Organization and Management

Governor Pack Road, Baguio City, Philippines 2600

Tel. Nos.: (+6374) 442-3316, 442-8220; 444-2786;
442-2564; 442-8219; 442-8256; Fax No.: 442-6268 Grade Level/Section: Grade 11-ABM
Email: [email protected]; Website: www.uc-bcf.edu.ph

MODULE 5 – Org Man Subject Teacher:

Functions of Management: Staffing

Learning Objectives:
At the end of the lesson, the student should be able to:

a. explain the nature of staffing and the staffing process;

b. discuss human resource planning and job analysis;
c. explain the steps in the recruitment, selection, and placement process.

“The planning, organizing, compensation, integration and maintenance of people for the purpose of
contributing to organizational, individual and societal goals”.
Edwin B. Flippo
Introduction

Staffing or also known as Human Resource Management is now recognized as a separate

management function. Previously it was considered to be a part of organization function of
management. The reason for separating the staffing from organizing is to give proper emphasis to
the actual manning of organizational roles. The staffing function has assumed greater importance
these days because of rapid advancement of technology, increasing size of organizations and
complicated behavior of human beings. The management of the enterprise must give due
importance to human resources planning, recruitment, and selection, training, appraisal and
remuneration of workers.

Nature of Staffing

The nature of staffing is as follows:

A. Managerial Responsibility
Staffing is a basic function of management. Every manager is continuously engaged in
performing the staffing function.
B. Continuous Function- Staffing function is to be performed continuously. Every manager
is engaged in various staffing activities. He is to guide and train the workers and also
evaluate their performance on continuous basis.

C. Concerned with Human Element - Staffing function is concerned with procurement and
development of human resources. Every manager should use human relations skill in
providing guidance and training to the subordinates.

Importance of Staffing
The importance of staffing has increased because of the following factors:

A. Efficient Performance
The efficient performance of the company depends on the quality of the people
employed. This has increased the significance of staffing.

B. Use of Latest Technology

Many significant changes are taking place in technology. In order to make use of the
latest technology, the appointment of right type of persons is necessary.

C. Development of Manpower
The management has to train and develop the existing personnel for future promotion.
This will meet the requirements of the company in future. Organizational Chart - A
diagram describing the basic arrangement of work positions within an organization. It
also provides a representation of the organization's Formal Structure.

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 Organization and Management
Governor Pack Road, Baguio City, Philippines 2600
Tel. Nos.: (+6374) 442-3316, 442-8220; 444-2786;
442-2564; 442-8219; 442-8256; Fax No.: 442-6268 Grade Level/Section: Grade 11-ABM
Email: [email protected]; Website: www.uc-bcf.edu.ph

MODULE 5 – Org Man Subject Teacher:

D. Optimum Use of Manpower

Management has to spend money on recruitment and selection, training wages,
salaries, etc. In order to get the optimum out from the personnel.

E. Proper Motivation
The workers are to be motivated properly through financial and non-financial
incentives.

F. Higher Morale
Right type of atmosphere should be created for the workers to contribute to the
achievement of the organizational objectives. This will increase the morale of the
employees.

Illustration 1: Staffing Process

Elements of Staffing Process

The scope of staffing is very wide. The elements, steps or sub-activities of staffing process are as
follows:

1. Manpower Planning/ Human resource Planning

It is concerned with the determining the number and types of staff required for the organization.
Manpower planning means to see whether the person to whom some work is assigned are capable
to do it or not.

In this, people with the right skills should be identified and assigned to their corresponding tasks in
the company. Manpower planning is a critical component in determining the organization’s
manpower complement or the number of people that are currently employed in the organization.
The process involved in the manpower Panning includes:
a. Environmental Scanning
b. Forecasting and estimating the firm’s manpower complement
c. Gap analysis

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 Organization and Management
Governor Pack Road, Baguio City, Philippines 2600
Tel. Nos.: (+6374) 442-3316, 442-8220; 444-2786;
442-2564; 442-8219; 442-8256; Fax No.: 442-6268 Grade Level/Section: Grade 11-ABM
Email: [email protected]; Website: www.uc-bcf.edu.ph

MODULE 5 – Org Man Subject Teacher:

An important part of manpower planning is the Job Analysis. This is the procedure in determining
duties and skill requirements for a position as well as other qualifications sought for in an employee or
applicant. In job analysis, specific tasks and activities, required behavior, job standards, wok
conditions and personal characteristics are determined. These information are needed to formulate
the Job Description which contains the written summary of the duties, responsibilities, reporting
relationships, and the job specifications for each position in the company. Though there is no
standard format for job description, it usually contains the following:
-Job title or position
-Reporting relationships
-Job classification: rank of the job
-General Description: provides description of the job and overview of its duties and
responsibilities
-Specific Duties and responsibilities: describes the function of the job in detail
-Job specification: provides the minimum qualifications for the particular job such as
educational background, experience, skills, and personal qualities.

Manpower planning is an essential activity because of the following factors:

i. Shortage or surplus of manpower will be revealed by manpower planning, corrective steps

can be taken in time.
ii. Manpower forecasting provides a basis for recruitment, transfer and training of employees.
iii. It reduces labor cost by avoiding surplus manpower, over-staffing can be known quickly
iv. It helps in identifying talent available in the organization. Training for promotion could be
given to the talented employees
v. It helps in the growth and diversification of business. Suitable manpower is made available to
handle jobs.
vi. It leads to greater awareness of the significance of sound personnel management throughout
the enterprise.

2. Recruitment
Recruitment is the process of searching and attracting prospective employees and encouraging
them to apply for jobs in the enterprise.

Applicants for the job can be classified as internal applicants or external applicants. Internal
applicants are those current employees of the company who are considered for a promotion to
higher positions. Promotion of an employee can cost lesser than hiring a new employee. On the other
hand, external applicants are those who are recruited by the company or directly apply to join the
company. Businesses may scout external applicants from job fairs, referrals, manpower agencies, or
through job portals.

Bear in mind that in every recruitment stage, ensure that equal employment opportunity
is considered. Applicants should not feel discriminated. Hence, companies should be more careful in
imposing age requirements or having preferences for graduates from certain college or universities.

3. Selection
Selection is the process of selecting best suited candidates for the jobs from among those who
have applied for these jobs in the enterprise. It is in this stage when applicants who qualify after
preliminary screening are scheduled for preliminary interview and psychological testing. The usual
types of psychological tests given to the applicants are the following:

a. Mental Ability Test- The test of general knowledge containing questions on linguistic and
numerical abilities and abstract reasoning.
b. Aptitude test- This measures specific abilities and the applicant’s inclination to succeed in a
particular field.

Page 4 of 6
 Organization and Management
Governor Pack Road, Baguio City, Philippines 2600
Tel. Nos.: (+6374) 442-3316, 442-8220; 444-2786;
442-2564; 442-8219; 442-8256; Fax No.: 442-6268 Grade Level/Section: Grade 11-ABM
Email: [email protected]; Website: www.uc-bcf.edu.ph

MODULE 5 – Org Man Subject Teacher:

c. Personality Test- Questions measure aspects of behavior such as cooperation, initiative,

dependability, responsibility, and sociability.

Once the applicants pass the initial stage, they are further interviewed by the requisitioning
department and be undergoing background check from the HR Department.

4. Placement of Personnel
This is the last stage on the hiring process. The new employees need to be familiarized with their
units, supervisors and fellow employees. They should be placed on the jobs for which they are suited.

When a candidate accepts the job offer, the next step is to submit pre-employment requirements
such as transcript of records and NBI clearance and medical examinations.

The status of employment may be probationary, contractual, or project-based. Contractual and

project-based employees are only hired for a limited period of time while probationary employees
are given a period of six months after which, the employee is evaluated before becoming a regular
employee.

5. Orientation or Induction/ Training and Development

Orientation or induction is a process of familiarizing the new employees with their enterprise,
department, work unit, work group, superiors, fellows and subordinates and the like.

6. Training and Development

It is the art of acquiring knowledge and skill of doing a particular job in a particular manner. In this
stage, company helps the employees improve their skills through training by organizing activities that
increase and enhance employees’ knowledge and skills on their job to improve their current
performance.

7. Development
The company enhances the competencies of employees by giving them opportunities for
greater responsibilities as well as challenging tasks that will help them achieve their total growth.

8. Remuneration
Compensation of workers for their efforts involves fixation of their wages and salaries. It is the
tangible equivalent or reward for services rendered by the employees. Compensation can be a
direct compensation or an indirect compensation. Direct compensation includes compensations in
monetary form while indirect compensation are given in form of services or non-monetary benefits.

Salaries and Wages are usually time-based and should comply with the minimum wage law.

Common modes of payment

1. Payment for time worked- Monthly-paid or Daily-paid
2. Flat rates-all employees have the same amount of pay regardless of rank
3. Compensation through incentives-payments are based on outputs
4. Payment based on skills
5. Payment based on knowledge and credentials
6. Executive payment
7. Special Payments
-Overtime payment
- Holiday pay
-Premium pay
-Night Differential
-Service charge
-Severance or separation pay
-Retirement pay
-13th month pay
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 Organization and Management
Governor Pack Road, Baguio City, Philippines 2600
Tel. Nos.: (+6374) 442-3316, 442-8220; 444-2786;
442-2564; 442-8219; 442-8256; Fax No.: 442-6268 Grade Level/Section: Grade 11-ABM
Email: [email protected]; Website: www.uc-bcf.edu.ph

MODULE 5 – Org Man Subject Teacher:

8. Employee Benefits
-SSS, HDMF, Philhealth
-Service Incentive Leave
-maternity leave
-Paternity leave
-Vacation leave
-Sick leave
-Emergency leave
-De minimis Benefits

9. Performance Appraisal
It is concerned with the rating or evaluation of the performance of the employees. Transfer and
promotion of staff are based on performance appraisal. It can be done by using objective methods
through measures of actual output and performance test or judgemental methods through ranking
and rating techniques.

10. Promotion and Transfer / Employee Movements

Promotion involves the shifting an employee to a higher position carrying higher responsibilities,
facilities, status and pay. This is also termed as Vertical Movement.

Transfer involves the shifting of an employee from one job to another, one unit to another or one
shift to another. This is also termed as Horizontal Movement

*Demotion-movement to a lower position

*Separation- employee’s departure either due to resignation, with authorized cause (lay-off,
redundancy), separation with a just cause, or retirement.

11. Human Relations

Every manager is responsible for achieving good human relations in the organization. In
connection with this, employees have the option to form labor unions for the purpose of collective
bargaining. Collective bargaining is the process by which the labor union negotiates a labor
contract with the management.

REFERENCES

Cabrera, H.M.F. (2015). Organization and Management. Quezon City: Vibal Group, Inc.
De Guzman, R.S. (2018). Introduction to Management. Baguio: University of the Philippines
Stevenson, W.J. (2010). Operations Management. Singapore: McGraw-Hill Companies, Inc.
Kinicki, A. & Wliliams, B.(2009). Management. New York: McGraw-Hill/Irwin.
Schermerhorn, J. (2010). Introduction to Management
Payos, et al( 2016). Organization and Management. Rexetore.
Stevenson, W.J. (2010). Operations Management. Singapore: McGraw-Hill Companies, Inc.

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