Republic of the Philippines

Department of Education
Region VI-Western Visayas
BACOLOD NATIONAL HIGH SCHOOL
Miagao, Iloilo

DEFINITION AND NATURE OF STAFFING

Presented to:
IAN JOSEPH GENCIANA
Subject Teacher

Presented by:
Ma. Hyzel Jane Quinlog
Stephanie Factao

In partial fulfillment of the requirements for the subject ORGANIZATION and MANAGEMENT

Second Semester
October 2019
The term staffing relates to the recruitment, selection, development, training and compensation
of organizational personnel to fill the roles designed into the structure. Staffing, comparable to
all other managerial functions, is the duty which the top management executes at all times. In a
newly formed organization, the staffing function would come as a third step, next to planning
and organizing. Yet, in an on-going enterprise the staffing process is continuous.

STAFFING DEFINED

According to Harold Koontz, staffing is defined as follows: "Staffing means filling and keeping
filled, positions in the organization structure." In other words, staffing is the process of
acquiring, deploying, and retaining a workforce of adequate number and quality to generate
affirmative impacts on the organization's effectiveness.

Every organization must have staffing systems that direct the aquisition, deployment, and
retention of its workforce. Acquisition activities engage external staffing systems that administer
the preliminary acceptance of applicants interested in the organization. Acquiring workforce
entails:

1. planning for the statistics and kinds of people required.

2. setting up job requirements in the form of the qualifications or KSAOs (knowledge, skill,
ability, and other characteristics) looked-for to carry out the job effectively.

3. creating the types of rewards the job will offer.

4. doing external recruitment promotions

5. employing selection tools to assess the KSAOs that applicants have

6. choosing who among the applicants are the most qualified and will be given job offers and

7. placing together job offers that applicants will confidently accept

Deployment means the placement of new hires on the real job they will hold. Specific work unit
or geographic location may not be completely apparent at the time of hire. Deployment may
take the nature of work assignments inside the current job, lateral transfers, relocation, or
temporary assignments. Deployment of staff makes achievable realignment of human resources
to new work assignments or job responsibilities to face altering business requirements or to
offer opportunities to add skills and experience.

Retention systems on the other hand, seek to supervise the unpreventable flow of employees
out of the organization. sometimes these outflows are uncontrolled on the part of the
employee, like layoffs or the sale of business unit to another business. Other outflows are
voluntary in that they are initiated by the employee, like leaving the organization to take
another job or leaving the organization to follow one's spouse to a new geographic location.
Obviously, no organization can or should completely get rid of employee outflows. However, the
organization should try to decrease the type of turnover in which valued employees leave to
seek for "greener pastures" to another place, namely, voluntary-avoidable turnover. This type of
turnover can be very pricey to the organization. Turnover due to employee discharges and
downsizing have approximately the same impact to the organization. With the use of various
retention strategies and tactics, the organization can fight these types of turnover, in order to
keep those employees it believes it cannot afford to lose.
Staffing is really an essential part of human resource management. It facilitates procurement
and placement of right people on the right jobs. The nature of staffing function is discussed
below:

1. People centered - Staffing is people centered and is vital in all types of organizations. It is
concerned with the entire types of personnel starting from top to bottom of the organization.
The broad classification of personnel may be follows:

a. Blue collar workers (those working on the machines and engaged in loading, unloading etc.)
and white collar workers (clerical employees).

b. Managerial and non-managerial personnel.

c. professionals (such as Chartered Accountant, Company Secretary, Lawyer, etc.)

2. Responsibility of every manager - Staffing is a primary function of a management. All

managers are always engaged in performing the staffing function. He is dynamically associated
with recruitment, selection, training and appraisal of his subordinates. These activities are
carried out by the chief executive, departmental managers and foremen in relation to their
subordinates. Therefore, staffing is a comprehensive function of management and is performed
by the managers at every level regardless of the presence of a Personnel Department.

3. Human skills - Training and development of human resources is also a concern of staffing
function. Each manager must apply human relations skill in giving assistance and training to the
subordinates. Human relations skills are also indispensable in performance appraisal, transfer
and promotion of subordinates. The human relation in the organization will be pleasant if the
staffing function is implemented correctly.

4. Continuous function - Staffing function is to be accomplished always. It is evenly vital both in

old and new organizations. In a new organization, there has to be recruitment, selection and
training of personnel. In an established organization, every manager is occupied in different
staffing activities. He is to direct and coach the workers and also appraise their performance on
a continuous basis. Also, staffing function continues throughout the life of an organization due
to the transfers and promotions that take place.

IMPORTANCE OF STAFFING

It is of paramount significants for the organization that right kinds of people are hired. They
should be provided with sufficient training to minimize wastage. They must also be encouraged
to demonstrate higher productivity and quality by extending them incentives. In truth, effective
performance of the staff function is indispensable to take in the following benefits:

1. Efficient performance of other functions - Staffing function is the most vital managerial act
alongside planning, organizing, directing and controlling. The operations of other functions rely
upon the manpower which is obtainable through staffing function. If an organization does not
have capable personnel, it can't complete other important functions correctly.

2. Effective use of technology and other resources - It is the human factor that is instrumental in
the effective utilization of latest technology, capital, material, etc. the management can ensure
right kinds of personnel by performing the staffing function. In every organization all the
resources like; money, material, and machine are utilized properly through manpower. Thus, it
is too important that all the personnel or employees in organization must be assigned at the job
based on their ability, talent, aptitude, and specializations which can only be portable through a
good staffing system.

3. Optimum utilization of human resources - All organization spends money on recruitment,

selection, training and development of employees. In order to acquire the optimum output from
the personnel, the staffing function should be done in a well-organized way.

4. Development of human capital - The management is mandated to verify the manpower

requirements well ahead of time. In addition it has to train and develop the current personnel
for career advancement. This will meet up the necessities of the company in upcoming years.

5. Motivation of human resources - The behavior of individuals is formed by numerous factors

like education level, needs, and socio-cultural factors. It is the reason why the human aspect of
organization has become extremely essential. The workers can be motivated through financial
and non-financial incentives.

6. Building higher morale - For the workers to add to the accomplishment of the organizational
objectives, correct type of climate should be fashioned. Management can confirm the meaning
it connects to the personnel working in the enterprise by performing the staffing function well.
This will amplify the morale of the employees.

7. Reduces cost of production - Staffing also takes an essential part in dropping cost of
production. It facilitates in assigning right person at the right job, at the right, time. As a result
no wastage and mistakes can be made by competent personnel in the production of products.
Hence, it is obvious that it helps in trimming down cost of production.

8. For job satisfaction - Staffing is a significant cause for employee's job satisfaction. It is by
means of staffing function that jobs are allocated among the personnel depending on their
ability, talent, aptitude and specializations which furnish employees more satisfaction
concerning their jobs. As a consequence of job satisfaction employees give their best efforts
behind their jobs.

FACTORS AFFECTING STAFFING

There are numerous factors that may influence the manner of staffing by organizations. These
factors could internal or external to the firm. The internal factors affecting staffing are:

1. Promotion policy - The promotion policy of the organization is affected by staffing. With good
promotion policy in the organization, efficient people with prospects to career growth and
development will be attracted to the organisation. Internal promotions are bett for lower and
middle-level jobs, because it boosts the morale and motivation of the staff. Though, for top level
jobs, the right person must be selected. This right person may come from within the
organization, or he may be chosen from outside.
2. Future growth plans - Staffing is also prejudiced by the upcoming growth plans of the
organization. Thr organization will need many competent people if it desires to grow and get
bigger. In order to grow and get bigger, the zhave to single out specialists and provide them a
constant training and development.

3. Technology used - The type of technology used by the organization could also shape the
staffing function. If the organization decides to employ modern technologies thrn it must include
continous training programs. These programs would bring up to date the technical knowledge
of their staff.

4. Support from top management - Staffing is also influenced by the support coming from top
management. An organisation can have scientific selection procedures, scientific promotion and
transfer policies, continuous training programs and career development programs, if the top
management offers complete support to it.

5. Image of organization - Staffing is affected by the image of the organization in the job market
as well. Staffing will attract the best employees and managers if the organization has a good
image. An organization makes a fine image only if it preserves good staffing policies an practices
like job security, training and development, promotion, good working environment, work
culture, and others.

On the other hand, the external factors affecting staffing are:

1. Labor laws - Labor laws of the government influence the staffing policy of the organisation
too. It is obligatory for an organization not to employ children in their workforce and
discontinue child labor. The provisions of minimum wages direct on organization to fix minimum
salaries of employees and prevent their economic exploitation.

2. Pressure from socio-political groups - Activities of socio-political groups and parties may also
affect staffing. These groups and parties may place force on the organization to give jobs merely
to local people.

3. Competition - In the Philippines, there is a vast requirement for highly qualified and
experienced staff. As a consequence competition between different organizations to magnetize
and hire efficient staff is apparent. Most often organizations alter their staffing policies; propose
attractive salaries and other job benefits to include the finest minds in their workforce.

4. Educational standards - The educational standards of an area is a great influence in staffing. If

the educational standard of a locale is extremely high then the organizations will be restricted to
select only qualified and experienced staff for all job.