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Home » Management articles » Staffing Process – 11 Importance Steps In Staffing Process

Staffing Process – 11 Importance Steps In Staffing Process

July 11, 2020 By Hitesh Bhasin Tagged With: Management articles

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.

Staffing Process

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.

Table of Contents

  • 11 Steps in the staffing process
    • 1. Estimation of Manpower requirement
    • 2. Recruitment of potential candidates
    • 3. Screening and selection
    • 4. Placement of selected candidates
    • 5. Orientation process
    • 6. Training and Development
    • 7. Performance appraisal
    • 8. Promotion
    • 9. Compensation
    • 10. Transfer
    • 11. Termination
    • Related posts:

11 Steps in the staffing process

Estimation of Manpower requirement

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.

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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

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

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.

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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

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.

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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

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

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.

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Employee Background Check: Concept, Importance, Steps & Advantages 10 Ways To Be SuccessfulHow to be Successful? 10 Ways To Be Successful Barriers to EntryBarriers To Entry: Meaning, Types, Examples What is Flexible Staffing? Definition, Meaning, Options, Advantages and Disadvantages: How to Implement a Flexible Staffing Strategy Definition of flexible staffing Flexible staffing, as the name suggests, is hiring staff or workforce as an alternative for some of the regular and permanent employees in an organisation. It is a practice that helps to fill up a vacancy by recruiting temporary, part-time or independent individuals for a specific job. One of the essential benefits of encouraging the concept of flexible staffing is that there are less legal formalities and restrictions with this hired workforce and it ultimately proves beneficial to set terms for both the employer and the flexible staffing employee. Meaning of flexible staffing More and organisations are turning to develop strategies that will entail a dynamic mix of employees and this means recruiting full-time employees and highly skilled temporary professionals hired as flexible staffing. It gives every organisation an option for increasing or cutting down its staff as per the demand of the hour. The mindset of a traditional employee was a permanent job with a fixed 9 to 5 routine, but times have certainly changed. It is not only the man who is working in a professional capacity but the female is also doing the same. There have been changes with both partners working and in some cases because of family emergencies, it is feasible for one partner to have the option of flexible hours. They are now willing to sacrifice the permanency of the full-time job for flexible staffing as it will give them the necessary leeway to make related changes in their lifestyle. Flexible staffing options The numerous options for flexible staffing are- • Leased employees – In this scenario it is the agency that pays the worker and not the employer, who leases a portion of its staff from the agency • Temporary agencies – Employers use temporary agencies to recruit employees for a limited period. It is the employer who pays the staff and not the agencies that are supplying them • Contract workers - In this scenario, the workers work for a sub-contractor that offers services of the employees to another client or company. It is the sub-contractor who pays the wages of the employees as they are his workers. After the job is completed, the workers come back to the sub-contractor who then sends them to new premises of another client. Advantages of flexible staffing The advantages of flexible staffing are as follows- • No additional benefits - Employers find it more convenient to recruit some employees as part of their flexible staffing concept as it is easy to let them go after completing the desired work. This way they can hire the best person for the job and do not have to be in a legally binding space where the staff will be treated as an employee of the organisation and thus is eligible for several related benefits. • Improves competitive position – A flexible staffing option offers control over the employees. The competitors have a rigid labour structure that makes them susceptible to economic low and highs, but because of flexible staffing the firm can improve its competitive position in the market • Growth and development of a company - Employers are also happy to recruit a part of their workforce as flexible staffing because they have started understanding the numerous benefits the concept has. The employees are happy, and this makes them more focussed and competent in their work that can result in growth and development of the company • Try out potential employees – Several companies can take advantage of flexible staffing concept by recruiting members that they think will prove beneficial for their company. They then watch their work for a specific period and treats this time as a testing period. If found suitable, they are hired as permanent employees and if not it is also easier to let them go • Stops unnecessary overtime – Recruiting staff only when you need for them is an essential concept if a company is looking to stop unnecessary overtime. Flexible staffing assists in meeting fluctuating demands of a company only when required. Thus a firm does not have to ask its permanent employees to stay back and work overtime • Save money – When an organisation develops a plan to hire both full-time staff and flexible staffing, it can easily turn the fixed costs to variable expenses by paying only for what it should at that particular time. The company also saves money which it would have to shed if it were to hire and train permanent employees • Improves employee retention – A mix of full-time and flexible staffing often is like a buffer for the core employees in a firm during lay-offs. They are subjected to satisfaction, engagement and job security, and this helps in boosting the employee retention rate • Freeing full-time employees - An advantage of recruiting flexible staffing is that it frees the full-time employees to pursue complex challenges and challenging roles which they usually would not get the time to do. • Becomes easy to hire specialists – If a company is rigid in its principles and appoints only permanent members, then it can't meet sudden demands that may occur in the organisation. Some project might need the services of an expert, and if it is open to flexible staffing then it is easy to recruit the required person for the job and let him go when the services are no longer needed Disadvantages of flexible staffing The disadvantages of flexible staffing are as follows- • Fewer employee benefits – Flexible staffing is a concept where the employees are not provided with the actual benefits that are given to the permanent employees of the firm. They are not eligible for several schemes like retirement plans, health insurance policies etc. and hence have to pay any expense out of their pockets which in reasonable condition would have been the responsibility of the employer • Risk of losing the workforce – Yes, it is beneficial for an organisation to recruit flexible staffing but there is always a risk of losing a worthy employee to a company who will give him the option of permanency and better opportunities • Low wages – One of the disadvantages of flexible staffing is that the workers are offered fewer wages compared with their counterparts in fixed positions who are paid a better salary. How to implement a flexible staffing strategy To implement a flexible staffing strategy, a business entity has to • Assess the business strategy – Take a look at the objectives of your business to know whether your business needs employees all-round the year or there are lean and very intensive work periods. This will be an indicator of whether a flexible staffing strategy will be beneficial for it or not. • Meet team leads – Meeting with team leas will help in identifying ongoing vacancies and skill gaps that need to be filled • Create an attractive offer – Money has a lure of its own and if you are interested in recruiting flexible staffing for the company make sure that your offer looks attractive and tempting to the potential employees • Know where to find the best talent – Make sure that the organisation can gain access to a pool of talented employees at a short time. Team up with an agency that can meet your demands pronto so that you can hire the best available employee at the shortest notice • Speed up flexible recruitment policy – Streamline the hiring process so that employees can onboard quickly with minimal fuss. This way, a company can utilise and explore the hired skills of flexible staffing to their potential and gain maximum value.Flexible Staffing in Business: Definition, & Advantages Definition of Entrepreneur - EntrepreneurshipDefinition Of Entrepreneur – Define Entrepreneurship 10 Ways To Be ConfidentHow to be Confident? 10 Ways To Be Confident What is Job EnrichmentJob Enrichment – Definition, Characteristics, Advantages, Disadvantages Performance Appraisal MethodsTop 18 Performance Appraisal Methods for Best Results Business Risk: Definition, Types, Importance and How to Minimize it Organizational ConflictOrganizational Conflict: Definition, Types and Advantages
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About Hitesh Bhasin

I love writing about the latest in marketing & advertising. I am a serial entrepreneur & I created Marketing91 because i wanted my readers to stay ahead in this hectic business world. You can follow me on Facebook. Let's stay in touch :)

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