Ch-4 Staffing

Q.1 Discuss the Importance of Staffing

Staffing is the process of hiring eligible candidates in the organization or company

for specific positions. In management, the meaning of staffing is an operation of
recruiting the employees by evaluating their skills, knowledge and then offering
them specific job roles accordingly. Let us find out more about what is Staffing and
what it entails along with its functions and characteristics.

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:

With the help of staffing we can utilize technology and other resources at proper
time.if people are proper than they will be able to work properly and can give
better benefit to organization.

Optimum Utilization of Human Resource

Staff cost is high in company. 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 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.

Improved Performance:

By deploying right people on the right job helps business enterprises to use
physical resources in the most optimum manner leading to higher productivity,
better efficiency and improved performance.
For example - To get best results, teachers with proficiency in Business Studies are
the right people to be appointed in the commerce department to teach Business
Studies.

Q.2 Which are the different functions of staffing?

Functions:

(1) Recruitment:

Recruitment is the process in which you identity the source

of man-power Then are

•The identify mainly two type of sources.

1 Internal
2 External Internal sources
1 Internal
sources include promotion of existing employees and Transfer. în transfer one
employee is transfer at another branch and promotion means to give higher post
to existing employees

2 External sources:

It includes employment agencies, collèges,news-papers Colleges etc

(2) Selection:

In selection select a right person for right job.For it there is requirement of

qualification, experience, age.There is also chances of refection if person is not
fulfilled the eligibility .

(3) Training:

Training is also one considerable function.

Every new employee need a proper training so he can do his work very well.

In training employees are aware about various policies of a company and also
aware about work method. By this way every one can know which work they have
to do.

(4) Promotion

Promotion is the one essential tool to motivate the employees.In promotion

employees are promoted at the upper level. To promote the employees there are
various policies like performance experience etc.

(5) Transfer:

Transfer is also one function of staffing. In transfer there is change of place.

Transfer is done of the basis of requirement, performance ,time etc.
(6) Wages, salary, incentives:

Wages and salary are monetary rewards, which motivate and de-motivate the
employees.There should be sound wage system.By the proper wage system you
can get good performance from your employees.

(7) Service activities:

There should be provided some additional services like education, housing

facilities, medical, traveling etc.

(8) Carrier planning and development:

In this manager give guidance to employees for their carrier. He gives information
about their development and various positions in the company.

MOTIVATION

Q.1 Define motivation and give its characteristics.

Introduction :

Management tries to co-ordinate various factors in such a way that each factor
contributes to its maximum efficiency to achieve the organizational goal.

There are various non human factors like material, machines etc.

These all non human factors depend upon human factors, which is very important
asset in any organization. The performance of employees is very important.

The level of performance can be determined by level of ability todo certain work
and level of motivation.

Employees will give high performance if these both things are high.

Definition :
Motivation is the act of stimulating someone doneself to get a desired cause of
auction.

Features of motivation

(1) It is an internal felting

the fooling. Motivation is internal feeling which generates within an

individual.Needs are based for motivation.If there is lack of certain things then
employee cannot work so, it is necessary to give sufficient motivation by
monetary and non-monetary ways.

(2) It is bargaining :

Here, motivation means bargaining because workers get remuneration on as per

their performance. The worker who do more work they will get more and the
worker will work less they will get less.

(3) It can be positive or negative:

Positive motivation can increase the wages or salary.here employees may be get
more money in the form of bonus or incentives.Negative motivation leads to
penalty and demotion. The employees who do not work properly they will get
punishment in the form of penalty or demotion or there is also another way for
punishment.

(4) It is an art :

Motivation is an art to encourage and influence sub-ordinates to their best efforts.

It depends upon the manager.Good manager can motivate their employees to get
desired results. Mad person cannot give motivation but for it require managerial
ability to motivate the others.
(5) It produce's goal oriented behavior:

Motivation is base of some needs; if these needs are satisfied by organization then
person will be motivated towards the growth of organization, the satisfaction seva
of expenyes wide for also increase due to motivation.

(6) It is changeable:

Motivation is changeable because needs differs from person to person. Some

person is motivated towards monetary benefit and some person motivate towards
non-monetary benefit.monetory motivation include bonus,
incentives,commission.profit sharing etc. Non-Motory benefits includes awods,
recognition, Self respect , participation in decision making, etc.

(7) Morale goes high

If person is satisfied with his present position and if he gets sufficient

remuneration then the morality level will increase. person will be get benefit
because of motivation

(8) Motivation is continuous process :

Motivation is not one time process this is because human needs and desires are
unlimited.If one satisfied another need creates.

(9) Motivation helps to improve performance level: Motivation helps in

satisfying needs of the employees and providing them satisfaction.
Performance of the employees is improved with the help of motivation as
it bridges the gap between the capacity to work and willingness to work.
As a result, employees work with full dedication and make full use of their
abilities to raise the existing level of efficiency.
•What is directing? Discuss the features of it?

Directing is the heart of management function. All other functions of

management such as planning, organizing, and staffing have no importance
without directing. Leadership. motivation, supervision, communication are various
aspects of directing. Let us study the importance and principles of directing.

Directing refers to a process or technique of instructing, guiding, inspiring,

counselling, overseeing and leading people towards the accomplishment of
organizational goals. It is a continuous

managerial process that goes on throughout the life of the organization. Main
characteristics of

Directing are as follows:

1 Continuing Function:

Directing is a continuous process. A manager cannot just rest after issuing orders
and instructions. He has to continuously guide, supervise and motivate his
subordinates. He must continuously take steps to make sure that orders and
instructions are carried out properly.

2. Directing takes place at every level:

Directing is a pervasive function as it is performed by managers at all levels and in

all locations. Every manager has to supervise, guide, motivate and communicate
with his subordinate to gel things done. However, the time spent in directing is
comparatively more at operational level of management. Directing takes place
wherever superior subordinate relation exists.

3. Directing flows From Top to Bottom:

Directions are given by managers to their subordinates. Every manager can direct
his immediate
subordinate and take directions from immediate boss. Directing starts from top
level and flows to lower level.

4. Performance Oriented:

Directing is a performance oriented function. The main motive of directing is

bringing efficiency in performance. Directing converts plans into performance.
Performance is the essence of directing. Directing functions direct the
performance of individuals towards achievement of organisational goal.

5.Human Element:

Directing function involves study and molding of human behaviour. It improves

interpersonal and intergroup relationship. It motivates employees to work with
their best ability.

6 Ingrates Efforts

Directing integrates the efforts of all the employees and departments through
persuasive leadership and effective communication towards the accomplishment
of organizational goals.

7 Motivates Employees

A manager identifies the potential and abilities of its subordinates and helps them
to give their best. He also motivates them by offering them financial and non-
financial incentives to improve their performance.

8 Provides Stability

Stability is significant in the growth of any organization. Effective directing

develops co-operation and co ordination. By directing staff would be stable in
organization for a long time.
•What is directing? discuss the importance of it?

1. It Initiates Actions

Directions is the function which is the starting point of the work performance of
subordinates. It is from this function the action takes place, subordinates
understand their jobs and do according to the instructions laid. Whatever are
plans laid. can be implemented only once the actual work starts. It is there that
direction becomes beneficial.

2. It Ingrates Efforts

Through direction, the superiors are able to guide, inspire and instruct the
subordinates to work. For this, efforts of every individual towards accomplishment
of goals are required. It is through direction the efforts of every department can
be related and integrated with others.

3. Means of Motivation

Direction function helps in achievement of goals. A manager makes use of the

element of motivation here to improve the performances of subordinates. This
can be done by providing incentives or compensation, whether monetary or non-
monetary.

4. It Provides Stability

Stability and balance in concern becomes very important for long term sun
survival in the market. This can be brought upon by the managers with the help of
four tools or elements of direction function - judicious blend of persuasive
leadership, effective communication, strict supervision and efficient motivation.

5. Coping up with the changes

It is a human behaviour that human beings show resistance to change.

Adaptability with changing environment helps in sustaining planned growth and
becoming a market leader. It is directing function which is of use to meet with
changes in environment, both internal as external.

6. Efficient Utilization of Resources

Direction finance helps in clarifying the role of every subordinate towards his
work. The resources can be utilized properly only when less of wastages,
duplication of efforts, overlapping of performances, etc. doesn't take place.
7 Provide motivation:

Directing acts as a source of motivation for the employees. It helps in motivating the employees
in contributing their efforts for the realization of organisational objectives.

8 Maintaining balance:

Directing brings about stability and balance in the organization which is essential for
long term survival of the business. Balance and stability can be achieved by following a
persuading leadership style coupled with effective communication, motivating
employees and strictly supervising the work of employees and suggesting
improvements.

LEADERSHIP

Q.1 Define leadership and give its features.

Introduction :

To achieve the goal of organization leadership is also essential.In management

there is various functions. Leadership is one invisible part of it."Management is
getting things done through other persons." If we want to do work at proper time
through employees then co-operation is essential. The company manager has to
guide their employees properly and inspire them towards work. The manager
should lead to employees otherwise he cannot get performance very well.

Definition :

Leadership is influencing people to follow and achievement for goal.

Features:
(1) Followers/subordinates:

In leadership followers are essential.

Followers mean who follow the orders of their leader

Without the follower leadership is not possible, followers are necessary to do all
works in a company. They are key to achieve the objective.

(2) Acceptance of leadership:

This is also considerable matter.

If the sub-ordinates does not accept their leader then leadership is not possible.

Leadership is possible only when followers accept their leader and follow the
order.

(3) Harmony of interest :

A leader is a person who motivate the employees towards desirable results.There

should be unity from both side.Without the unity and interest they could not
achieve the goal of company.

(4) Working relation-ship :

In leadership working relationship exists between leader and his follower

Leader has to lead their followers properly and followers should follow the orders
of leader properly. So here will be create co operation and work will be completed
in short time

(5) Situational:-
Leadership also depends on situation like training, qualification,experience etc.
Lender has to lead more to such employees who has less knowledge about
particular field.

(6) Continuous process:

Leadership is continuous process as planning. We all know that technologies are

changing rapidly. So manager could not restrict himself by leading to their
employees one time, But there is need of continuous leading good Behavior

(7) Exemplary conduct:

The manager should keep good behavior towards his sub ordinates. His words
should not differ from his conduct it means that what he say should be do. As a
leader this type of conduct should be maintain. He should establish proper
standard:

(8) Common objective:

A leader is a person who lead to followers to achieve common objective.

Objectives are root in the company. Without objectives company cannot work in
to the air.

The leader is a person who removes the problems and goes ahead with his
employees

COMMUNICATION

Q.1 What do you mean by communication? Explain Its features.

Introduction:

Communication is important to run any organization.

Different activities of organization depends upon effective communication.

Good communication can improve relation and bad communication can destroy
the relations

To exchange information and ideas communication is necessary.

-It may be written as oral,

Features:

(1) It is a continuous process:

Communication is continuous process as planning, controlling etc.

- By communication one time, organization cannot stop but

there is need of continuous communication, because without information on flow
organization run. Communication organisation
Can not be run

(2) Communication is pervasive:

Communication is wide spread function.It is required at all level.without

communication objectives cannot be achieved. Information flow is necessary at
all level of organization.

(3) Goal oriented activity

A Communication is emphasized towards goal.In any organization the aim of

communication is not only inter changing the information but the purpose behind
it is achievement of goal.

(4) Internal process:

Here, communication is limited for internal members of a organization.If manager

ask for some work to their sub-ordinates then it is part of communication, but
advertisement of any product for customer is not part of it.
(5) It is two way process:

Communication is not possible for single person but there is need of two parties.

The first person who communicates is the sender and the person who listens is
the receiver of message.In the organization top management not only issue the
information but they also get some information from their sub ordinates

(6) Create mutual understanding :

Communication creates mutual understanding among the people.By the

communication they can interchange the information and create mutual
understanding.

(7) Human process :

Communication is one kind of human process.It effects human beings.There are

various instrument (telephone, mobile.) Which convey the communication.

Q: 1 What is professionalization of management? Discuss the reason

professionalization in India and explain challenges also?

INTRODUCTION
The term Professional indicates something related to formal qualification,training
and other professional norms.professional managers indicates properly qualified,
well trained and competent with required skills.

Professional management indicates progressive and efficient management. The

term professional management means has gain wide popularity at corporate level.
There are every company take proud and pleasure decorating itself professionally
manages. There are many professional management companies in India. Like,
HUL (Hindustan Uniliver Limited), IOC (Indian Oil Corporation), TISCO, BHEL,
ITC (Indian tobacco Company). The list of the professionally management
company are increase day by day, these companies fill there vacancy with the best
brain in industry. (Best brain are concerned with qualified mgt. candidates) to
develop there employees this companies regularly invest heavy amounts.
They arrange various programs for it. Now a day even small company also
develops their manager by sent them for various programs. The reason for this in
India are given below:

1. Growing competition in the market

2. Fast changes in the technology
3. The international impact
4. Rapid expansion of management education in resent time
5. Growing professionalization in the private sector
6. For high profit and effectiveness
7. LPG policies and MNCs functions in India
8. Increase competition and complexities
9 Role of business tycoons in developing India

•CHALLENGES AGAINST PROFFESIONALIZATION IN INDIA

- Inadequate role of professional associations Poverty, backwardness illiteracy

etc
- Uncertainty of outcomes of professional management
- Too much diversity of population
- One sided business goals and poor social support
- Small sized operations and poor resource capacity
- Management style of public enterprise
- Existence of large number of family based and traditionally managed firms
- Impact of ownership on business

•What is coordination? Which are the features of coordination?

Coordination is done to achieve the objectives of the organization. Co-ordination is

a process. It in not fixed. It applies to group activities. It does not apply to
individual activities. The managers have to make special efforts to get
coordination. Coordination does not come automatically. Coordination leads to
unity of action Coordination encourages team spirit. It motivates the employees. It
makes proper use of the resources. Codination affects all the functions of
managemem Therefore, it is also called the "Essence of Management

Features of coordination.
1. Coordination Integrates Group efforts:
The concept of coordination always applies to group efforts. There is no need for
coordination when only single individual is working. Co ordination is essential part
of business because without it many problems may be arise.
2. Ensure Unity of efforts:
Coordination always emphasises on unifying the efforts of different individuals
because conflicting efforts may cause damage to organisation. The main aim of
every manager is to coordinate the activities and functions of all individuals to
common goal

3. Continuous process:
Coordination is a non-ending function. It is a continuous function although its
degree may vary. The managers work continuously to coordinate the efforts.
without coordination companies cannot function efficiently.

4. Coordination is a pervasive function:

Coordination is a universal function; it is required at all the levels, in all the
departments and to perform all the functions due to interdependence of various
activities on each other
For example if low quality inputs are purchased by purchase department, it will
result in production of low quality product which further result in low sale, low
revenue and so on

5. Coordination is the responsibility of all managers:

Coordination is not the task of only top level managers but managers working at
different levels try to coordinate the activities of organisation. The top level try to
coordinate the overall plans and policies of organisation, middle level ry to
coordinate departmental activities and lower level coordinate the activities of
workers

6. Coordination is a deliberate function: Every manager tries to coordinate the

activities of organisation to avoid confusion and chaos We out coordination efforts
of individuals cannot be united and integrated, that is why while performing
various activities in the organisation managers deliberately perform coordination
function

•Methods of coordination•
Techniques of effective Coordination in Caution Some of the techniques that are
used to achieve effective coordination are given below
1. Direct Contact :
One of the most effective means of achieving coordination is direct contact Written
communication, modern electronic, mechanical devices, etc., can also be used

2. Group Meetings:
Group meetings are said to be an effective means of achieving coordinat At the
time of meeting, superior comes into personal contact with these
connected with the actual problems. Such meetings encourage the people to
integrate their efforts Cefination can be achieved though regular meetings of
superiors and subordinates

3.Organizaal Structure:
Coordinations can he achieval only when the authors wil responsibility of each
and every peace clearly defineal, fodber ons, theorgamation