Meaning & Definition

Staffing
Staffing refers to the continuous process of finding, selecting evaluating and
developing a working relationship with current or future employees. The main goal of
staffing is to fill the various roles within the company with suitable candidates.
Staffing can be done within the company or by contractors at various levels of the
staffing process
The placement, growth, development of all those members of the
organization whose function is to get things done through the efforts of
other individuals.
Theo Haimann

Staffing is the function by which managers build an organization

through the recruitment, selection and development of individuals as
capable employees.
Mc Farland

What is staffing in management?

In management, staffing refers to the recruitment of various people in a team on the
basis of their knowledge, experience, talent, skill, and areas of expertise. With
staffing, management tries to simultaneously find, evaluate, select and nurture talent
while also catering to the present talent at the organization.

Staffing can be defined as one of the most important functions of management. It

involves the process of filling the vacant position of the right personnel at the right
job, at right time. Hence, everything will occur in the right manner.

It is a truth that human resource is one of the greatest for every organization
because in any organization all other resources like- money, material, machine etc.
can be utilized effectively and efficiently by the positive efforts of human resource.

Therefore it is very important that each and every person should get right position in
the organization so as to get the right job, according to their ability, talent, aptitude,
and specializations so that it will help the organization to achieve the pre-set goals in
the proper way by the 100% contribution of manpower. Thus it can be said that it is
staffing is an essential function of every business organization. From this, we can
understand what is Staffing?
 importance of staffing

Staffing is an important step to keep the turnover rate in check, expand the talent
profile within the org, and keep the retention rates steady. Here are some more
reasons why staffing is an important HR function:

● Getting qualified and skilled people into the team.

● Roles become clearer and the workload works become lesser.
● There is an improvement in the morale and job satisfaction.
● It helps the organization diversify its talent profile and hence aids with company
growth.

Efficient Performance of Other Functions

For the efficient performance of other functions of management, staffing is its key. Since, if an
organization does not have the competent personnel, then it cannot perform the functions of
management like planning, organizing and control functions properly.

Effective Use of Technology and Other Resources

What is staffing and technology’s connection? Well, it is the human factor that is instrumental in the
effective utilization of the latest technology, capital, material, etc. the management can ensure the
right kinds of personnel by performing the staffing function.

Optimum Utilization of Human Resources

The wage bill of big concerns is quite high. Also, a huge amount is spent on recruitment, selection,
training, and development of employees. To get the optimum output, the staffing function should
be performed in an efficient manner.

Development of Human Capital

Another function of staffing is concerned with human capital requirements. Since the management
is required to determine in advance the manpower requirements. Therefore, it has also to train and
develop the existing personnel for career advancement. This will meet the requirements of the
company in the future.

The Motivation of Human Resources

In an organization, the behaviour of individuals is influenced by various factors which are involved
such as education level, needs, socio-cultural factors, etc. Therefore, the human aspects of the
organization have become very important and so that the workers can also be motivated by financial
and non-financial incentives in order to perform their functions properly in achieving the objectives.
Building Higher Morale

The right type of climate should be created for the workers to contribute to the achievement of the
organizational objectives. Therefore, by performing the staffing function effectively and efficiently,
the management is able to describe the significance and importance which it attaches to the
personnel working in the enterprise.

● Better performance: The performance of an organization depends on the

quality of persons employed in the organization. The function of staffing is
significant because it ensures higher performance by putting the right
person in the right job at the right time.
● Survival and growth: Staffing is a very important function of management
in comparison to other functions because all the functions of an
organization are performed by the people. Competent and efficient workers
bring an organization into existence and ensure its survival and growth.

Staffing Characteristics
The following are the characteristics or features of staffing: 1.
Staffing is not a temporary exercise, 2. Staffing is a complex
process, 3. Staffing is a logical exercise, 4. Staffing deals with
present and future requirements, 5. Staffing involves people, 6.
Responsibility for staffing, 7. Staffing is a managerial function!

1. Staffing is not a temporary exercise:

Staffing is not an activity which can be undertaken only
temporary.

It is a continuous activity so that required manpower is available

throughout the year and at all times without any problem.

2. Staffing is a complex process:

According to Wendell French “the broad personnel management
function must be a joint effort of all managers within an
organisation. The complex nature of staffing function stems from
the fact that sometimes totally unrelated functions are assigned
to staffing functions.” The complexity increases because an
enterprise is a dynamic entity having a number of systems and
sub-systems.
 3. Staffing is a logical exercise:
The various logical steps to be followed in staffing are: manpower
planning, recruitment, selection, induction, appraisal, training
and maintenance of personnel. Staffing is a managerial function.

4. Staffing deals with present and future

requirements:Changes keep on taking place very frequently in
the staff on account of retirements, resignations, deaths,
terminations, etc. Staffing therefore not only deals with present
but also with future.

5. Staffing is a managerial function:

Staffing is concerned with selection of manpower especially the

managers. The function of staffing involves manning the
organisation’s structure through careful selection, appraisal,
development efforts etc. This function of management is not a
new one rather; it is as old as the organisational itself is.

Types of Staffing
Staffing refers to the process of finding candidates with suitable skills to fill vacant positions.
There are 6 common types of staffing:

1. Temp to hire staffing/Contract-to-hire staffing

Temp to hire staffing refers to having an employee work for an organization for a trial period
of time. In this type of staffing, businesses like to experiment with various employees to find
the most suitable one in the process. The employee’s skills and abilities are evaluated during
this period, and when the contract ends the company has the option to either extend the full-
time employment offer or move on to the next candidate.

2. Short-term staffing

This type of staffing aims to fulfill the immediate business requirements. For example, a
business may hire extra workers on a seasonal basis. Many companies hire temporary
workers for a short period of time to fulfill certain orders or for specific projects. Apart from
temporary administrative positions, short-term staffing may also include creative positions
where they hire freelancers.
3. Long-term staffing

When the business requirements require employees to work for at least one year, it can be
called long-term staffing. A few reasons for long-term staffing are turnover, retirement, long
absences, poor performance, etc. Long-term staffing looks beyond the immediate needs of the
business and is more strategic. The purpose of long-term staffing also includes building a
skilled, stable workforce that helps the company move forward. Organizations invest in
compensation, career, and growth of employees.

4. Direct hire staffing

Direct hire staffing can also be referred to as placement hiring. In this type of staffing,
organizations hire full-time employees. Since staffing usually refers to temporary hiring,
direct hire staffing is a bit different from the traditional staffing. The skills, experience, and
competencies of employees are matched with the long-term business requirements.
Organizations prepare proper job descriptions and advertise through various media to find
potential candidates. Since the skills and expertise level required here is higher than normal,
organizations conduct skill testing and other screening methods along with background
checks to determine if the employee is qualified to perform his role.

5. Payroll services staffing

Payroll services staffing is a cost-effective type of staffing where the organization selects a
worker, but the staffing agency arranges their pay and manages paperwork. The main purpose
of payroll services staffing is to outsource payroll and let the existing employees focus more
on value-adding and revenue-generating tasks and let another worker handle the
administrative tasks.

6. Strategic staffing

Some businesses perform their staffing activities strategically, meaning that they combine
short-term, long-term, direct hire, and other types of staffing to meet the strategic business
needs. It also includes employee succession planning where the vacant positions are filled by
internal employees. Since the staffing process starts with the continuous task of meeting the
business requirements, both short and long term, the human resources department ensures
that such needs are met from a talent perspective. It also includes training and rectification of
any gaps in skills.

Steps in Staffing Process

The staffing process starts with finding the right talent and ends with the transfer of
employees. The main purpose is to ensure that the organization misses nothing in terms of
talent and skills. There are 11 steps involved in the staffing process:

1. Manpower planning and job analysis

Manpower planning refers to the measurement of workforce required in an organization. The

first step in staffing helps identify the requirements of business to properly determine the
number of employees, the skills, and qualifications required. Job analysis is the process of
collecting information related to a job. It includes skills, responsibilities, roles, and other
requirements. Job analysis helps determine the talent required so as to match it with the
business requirements.

2. Recruitment

After planning the manpower and conducting job analysis, recruitment is the second step in
staffing. Once the organization has determined the skills and knowledge required to perform
certain roles, the recruitment process begins. This process involves advertising for open
positions within the organization through various media. After receiving enough job
applications, the organization evaluates them based on the eligibility criteria set in the first
step.

3. Selection

After evaluating the job applicants against eligibility, the selection process screens employees
and identifies the ones who are most suitable for specific jobs. This is a crucial step as
selecting the set of skills that do not match the vacant positions can lead
to unproductivity and low job satisfaction. In the staffing process, it is important to eliminate
those that are unsuitable and appear unpromising.

4. Orientation and placement

Once the suitable candidates are selected, employees are made familiar with each other, their
teams, the organization, and the work they will be performing. After this, the right employees
are placed in the right positions.

5. Remuneration

Remuneration refers to the compensation given to the employees in exchange for the work
done. Remuneration is usually decided at the time of interview or selection process. It’s
predetermined but can be negotiated as well, according to the type of work and experience of
the employee hired.

6. Training

Training is a primary part of the staffing process. The main objective of training is to help
employees learn new skills and develop knowledge. Organizations design training programs
after a TNA (Training Needs Analysis) to make sure that the employees keep up with any
new requirements.

7. Performance evaluation

Employees get to their work after they have been placed and trained. Their work performance
is evaluated based on their attitude, behavior, and work done. Such assessments aim to
determine the success of the recruitment process and if the employee needs further
improvement or had been placed wrongly. The performance evaluation step in the staffing
process serves as the base for designing training/development programs, promotions,
appraisals, etc.
8. Development

After the performance of an employee is evaluated, the organization determines if there’s a

need for improving the existing skills and competencies. It aims to better equip the
employees to perform their current roles or adapt to the changing business requirements. This
also helps employees advance in their careers by leveling up their skills and knowledge.

9. Appraisal

Performance evaluations also determine if an employee is eligible for appraisal. Appraisals

aim to show how well an employee has performed in a specific period and how his
knowledge, aptitude, and other qualities gave value to the success of an operation.

10. Promotion

If an employee shows growth and improvement beyond what was expected of them, they are
likely eligible for promotion. It is the process of upgrading an employee to a higher or better
position within the organization. It is also linked to increased incentives, higher
compensation, and other extra benefits.

11. Transfer

The last step in the staffing process is transfer. In transfer, the employee performs in the same
position but is shifted to another business unit or a different department. There will be no
change in the compensation structure. Transfers are mostly undertaken to meet sudden or
urgent organizational needs. Sometimes, they also aim to let employees develop their skills
and knowledge. They can be temporary or long-term, depending on the need. This process
has to be evaluated periodically to meet the staffing needs.

Functions of Staffing
1. The first and foremost function of staffing is to obtain qualified
personnel for different jobs position in the organization.
2. In staffing, the right person is recruited for the right jobs, therefore
it leads to maximum productivity and higher performance.
3. It helps in promoting the optimum utilization of human resource
through various aspects.
4. Job satisfaction and morale of the workers increases through the
recruitment of the right person.
5. Staffing helps to ensure better utilization of human resources.
6. It ensures the continuity and growth of the organization, through
development managers
Strategies for effective Staffing
● 1. Create an Organized and Clear Staffing Plan
● Before you enter the staffing process, building a
systematic, organized, and clear staffing plan is crucial.
This will ensure that the HR team responsible for the
hiring process are on the same page and aligned with the
goal.
● Here are some steps you must keep in mind while creating
a staffing plan:
● Step 1
● Determine the needs of the organization and the kind of
workforce you need to attain the company’s long and
short-term goals.
● Step 2
● Conduct a job analysis to identify the specific tasks and
responsibilities associated with a job. In this process, it is
advisable to involve supervisors, managers, and other
stakeholders to conduct a more accurate job analysis.
● Step 3
● Compare existing employees with the desired employees
to establish staffing gaps. Once the gaps have been
identified, it will be easier to look for new employees
based on the skills needed to enhance productivity and fill
the gap.
● Step 4
● Recruitment and staffing is an extremely lengthy and time-
consuming process. If you do not set a timeline with key
milestones and deadlines, the probability of the
recruitment process consuming more time is very high.
Create a timeline with activities added in sequential order,
like sending out the job postings, filtering the applicants,
screening the candidates, interview round, and final
selection.
● 2. Continual Training and Development
● Staffing efficiency not only evolves by hiring new
employees but also by retaining existing employees.
Ensure you offer your current employees regulartraining
and development opportunities to advance their
professional and personal skills. You can be creative with
the training using components likegamification, artificial
intelligence, machine learning, and more.
● Continual training and development opportunities will
allow your employees to adapt to constantly changing
market trends. Continuous learning helps them to stay
updated and fully participate in the competitive business
landscape.
● IT staffing solutions especially need advanced training
options to ensure professional advancement. The
information technology industry is evolving by the second,
leaving employees with an urgency to enhance their
technical skills for future job opportunities.
● 3. Utilize Technological and Automation Tools
● Technology is a powerful tool used globally to increase
productivity and efficiency across various industries.
Digital technological and automation tools can also play a
significant role in enhancing staffing efficiency.
● First and foremost, technology enables hiring managers to
access a broader pool of candidates through social media
and other professional networking platforms. With
advanced search capabilities, recruiters can swiftly identify
potential candidates and initiate the selection process.
● Another valuable technological tool is the Application
Tracking System (ATS), which automates and streamlines
tasks like application tracking and candidate
communication. By eliminating the risk of human error in
automated tasks, the recruitment cycle becomes consistent
and efficient.
● Lastly, the utilization of automation tools and advanced
technology makes it possible to pursue virtual staffing
solutions. It allows organizations to hire permanent
employees, freelancers, or contractors from anywhere in
 the world, effectively creating a global talent pool.
Additionally, virtual staffing processes result in cost
savings by eliminating overhead expenses like travel and
relocation.
● 4. Take Help from Your Current Employees
● The possibility of your existing employees having a wider
and more pronounced network is much higher. Create a
streamlined referral program where your current
employees can recommend new candidates. You can offer
rewards or monetary benefits to the employee after
successfully onboarding a referred candidate.
● Additionally, you can look for inside hires, i.e., existing
employees who can be promoted for the new job opening.
Interested employees can fill out the application form,
saving you from the hassle of orienting a new hire. This
will not only benefit you in terms of time and cost savings
but also give your employees a fair chance at career
progression.
● 5. Mobile Friendly and Easy Job Application Forms
● You might be wondering how easy job application forms
can improve staffing efficiency. Statistics reveal that easy
and mobile-friendly job application forms are11% more
likely to attract applicants. A smooth and easy application
experience will provide the potential employee with a
positive candidate experience, making the candidates
believe that you respect their time and effort.
● Additionally, not everyone has regular access to a laptop
and desktop. With mobile-friendly and simplistic
application forms, you can reach a more diverse range of
candidates. For instance, a candidate lacking extensive
computer skills or limited hand motor functions can
quickly and easily fill out a mobile application form.

Benefits of Staffing
Even if staffing in management aims to fill the right positions with the appropriate talent
temporarily, it is an essential managerial function that fulfills various business requirements.
The primary function of staffing is that it obtains qualified employees to perform different
roles within the organization. The main benefit of staffing is that it improves organizational
output and the quality of employees. Some other benefits of staffing are:

1. Finding the right talent

The process of staffing includes a solid understanding of the business requirements so that
it’s easier to recruit the exact person to fulfill such requirements. Finding the right person
begins from recruiting, selecting, evaluating, and hiring employees based on their skills,
knowledge, talents, and experience required to perform the necessary roles. Finding the right
talent is also one of the most important functions of staffing.

2. Enhanced organizational productivity

When the right talent is recruited for the right positions, it maximizes the output of human
resources and improves their quality. Since staffing also involves training and development, it
helps increase the efficiency of employees as these programs focus on improving the current
capabilities as well as learning new skills.

3. High job satisfaction and morale

With proper training and development, employees will be able to maximize their potential
and help the organization move forward. This not only ensures they are satisfied with their
jobs but also keeps their morale high as they feel a sense of assurance of their career
enhancements. Additionally, they are also placed in positions where they can put their
knowledge, talent, and skills to the best use.

4. Optimum utilization of human resources

Before the recruitment process, the human resources department gains a good understanding
of the business requirements. This facilitates manpower planning and proper job analysis, via
which the business can identify the number of people required for specific positions – thereby
eliminating any underutilization of resources. Staffing also ensures that there is no shortage
or excess of human resources.

5. Harmonious work environment

With proper staffing, the employees in an organization are continuously evaluated based on
their skills and knowledge so that they are always placed in positions where their skills add
the best value. Their performances are regularly appraised, and promotions are made, which
fosters a harmonious and optimistic environment in the organization.

Consequences of wrong staffing

The impact of poor job fit can extend well beyond the employee simply
quitting their job. It can affect the organization’s bottom line, other
employees in the organization and even the employee’s family.

Successful businesses understand the importance of making the right

hiring decisions. This is why companies spend an average of $3,300 per
hire just on recruiting the right person. In fact, in the United States alone,
it’s estimated that $72 billion a year is spent on recruiting and hiring. Yet
even with all the time, money, and energy spent on finding the right hire,
mistakes are still made, and these mistakes are costly.

Therefore, hiring the wrong person for the job can have serious
consequences - not only can it compromise the morale of the rest of your
team and affect the engagement of those employees, but may increase
levels of absenteeism, impact on customer service, reduce productivity and
ultimately affect your profitability.
The cost
When employees are in the wrong position, they are more likely to leave
the organization and you need to spend your time re-filling the role. This
may mean you have to go through the hiring process a second or even
third time and spend time re-training new employees. The impact on
customer service may even lead to a decrease in business earnings or
revenue.
Health impacts
When an employee feels trapped in their job, or that the job is not the right
fit for them, they may end up working longer hours to do everything
possible to succeed. Their personal lives can be affected, for example, they
spend less time with family and friends, and their stress levels escalate.
Job burnout may also occur, which is where you feel physically, mentally
and/or emotionally exhausted from work. Your employee may doubt the
value of their work and their own competency in getting the job done.

Impact on other employees

Disengaged employees can also undermine their co-workers’ success,
decreasing productivity and morale in the organization. And, as
disengaged employees typically take more sick days per year than their
engaged colleagues, the financial impact of disengagement is clear.

SOLUTIONS FOR AVOIDING WRONG

STAFFING

Hiring the wrong person can result in astronomical costs for your
company. Harvard Business Review estimates that 80 percent of
turnover is due to bad hiring decisions. The cost of replacing an employee
is estimated to be around one-fifth of their salary, so those costs mount
quickly. But the consequences of a wrong hire go beyond turnover costs;
there are also costs associated with a disrupted company culture,
decreased work production, and potential loss of customers and revenue.

Bottom-line: Making the right hiring decision is crucial in establishing and

keeping a company successful. Although companies know the importance
of making the right hiring decision, they still make easily avoidable
mistakes. By watching out for the following pitfalls, as well as taking these
proactive steps, companies can decrease bad hiring decisions and save
money over the long run.

Be Mindful of Your Add

The first mistake leading to a bad hire often starts with a bad job
advertisement. Companies make the mistake of posting a job ad that
focuses on the skills needed for the position, including preferred degrees
and certifications; this approach tends to attract more mediocre
applicants. In fact, one study published in the Journal of Business and
Psychology found that job ads emphasizing how the open position meets
a candidate’s needs result in better hires than ads focusing on the skillset
needed for the job.
To attract top talent, focus on what you can offer candidates. This goes
beyond your typical 401(k) and vacation benefits. Highlight why a
potential candidate should be excited about working for you. This could
range from continued training and education, to the company game room
where employees take breaks. Companies should reflect on what makes
their place of employment special and highlight those qualities in their job
postings. Top candidates can afford to be selective, so these incentives are
the first step to attracting the right hire.

Pace Appropriately

More often than not, a bad hiring decision will be made because an
employer feels desperate to fill an open position. Perhaps the right
candidate is hard to find, so those “okay” candidates seem good enough,
even if they don’t meet all your requirements. Be careful: Quick and
desperate decisions lead to bad hires, which end up costing employers
more in the long run.

To help avoid desperate hiring situations, managers should keep a list of

potential hires on file, utilize networking, and take their time. Luckily,
more employers are starting to become savvy to the costs of a bad hire
and have slowed the hiring process. In fact, the Dice-DFH Vacancy
Duration Measure found that employers are taking longer than ever—
from 25 to 58 working days—to fill positions. Keep in mind that too slow of
an approach is not necessarily the best either. If you wait too long to make
an offer to a highly qualified candidate who would be a good cultural fit,
chances are you’ll lose them to another company that’s already given
them an offer. Allow time to thoroughly interview and vet a candidate.
Then, once you find your top pick, move in quickly to make an offer.

Rethink the Interview Process

Today’s candidates are better prepared for interviews than ever before.
With tons of interview tips and resources available online, most potential
hires are prepared to answer basic interview questions, know the ins-and-
outs of interview etiquette, and are well rehearsed to impress. With this
level of preparedness and showmanship, it can be hard to determine if a
candidate would be a good fit for your company.
More often than not, hiring managers rely on tried-and-true interview
questions. “What do you consider your biggest strength/weakness?” is one
popular example. These kinds of questions, while standard in interviews,
are ambiguous and don’t paint a clear picture of candidates or their
abilities. Instead, hiring managers should ask behavioral questions that
tackle aspects of the job they’re hiring for. For example, if a job requires a
lot of customer interaction, you can ask the candidate to recount a specific
customer service experience: “Tell me about a time you were faced with an
unhappy customer. What actions did you take?” Answers to questions that
probe a candidate’s past behavior are great indicators of his or her ability
and personality. They also give the hiring manager a better idea of
whether or not the candidate would be a good fit within the company.

These interviews should be structured; research has shown that

unstructured interviews, in which interviewers are allowed to ask
whatever kind of questions they want, are not a good way to learn if
someone will be a good hire or not. Furthermore, multiple people from the
company should interview a candidate. Having a wide selection of
interviewers, including those who would work closely with the candidate
or who have performed the job before, will ensure a more thorough
interview. It’s also important to leave time for the candidate to ask
questions. A potential hire’s questions can be just as telling as their
answers, revealing if they would be a good fit or not.

The Importance of Company Culture

Problems arise when employers hire based on skillset alone. Although it

may seem counterintuitive, hiring managers need to look beyond an
applicant’s abilities and assess whether they would be a good cultural fit
within the company. Job skills can be taught, but you can’t change a
person’s core personality. Instead of focusing on checking off boxes, hiring
managers should keep in mind the company’s beliefs and principles when
reviewing candidates’ qualities.

If it’s undefined, take time to nail down the company’s culture. Standards
will help guide the hiring process. Does your company value innovation
and creativity? Is the environment more data driven than intuition driven?
Is it important to the company that employees are self-starters, or that
they focus on self-improvement? These types of questions can help define
the company’s traits and values, which will ultimately help in hiring
decisions.

It is important to note that searching for someone who fits into your
company’s culture does not mean looking for a clone of your current
employees. Branch out from the person that “seemed nice” in an
interview, or the candidate who’s like everyone else on the
team. Studies have shown that a diverse group of people working together
creates smarter and more innovative teams. Core beliefs should be used
as indicators of cultural fit.

Tying it All Together

The costs of a bad hire can be devastating to an employer. Not only is the
replacement cost high, but a bad hire can also have a negative effect on
the rest of the employees, the work culture, and customer experience. To
lower the chances of costly turnovers, hiring managers need to be diligent
in finding the right candidate to fill a position. By investing time in
properly formatting the job posting, the interview process, and the hiring
procedures, money and time can be saved in the future, resulting in a
better return of investment for each new hire.