want to fill a job position of software engineer in your organization then you are not only required to check the qualification but also need to know about their aptitude and their competence in the use of programming language, therefore, a candidate who applies for the job of a software engineer has to go through various  steps of selection process such as aptitude test, written technical exam, technical interview, HR interview, group discussion, and finally the on job exam. The candidate who will score best in all these exams is selected for the job.

There are two reasons for conducting this thorough selection process. First is candidates should realize the seriousness of the job and second is to recruit the best candidate among all.

4. Placement of selected candidates

Once the candidates are selected through the selection process. The next step is to place the candidates in the job positions that they are selected for. Selected candidates will be given a job offer letter and are asked to join the job position.

5. Orientation process

The next step after placement is the orientation process. In the orientation process, the candidates are introduced with the existing employees of the organization and are told about how work is done in the organization.

The orientation step is quite important and should not be neglected. The orientation process is sometimes conducted by the superiors of the organization or sometimes it is conducted by the human resources manager.

During the orientation process candidates are made familiarized with the geography of the organization and their doubts are also addressed.

6. Training and Development

Once candidates are settled in the organization and are made aware of the work methods and the geography of the organization. the next step is to provide them the required training so that they can perform their work efficiently. Training is important otherwise, new employees will waste their precious time in asking questions to other employees.

In addition to this, training should also b provided to employees working in the organization. in this way, they can enhance their skills and can grow in their career. some organizations pay for the additional courses that their employees want to take and some organizations have their own in-house training department where they provide training to their employees annually to update and refresh their skills.

By providing training to employees, you not only improve their skills but also motivate them. The employees become more loyal to the organization when they learn that their organization is concerned for their development. This will help you to reduce the employee turnover rate of your organization.

7. Performance appraisal

The meaning of performance appraisal to evaluate the performance of employees working in the organization. An appraisal is conducted once in a year and the purpose of conducting an appraisal to determine the worth of the employees and to determine how they have contributed to the growth of the organization.

There are various factors such as efficiency, attendance, amount of work, quality of work, participation in organizational activities, behavior with the employees, etc. on the basis of which the performance of employees is evaluated.

The senior managers provide feedback for the performance of the employees. on the basis of the performance of employees in the appraisal, they are given promotions or bonuses.

8. Promotion

Promotion can be defined as a process where an employee is promoted to a senior position. With the promotion, the candidate will also get a salary hike, enhancement in job status, increased responsibility and job satisfaction.

Employees look forward to the promotion and they feel happy and satisfied when they are given promotions. They feel that their hard work is being noticed and is paid back in the form of promotion.

When the performance of employees is evaluated regularly and is rewarded according to the efforts that they have put in the work their work efficiency improves and they feel motivated to put more effort into their work.

9. Compensation

Compensation means the price of the job performed by the employees. compensation includes pay, bonus, rewards, and other incentives given to the employees in exchange for their work. Compensation is made in two ways.

One is direct compensation and the other is indirect compensation. Direct compensation is when employees are given direct salaries regularly and indirect compensation is insurance, medical facilities, etc.

There are various factors such as labor laws, union policy, minimum wage law policy, and competitor’s policy to decide the compensation given to the employees. compensation is provided to employees on a timely basis as well as a performance basis.

10. Transfer

Transfer means when an employee is transferred to a different department or different office location of the same organization. The job position or job responsibilities of the employee does not change and is work at the same level as he was working before the transfer.

There could be two reasons behind the transfer of an employee one is the employee himself wants to make the transfer for personnel reason or there is a requirement in the different office of the organization. The transfer is a common event that takes place in organizations quite often.

Sometimes, employees are transferred to different departments just to give them the experience to work at different job roles or to break the monotony of the work.

11. Termination

The last step of staffing is when an employee leaves the job. There are various reasons for the separation of employees from the organization such as termination, retirement, death or cost-cutting.

There is a different process to be followed for each type of separation of the employee from the organization. for example, the employee is given a regular pension when retires from the job.