2nd PUC Business Studies Important Questions Chapter 6 Staffing

Karnataka 2nd PUC Business Studies Important Questions Chapter 6 Staffing

Question 1.
Which function of management helps in obtaining the right people and putting them on the right jobs?
Answer:
Staffing.

Question 2.
It implies introducing the selected employees to other employees and familiarizing them with the rules and policies of the organization. Name it.
Answer:
Orientation.

Question 3.
“Internal sources of recruitment are better than external sources of recruitment”.
Do you agree with this statement? Give any two reasons in support of your answer.
Answer:
Yes, I agree with this statement and Explain any two advantages of internal sources of recruitment.

Question 4.
Ashwath is working as a supervisor in a company. Due to his hard work, he is promoted to the post of Production Manager. Now the post of the supervisor is vacant and no one can be transferred or promoted to this post. Name the source of recruitment the company will use to fill up this post. State any three advantages of using this source of recruitment.
Or
Which source of requirement is needed to bring new blood to the organization? Explain any three advantages of this source.
Answer:
The company will use external sources of recruitment. (And explain any three advantages of an external source of recruitment.)

Question 5.
It is the process of identifying and choosing the best person out of a number of prospective candidates for a job. Name it.
Answer:
Selection.

Question 6.
Which step in the process of selection helps the manager to eliminate unqualified or unfit job seekers based on the information supplied in the application forms.
Answer:
Preliminary screening.

Question 7.
It is the process of increasing the knowledge and skills of an employee for doing a particular job. Which process is referred to here?
Or
What helps the employees in improving their job knowledge and efficiency.
Answer:
Training.

Question 8.
Which type of training is a joint program of training in which educational institutions and business firms cooperate?
Answer:
Internship training.

Question 9.
The trainee is put under the guidance of a master worker to require a higher level of skill. For example to become a plumber, electrician, etc. Which method of training is referred to here.
Answer:
Apprenticeship program.

Question 10.
In which type of training, employees learn their jobs on the equipment they will be using, but the training is conducted away from the actual work floor. Explain two other methods relating to this.
Answer:
Vestibule training.

Question 11.
“There is no need for human resource planning as so many people are available in the market these days” do you agree with this statement? Give reasons.
Answer:
No, I do not agree with this statement. There is a great need for human resources planning. Also, explain the points of need in her human resource planning.

Question 12.
“A newly appointed personnel manager is of the view that there is no need for training the workers”. Do you agree with his views? Give reasons in support of your answer.
Answer:
No, I do not agree with the view of a personal manager. There is a great need for training. Also, explain the points of need for her training.

I. One Mark Questions and Answers

Question 1.
What is Staffing?
Answer:
It is a process of manning the Organisation.

Question 2.
What is Manpower Planning?
Answer:
It is an estimation of manpower required for the organization.

Question 3.
What do the meaning of Recruitment?
Answer:
It is a process of finding suitable applicants for employment.

Question 4.
What is Selection?
Answer:
It is the process of picking the best candidate from a large pool of applicants.

Question 5.
What do you mean by Placement?
Answer:
It is a process of assigning jobs to the selected candidates.

Question 6.
Give the meaning of Orientation?
Answer:
It is a process of introducing the new employee to the organization’s environment.

Question 7.
What is Training?
Answer:
It is a process of increasing the knowledge and skill of an employee.

Question 8.
Give the meaning of Development.
Answer:
The term development refers to the process of not only building up the skill and abilities for. specific purpose, but also the overall competence of managerial executives to undertake more difficult and challenging tasks.

Question 9.
Give the meaning of Performance Appraisal?
Answer:
It is a systematic evaluation of employee’s performance and potential for development.

Question 10.
What is Promotion?
Answer:
It is a process of movement of an employee to a higher position.

Question 11.
What is the purpose of Preliminary screening?
Answer:
Preliminary screening is done to ascertain whether the minimum eligibility condition is fulfilled by candidates who have applied for the job and to prepare a list of eligible candidates who are to be evaluated further.

Question 12.
Name the one type of Selection Test.
Answer:
Aptitude Tests.

Question 13.
What is the purpose of conducting a Stress interview?
Answer:
A stress interview is conducted to see the candidate’s reactions under pressure and to test his patience.

Question 14.
Give the meaning of On – Job Training?
Answer:
It is a method where workers learn by doing the work,

Question 15.
What is Off-the-Job Training?
Answer:
It is a method where workers are provided training away from the actual working condition.

Question 16.
State any one method of on – the job training.
Answer:
Apprenticeship Training.

Question 17.
State any one method of off – the job training.
Answer:
Classroom lecture.

Question 18.
Mention any one importance of Staffing.
Answer:
It helps the Organisation to get the right people for the right job.

Question 19.
State any two processes that HRM includes.
Answer:
(a) Staffing
(b) Training and development.

Question 20.
Mention any two steps in Staffing Process.
Answer:
(a) Manpower planning
(b) Recruitment

Question 21.
What is Compensation?
Answer:
Compensation is an additional wage or salary to the employee.

Question 22.
Mention any one source of Recruitment.
Answer:
External Source.

Question 23.
Mention any one of the Internal Sources of Recruitment.
Answer:
Promotion.

Question 24.
Mention any one of the External Sources of Recruitment.
Answer:
Campus Recruitment.

Question 25.
Mention any two steps in Selection Process.
Answer:
(a) Preliminary Screening
(b) Selection Tests.

Question 26.
Mention any one type of Interview.
Answer:
Direct Interview.

Question 27.
Mention any one type of On-Job Training.
Answer:
Internship Training.

Question 28.
Mention any one type of Off-Job Training.
Answer:
Vestibule Training.

Question 29.
Mention any one importance of Training.
Answer:
It improves employee’s performance.

Question 30.
What is Coaching?
Answer:
It is a method where a superior trains a new employee.

II. Two Marks Question and Answers

Question 1.
Define Staffing.
Answer:
According to Me Farland, ‘ Staffing is the function by which managers build an organization through the recruitment selection and development of individuals as capable employees. ’

Question 2.
State the two activities of staffing.
Answer:
Selection, development.

Question 3.
State any two steps in staffing.
Answer:

1. Man Power Planning
2. Recruitment.

Question 4.
What is Manpower Planning?
Answer:
Manpower Planning is an estimation of human resources required by an organization. Its main focus will be on getting the right number of qualified people at right time.

Question 5.
What do you mean by Recruitment?
Answer:
Recruitment is a process of searching the candidates for employment and motivating them to apply for the jobs in the organization.

Question 6.
Give the meaning of Selection?
Answer:
It is a process of picking the best candidate from the large pool of applicants. It aims at finding the right people for the right job.

Question 7.
What is Placement?
Answer:
It is a process of assigning jobs to the selected candidates; it also includes the assignment of a job to a new employee, transfer, promotion, and also demotion of an existing employee.

Question 8.
Give the meaning of Orientation?
Answer:
Orientation is a process for introducing the newly selected employees to other employees and also to the rules, policies of the organization. It will help the new employee to know their colleagues.

Question 10.
What is Training & Development?
Answer:
It is a process that is undertaken in every organization to increase the knowledge and skills of an employee to perform the job accurately.

The term development refers to the process of developing the skill and abilities of an employee through proper training.

Question 11.
What is Performance Appraisal?
Answer:
Performance Appraisal is a systematic evaluation of employees based on their performance. It is concerned with distinguishing the employees based on their performance.

Question 12.
What is Promotion?
Answer:
It is a term that is usually used for the upward movement of an employee to a higher position with greater responsibilities and higher pay.

Question 13.
Define Recruitment?
Answer:
According to Dale Yoder, “Recruitment is a process to discover the sources of manpower to meet the requirements of the staffing schedule and employ effective measures for attracting that manpower in adequate numbers to facilitate effective selection of an efficient workforce”.

Question 14.
State any two Internal Sources of Recruitment.
Answer:
(a) Promotion
(b) Transfer
(c) Demotion

Question 15.
What is Transfer?
Answer:
It is a term used for shifting a person from one position to another position, it changes the responsibility and salary of an employee.

Question 16.
State any two External Sources of Recruitment.
Answer:
(a) Campus Recruitment
(b) Advertisement

Question 17.
Give the meaning of Campus Interview.
Answer:
Universities, institutions, colleges invite companies to their Campus to recruit for jobs. The executives of these companies take interview interested candidates and select suitable candidates. This process is popularly called “Campus Interview’’.

Question 18.
Define Selection.
Answer:
According to Yoder ‘Selection is the process by which candidates for employment are divided into two classes – those who will be offered employment and more who will not. ’

Question 19.
What are Selection Tests?
Answer:
It is the next step in recruitment after screening the applications the candidates are made to appear for different types of tests and they will have to pass these tests in order to reach the next level of recruitment.

Question 20.
What is Patterned or Structural Interview?
Answer:
It is a method of the interview where a series of questions are asked one after the other in order to understand the applicant’s qualification, skill, experience, etc.,

Question 21.
Give the meaning of Board or Panel Interview?
Answer:
It is a method of the interview where more than one person will be asking questions to an applicant at the same time.

Question 22.
What is Group Interview?
Answer:
It is a method of the interview where a number of candidates applied for a position are interviewed simultaneously. It is even called a group discussion where candidates will be given a common topic for discussion.

Question 24.
What is Apprenticeship Training?
Answer:
It is a formalized method of training that includes classroom training as well as on-the-job work done under supervision.

Question 25.
What is Internship Training?
Answer:
It is a method of training that allows gauging their interest in their chosen professional area with the help of both practical exposures to the work environment as well as theoretical knowledge.

Question 26.
Give the meaning of Job Rotation?
Answer:
It is a method of training in which an employee’s development is done through diversified training on different departments by rotation process.

Question 27.
What is the Case study method of training?
Answer:
Case study:
A case study is a written description of an actual situation in the past in the same organization or somewhere else and trainees are supposed to analyze and give their conclusions. This is an excellent method to ensure full participation of employees and generates good interest among them. The case is later discussed by an instructor with all the pros and cons (merits and demerits) of each option.

Question 28.
What is Vestibule Training?
Answer:
It is a method that allows trainees to work in a real work atmosphere which is created for training purposes. It helps them to learn their jobs better.

Question 29.
Give the meaning of Staffing.
Answer:
It is a managerial function that is concerned with manning the organization through proper selection, appraisal, and development.

Question 30.
Write any two importances of Staffing.
Answer:
(a) Increase in productivity and profitability
(b) It helps the organization to get the right people for the right job.

Question 31.
What do you mean by Compensation?
Answer:
The term compensation includes cash payments which is an addition to wages, salaries and also includes bonuses, share in profit pension, etc.,

Question 32.
Name the sources of Recruitment.
Answer:
(a) Internal Sources
(b) External Sources

Question 33.
What do you mean by Internal Source of Recruitment?
Answer:
It is a process of considering existing employees for a higher level of jobs through promotions and transfers.

Question 34.
What do you mean by External Sources of Recruitment?
Answer:
It is a process of filling up vacant positions from an external source after considering the qualifications required for the job.

Question 35.
What is Direct Recruitment?
Answer:
It is one of the sources of external recruitment in which applications are invited after preliminary tests and interviews suitable candidates will be selected.

Question 36.
What are Casual Callers?
Answer:
Most of the qualified and profiling aspirants for a job send applications to reputed companies these are known as casual callers or unsolicited applications.

Question 37.
Mention the importance of advertisements in Recruitment.
Answer:
It is one of the most effective means to find out the potential employees outside the organization by using different media like newspapers, journals, etc.,

Question 38.
What is Employment Exchange?
Answer:
It is a body set up by the Government for bringing together job aspirants and whenever an employer announces vacancies those who have registered to get a chance to apply.

Question 39.
What are Placement Agencies?
Answer:
They are very much similar to employment exchange but it is a private body that helps a registered job aspirant to get a suitable job based on his qualification skills and experience.

Question 40.
What is Campus Recruitment?
Answer:
It is a program conducted within educational institutes or in a commonplace to provide jobs to students pursuing or in the stage of completing the program.

Question 41.
What are Labour Contracts?
Answer:
It is a contract with the help of which specialist people are recruited to an organization purely on a contract basis i.e, only for a particular period of time.

Question 42.
Telecasting. Explain its importance in Recruitment advertising.
Answer:
It is one of the most effective popular and widely used sources of recruitment. It is a practice of telecasting the details of vacant posts in an organization.

Question 43.
What is Web Publishing?
Answer:
It is a process of recruiting people by publishing information on recruitment on websites with the help of the internet.

Question 44.
What is Selection?
Answer:
It is a process of choosing an individual who can perform the job better than anybody from the pool of applications received.

Question 45.
Mention any two steps in Selection Process.
Answer:
(a) Selection Tests
(b) Interview.

Question 46.
What is Preliminary Screening?
Answer:
It is a process that is conducted after receiving applications, here the recruiters will check whether the applicants fulfill all the eligibility conditions are not and then select candidates for the next level of recruitment.

Question 47.
Mention any two types of Selection Tests.
Answer:
(a) Aptitude Test.
(b) Personality Test.

Question 48.
What is Intelligence Test?
Answer:
It is one of the tools of selection test used to judge the mental capacity and ability of an applicant to understand the given situation and make decisions.

Question 49.
What are Aptitude Tests?
Answer:
It is one of the tools of selection test used to know the potential which the individual has for learning new skills.

Question 50.
What are Proficiency Tests?
Answer:
These tests are very much essential to measure the skills which are already acquired, it is a test to know the knowledge of the applicant in a particular area of his interest.

Question 51.
What are Personality Tests?
Answer:
It is one of the most effective tools of selection tests where the overall qualities of a person will be tested for examples morals, emotions, and maturity levels.

Question 52.
What are Interest Tests?
Answer:
It is a test to find out the candidate’s likes and dislikes; it helps the recruits to understand whether the candidate will be suitable for the vacant position or not.

Question 53.
What is an Interview?
Answer:
The interview is a formal meeting in person, especially one which is arranged for the assessment of the qualification of an applicant.

Question 54.
Mention any two kinds of Interviews?
Answer:
(a) Stress Interview
(b) Group Interview

Question 55.
What is a Direct Interview?
Answer:
It is a method of the interview where questions are directly asked the applicant about his identity, skills, qualification, experience, etc.,

Question 56.
What is an Indirect Interview?
Answer:
It is a method of the interview where the applicant is allowed to express his view and the interviewer listens to him carefully without disturbing him or asking any questions.

Question 57.
What is a Stress Interview?
Answer:
It is a method of the interview where the interviewer deliberately creates a stressful situation by asking uncomfortable or irritating questions to see the applicant’s reactions under pressure.

Question 58.
What do you mean by reference and background check?
Answer:
It is a collection of information of the candidates who pass the selection tests; in these checks, the qualities like honesty, temperament, the loyalty of the candidates are verified with the educational institutions and references given by the candidate.

Question 59.
When is the selection decision taken?
Answer:
After the candidate clears all the tests in the selection procedure, after consulting the management the selection decision will be taken.

Question 60.
What is a Medical Examination?
Answer:
A medical examination is a test where the employers check with the doctors whether the candidate is physically and mentally fit for the job or not.

Question 61.
What is a Job Offer?
Answer:
After the completion of the procedures in selection if the employee is satisfied with the outcome of the selection test he will issue an appointment letter consisting of all the details of the job it is known as a job offer.

Question 62.
What is Contract of Employment?
Answer:
If the candidate accepts the job offer of the employees and decides to join the organization, as service register will be open with all the details of the employee known as the contract of employment.

Question 63.
What is Training?
Answer:
Training is the organized procedure in which people learn knowledge and skills for a definite purpose.

Question 64.
Write any two importances of Training.
Answer:
(a) It improves employee’s abilities and skills.
(b) It helps in building an efficient and cooperative workforce.

Question 65.
What is on-the-job training?
Answer:
It is a method of training where workers learn to do certain work by actually doing it.

Question 66.
Mention any two types of on-the-job- training.
Answer:
(a) Internship Training
(b) Job Rotation.

Question 67.
What is Coaching?
Answer:
In this method, a new joiner will be given the training to do a job that has been assigned to him.

Question 68.
What do you mean by the off-job training method?
Answer:
In most technical jobs where more experience is required before entering the actual work environment, this method is used.

Question 69.
What is a Class Room Lecture?
Answer:
It is one of the most commonly used methods in off-job training in this method trainees are given theoretical knowledge about their work.

Question 70.
What is Case Study?
Answer:
It is a method used to train the trainees by giving an actual situation in the past that has happened in the organization and the trainers have to analyze the case.

Question 71.
What is Computer Modeling?
Answer:
It is a technique where a real work environment is created through a computer program. It allows a trainee to learn how to work without causing any damages to the original machines and equipment.

III. Five Marks Questions and Answers

Question 1.
Explain the importance of Staffing.
Answer:
(a) It helps the organization by manning the right people for the right jobs.
(b) It ensures higher job satisfaction.
(c) It increases productivity and profitability.
(d) It helps in building a sound organization.
(e) It ensures effective use of resources.

Question 2.
“Staffing is a part of Human Resource Management” – Give reasons.
Answer:
The majority of modern authorities in management subjects advocate that staffing is a part of human resource management and give the following reasons in support of their viewpoint.
(a) Staffing is a function that brings together the human assets and physical assets of the organization.
(b) Staffing involves knowledge and approaches to the concept of hiring, retaining, and firing personnel in the organization.
(c) Staffing is continuous and found at every level of management viz., lower level, middle level, and higher level.
(d) Introduction of human resource accounting also justifies that staffing should be treated as a part of human resource management.
(e) Human relations approach recognizes the human factor as the most important instrument of success in an organization. Making staffing a part of human resource management gives more importance to the staffing concepts viz., selection, development, training orientation, etc.

Question 3.
Briefly explain the step in Staffing Process?
Answer:
Following are the steps involved in Staffing Process.
(a) Manpower Planning
(b) Selection
(c) Placement and Orientation
(d) Training and Development
(e) Performance Appraisal
(f) Promotion and career planning
(g) Compensation.

(a) Manpower Planning is an estimation of human resources required by an organization. Its main focus will be on getting a right number of qualified people at right time.

(b) Recruitment is a process of searching the candidates for employment and motivating them to apply for the jobs in the organization.

(c) Selection is a process of picking the best candidate’ from the large pool of applicants. It aims at finding the right people for the right job.

(d) Placement is a process of assigning jobs to the selected candidates; it also includes the assignment of a job to a new employee, transfer, promotion, and also demotion of an existing employee.

(e) Orientation is a process for introducing the newly selected employees to other employees and also to the rules, policies of the organization. It will help the new employee to know their colleagues.

(f) Training is a process which is undertaken in every organization to increase the knowledge and skills of an employee to perform the job accurately.

(g) Development refers to the process of developing the skill and abilities of an employee through proper training.

(h) Performance Appraisal is a systematic evaluation of employees based on their performance. It is concerned with distinguishing the employees based on their performance.

(i) Promotion it in term that are usually used for the upward movement of an employee to a higher position with greater responsibilities and higher pay.

(j) Compensation includes cash payments which is an addition to wages, salaries and also includes bonus, share in profit pension, etc.,

Question 4.
Briefly explain any five External Sources of Recruitment.
Answer:
(a) Direct Recruitment.
(b) Casual Callers
(c) Advertisement
(d) Employment Exchange
(e) Placement Agencies
(f) Campus Recruitment

(a) Direct Recruitment is one of the sources of external recruitment in which applications are invited after preliminary tests and interviews suitable candidates will be selected.

(b) Casual Callers -Most of the qualified and profiling aspirants for a job send applications to reputed companies these are known as casual callers or unsolicited applications.

(c) Advertisement is one of the most effective means to find out the potential employees outside the organization by using different media like newspapers, journals, etc.,

(d) Employment Exchange is a body set up by the Government for bringing together job aspirants and whenever an employer announces vacancies those who have registered to get a chance to apply.

(e) Placement Agencies -they are very much similar to employment exchange but it is a private body that helps a registered job aspirant to get a suitable job based on his qualification, skills, and experience.

(f) Campus Recruitment – is a program conducted within educational institutes or in a commonplace to provide jobs to students pursuing or in the stage of completing the program.

Question 5.
Explain different types of Selection Tests.
Answer:
(a) Intelligence Test
(b) Aptitude Test
(c) Trade and Proficiency Tests
(d) Personality Test
(e) Interest Tests

(a) Intelligence Test is one of the tools of selection test used to judge the mental capacity and ability of an applicant to understand the given situation and make decisions.

(b) Aptitude Test is one of the tools of selection test used to know the potential which the individual has for learning new skills.

(c) Proficiency Tests -these tests are very much essential to measure the skills which are already acquired, it is a test to know the knowledge of the applicant in a particular area of interest.

(d) Personality Test is one of the most effective tools of selection tests where the overall qualities of a person will be tested for examples morals, emotions, and maturity levels.

(e) Interest Test – is a test to find out the candidate’s likes and dislikes it helps the recruits to understand whether the candidate will be suitable for the vacant position or not.

Question 6.
Briefly explain any 5 types of Selection Interviews.
Answer:
(a) Direct Interview
(b) Indirect Interview
(c) Patterened or structural Interview
(d) Stress Interview
(e) Board or Panel Interview
(f) Group Interview

(a) Direct Interview is a method of the interview where questions is directly asked the applicant about his identity, skills, qualification, experience, etc.,

(b) Indirect Interview is a method of interview where the applicant is allowed to express his view and th ‘ interviewer listens to him carefully without disturbing him or asking any questions.

(c) Patterned or Structural Interview is a method of the interview where a series of questions are asked one after the other in order to understand the applicant’s qualification, skill, experience, etc.,

(d) Stress Interview is a method of interview where the interviewer deliberately creates a stress situation by asking uncomfortable or irritating questions to see the applicant’s reactions under pressure.

(e) Board or Panel Interview is a method of the interview where more than one person will be asking questions to an applicant at the same time.

(f) Group Interview is a method of the interview where a number of candidates applied for a position are interviewed simultaneously. It is even called a group discussion where candidates will be given a common topic for discussion.

Question 7.
Explain the benefits of Training?
Answer:
(a) It increases the efficiency of employees.
(b) It reduces the time and cost involved in learning the work.
(c) It leads to a high level of employee motivation.
(d) Employee work accuracy will be more and chances of work accidents will be less.
(e) An employee with more knowledge and skill becomes more eligible for promotion and training enables him.

Question 8.
Explain the different methods of On – Job Training.
Answer:
(a) On-the-job training: It is a method of training where workers learn to do certain work by actually doing it.
(b) Apprenticeship Training: It is a formalised method of training that includes classroom training as well as on the job work done under supervision.
(c) Job Rotation: It is a method of training in which an employee’s development is done through diversified training on a different department by rotation process.

Question 9.
Explain different methods of Off-the Job-Training.
Answer:
(a) Off-job training method: In most of the technical jobs where more experience is required before entering the actual work environment this method is used.

(b) Class Room Lecture: It is one of the most commonly used methods in off-job training in this method trainees are given theoretical knowledge about their work.

(c) Case Study: It is a method used to train the trainees by giving an actual situation in the post that has happened in the organization and the trainers have to analyze the case.

(d) Vestibule Training: It is a method that allows trainees to work in a real work atmosphere that is created for training purposes. It helps them to learn their jobs better.

(e) Computer Modeling: It is a technique where a real work environment is created through a computer program. It allows a trainee to learn how to work without causing any damages to the original machines and equipment.

IV. Ten Marks Questions and Answers

Question 1.
Explain various sources of Recruitments?
Answer:

Internal Source of Recruitment
It is a process of considering existing employees for a higher level of jobs through promotions and transfers.

Internal Sources of Recruitment are:
(a) Promotion
(b) Transfer
(c) Demotion

Transfer: It is a term used for shifting a person from one position to another position, it changes the responsibility and salary of an employee.

External Sources of Recruitment: It is a process of filling up vacant positions from an external source after considering the qualifications required for the job.

External Sources of Recruitment are:
(a) Campus Recruitment
(b) Advertisement

Direct Recruitment: It is one of the sources of external recruitment in which applications are invited after preliminary tests and interviews suitable candidates will be selected.

Casual Callers: Most of the qualified and profiling aspirants for a job send applications to reputed companies these are known as casual callers or unsolicited applications.

Advertisements in Recruitment: It is one of the most effective means to ‘find out the potential employers outside the organization by using different media like newspapers, journals, etc.,

Employment Exchange: It is a body set up by the Government for bringing together job aspirants and whenever an employee announces vacancies, those who have registered get a chance to apply.

Placement Agencies: They are very much similar to employment exchange but it is a private body that helps a registered job aspirant to get a suitable job based on his qualification, skills, and experience.

Campus Recruitment: It is a program conducted within educational institutes or in a commonplace to provide jobs to students pursuing or in the stage of completing the program.

Labour Contracts: It is a contract with the help of which specialist people are recruited to an organization purely on a contract basis i.e, only for a particular period of time.

Question 2.
Explain the various steps followed in staffing.
Answer:
The various steps in the staffing process are:
(a) Man Power Planning: Refers to the process of estimating the manpower requirement of an organization. While estimating the manpower requirement, the management generally keeps in mind, the available infrastructure including the technology, production schedule, market fluctuation, demand forecasts, etc.

(b) Recruitment: Recruitment is the process of finding and attracting suitable applicants for employment. It is a process of searching for and obtaining applicants for jobs, so that the right people in right number can be selected.

(c) Selection: Selection is the process of picking suitable candidates from the pool of job applicants to fill various jobs in the organization. It is the process by which candidates for employment are divided into two groups – those who will be offered employment and those who will not.

(d) Placement & Orientation: Placement means assigning jobs to the selected candidates. Assigning jobs to employees may involve a new job or a different job. Thus, placement may include initial assignment of a job to the new employee and on transfer, promotion, or demotion of the existing (present) employee.

Orientation means introducing the selected (new) employee to other employees and familiarising him with the rules and policies of the organization Orientation process will also help the new entrant to know about his superiors, subordinates, and colleagues.

(e) Training and Development: Training is the process which is undertaken to increase the knowledge and skills of an employee to perform the present job accurately.
The term development refers to the process of not only building up the skill and abilities for a specific purpose but also the overall competence of managerial executives to undertake more difficult and challenging tasks.

(f) Performance appraisal: Performance appraisal is the systematic evaluation of the individual with respect to his performance on the job and his potential for development. It determines an employee’s worth to the organization and is generally done by the individual’s immediate superior in the organization

(g) Promotion: Promotion is a vertical movement of an employee within the organisation. In other words, Promotion refers to the upward movement of an employee from one job to another higher one, with an increase in salary, status, and responsibilities.

(h) Compensation (wages & salary administration): Workers tender their services for wages or salary (also called compensation). The term compensation comprises cash payments which is in addition to wages and salary and include bonuses, share in the profit, pension, etc. A properly developed compensation system enables an employer to attract, obtain, retain and motivate people of required caliber and qualification in his/her organisation.

Question 3.
“Selection is the process of elimination”. – Justify this statement by explaining different steps in the selection process.
Answer:
Selection is the process of selecting the best and eliminating the rest. Workers are essential, active, and sensitive factors of production. Utmost care should be taken in either selection. Where efficient workers are the permanent assets of the future, inefficient workers will prove to be liabilities. Therefore, while making selection, the following steps are generally followed by all business organisation.

(a) Preliminary Screening: After receiving the applications from the candidates through the recruitment process, the same must be examined to decide, which ones deserve to be considered and followed up. Screening exercise involves checking the contents of the applications, so as to ascertian whether or not the minimum eligibility conditions are fulfilled by the candidates who have applied for the job. The purpose of screening is to prepare a list of eligible candidates who are to be evaluated further.

(b) Selection Tests: After screening the applications, eligible candidates are asked to appear for selection tests. These tests are made to discover and measure, the skill and abilities of the candidates in terms of the requirements of the job. Eg: Direct interview and indirect interviews.

(c) Interview: Interview is considered as a method ofpersona! appraisal, through face-to-face conversation and observation. The interview helps the employer to evaluate the candidate regarding personality, smartness, intelligence, attitude, etc. There are different kinds of interviews conducted by the employers. Eg: Direct interview and indirect interviews.

(d) Reference and Background checks: In addition to the requisite educational qualifications, skill, and experience, the candidates must also possess other qualities like balanced temperament, honesty, loyalty, etc. These qualities cannot be judged on the basis of any test. Therefore, information is to be obtained and verified from the heads of educational institutions where the candidates have studied or from the persons whose names are given by the candidates as referees or from their previous employees.

(e) Selection Decision: After a candidate has cleared all the hurdles in the selection procedure the employer may take a decision of selection after consulting the concerned manager who is responsible for the performance of the new employee.

(f) Medical Examination: Candidates finally selected for the job are asked to undergo a medical examination to see whether they are physically fit for the job.

(g) Job Offer (issue of Appointment letter): Candidates finally selected are offered to join the organization, for which a formal appointment order is issued by the organization.

(h) Contract of Employment (Acceptance of job offer): If the selected candidate decides to join the organization, he has to report to the concerned authority and formally join the organization by giving his consent (acceptance) in writing.

Question 4.
Briefly explain the methods of Training?
Answer:

On-the-job training: It is a method of training where workers leam to do certain work by actually doing it.

Two types of on-the-job-training are:
(a) Internship Training
(b) Job Rotation.

Apprenticeship Training: It is a formalized method of training that includes classroom training as well as on-the-job work done under supervision.

Coaching: In this method, a new joiner will be given the training to do a job that has been assigned to him

Internship Training: It is a method of training that allows gauging their interest in their chosen professional area with the help of both practical exposure to the work environment as well as theoretical knowledge.

Job Rotation: It is a method of training in which an employee’s development is done through diversified training on different departments by rotation process.

Off-job training method: In most of the technical jobs where more experience is required before entering the actual work environment this method is used.

Class Room Lecture: It is one of the most commonly used methods in off job training in this method trainees are given theoretical knowledge about their work.

Case Study: It is a method used to train the trainees by giving an actual situation in the post that has happened in the organization and the trainers have to analyze the case.

Vestibule Training: It is a method that allows trainees to work in a real work atmosphere that is created for training purposes. It helps them to learn their jobs better.

Computer Modeling: It is a technique where a real work environment is created through a computer program. It allows a trainee to learn how to work without causing any damages to the original machines and equipment.

Question 1.
Assuming that you are the HR manager of an organization state any ten sources you would look into while recruiting employees.
Answer:

Exercises

Short Answer Type Questions

Question 1.
Briefly enumerate the important sources of recruitment.
Answer:
There are two important sources of recruitment

• Promotion
• Transfer

These are of two types
(a) Transfer: When we move an employee from one department to the other, from one branch to the other, from one division to another which leads to a change in his/her working environment it is known as a transfer There is hardly any change in his authority and responsibility

(b) Promotion: When we move an employee to a higher level In the same department, branch, division, or different department, branch, or division that increases his authority, responsibility, and status, It is known as a promotion.

When the firm makes arrangements for manpower from outside the organization from any of the above-given sources, it is known as external sources of recruitment

Question 2.
What is meant by recruitment? How is it different from the selection?
Answer:
Recruitment refers to the process of finding possible candidates for a Job. It can be defined as the process of motivating and encouraging people to come and apply for a job in an organization Selection is the process of identifying and choosing the best person out of a number 01 prospective candidates for a job. If recruitment is positive, the selection is negative Recruitment helps in creating a pool of prospective workforce whereas selection helps in finding the best out of them.

Question 3.
Define training. How is it different from education?
Answer:
Training is the systematic development of knowledge, skills, and attitudes required by an individual to perform adequately a given task or job.

Question 4.
Distinguish between training and development.
Answer:
Difference between training and development

Question 5.
Why are internal sources of recruitment considered to be more economical?
Answer:
Filling of jobs internally is cheaper as compared to getting candidates from external sources because only transfer or promotion has to be done. It does not involve the long process of staffing or selection It Increases the cost in the form of more time, money, and efforts in recruiting.

Question 6.
What is the importance of staffing function in today’s environment?
Answer:
Staffing is considered to be a key function because it deals With human resources, which is regarded as one of the most valuable resource of any organization Once an organization could place the right man at the right Job it is easy to plan, organize, coordinate, direct and control the human activities to get the desired results It helps in discovering and obtaining competent personnel, ensures the continuous survival and growth, helps to ensure optimum utilisation of resources and improves Job satisfaction as well.

Long Answer Type Questions

Question 1.
Define the staffing process and the various steps involved in it.
Answer:
The staffing process of the management is concerned with acquiring, developing, employing, remunerating, and retaining people of we can say it is the timely fulfillment of the manpower requirements within an organization.

The following steps are involved in staffing process
(i) Estimating the Manpower Requirements: The first step in the staffing process is determining the present manpower Inventory and assessing the present and future manpower requirements of the organisation keeping In mind the production schedule, demand, etc.

(ii) Recruitment: Recruitment may be defined as the process of searching for prospective employees and stimulating them to apply for jobs in the organization. For this various sources can be used like transfer promotion, advertising, job consultants, etc

(iii) Selection: Selection of the prospective is the process of choosing from among the Job pool candidates developed at the stage of recruitment It involves a host of tests and interviews

(iv) Placement and Orientation: Employee to other employees orientation is introducing the selected and familiarising him with the rules and policies of the organization. He is taken around the workplace and given charge of the job for which he has been selected. Placement refers to the employee occupying the position or post for which the person has been selected

(v) Training and Development: All organizations have either in-house training centers or have forged alliances with training and educational institutes to ensure continued learning of their subordinates by offering opportunities for career advancement to their members, organisations are not only able to attract but also retain its talented staff.

(vi) Performance Appraisal: After the employees have undergone a period of training and they have been on the job for some time, there is a need to evaluate their performance The employee is expected to know what the standards are and the superior is to provide the employee feedback on his/her performance. The performance appraisal process, therefore, will Include defining the lob. appraising performance and providing feedback

(vii) Promotion and Career: Planning is very important for all organizations to address career-related Issues and promotional avenues for their employees. They must provide opportunities to everyone to show their potential and in return, promotions can be provided.

(viii) Compensation: All organizations need to establish wage and salary plans for their employees. There are various ways to prepare different payment plans depending on the worth of the job. Compensation, therefore, refers to all forms of pay or rewards going to employees.

Question 2.
Explain the procedure for the selection of employees.
Answer:
The important steps in the process of selection are as follows:
1. Preliminary Screening: It helps the manager eliminate unqualified or unfit Job seekers based on the information supplied In the application forms.

2. Selection Tests: An employment test is a mechanism that attempts to measure certain characteristics of individuals These range from aptitudes, such as manual dexterity, to Intelligence to personality.

3. Employment Interview: An interview is a formal, in-depth conversation conducted to evaluate the applicant’s suitability for the job.

4. Reference and Background Checks: Many employers request names, addresses, and telephone numbers of references for the purpose of verifying information and gaining additional on an applicant.

5. Selection Decision: The final decision has to be made among the candidates who pass the tests. Interviews and reference checks

6. Medical Examination: Before the candidate is given a job offer he/she is required to go through a medical test.

7. Job Offer Job offer IS made through a letter of appointment/confirm his acceptance Such a letter generally contains a date by which the appointee must report on duty.

8. Contract of Employment: After the job offer has been made and the candidate accepts the offer, certain documents need to be executed by the employer and the candidate There is also a need for, preparing a contract of employment It Includes lob title, duties responsibilities, date when continuous employment starts etc.

Question 3.
What are the advantages of training to the individual and to the organisation?
Answer:
Training helps both the organisation and the individual
Benefits to the Organisation

1. Training is a systematic learning which reduces the wastage of efforts and money.
2. Enhances employee productivity
3. Training helps a manager to handle an emergency situation.
4. Training motivates workers and thus reduces absenteeism.
5. Helps in adjusting to the changing environment (technological).

Benefits to the Employee

1. Better career opportunities due to improved skills and knowledge.
2. Earnings can be increased due to improved performance.
3. Trained workers can handle machines more efficiently.
4. Employees always remain motivated and satisfied.

Question 4.
The staffing function is performed by every manager and not necessarily by a separate department. Explain.
Answer:
Staffing is a function which all managers need to perform. It is the responsibility of all managers to directly deal with and select people to work for the organization.

When the manager performs the staffing function his role is slightly limited. In small organizations, managers may perform all duties related to employees’ salaries, welfare, and working conditions but as the organization grows and the number of persons employed increases, a separate department called the human resource department is formed which has specialists in managing people.

Question 5.
The workers of a factory are unable to work on new machines and always demand the help of a supervisor. The supervisor is overburdened with their frequent calls. Suggest the remedy.
Answer:
Since the workers of a factory are unable to work on new machines. Training should be imparted in this case as it is the process of learning new skills and application of knowledge. Whenever the new machines are installed in business it is the duty of management to provide training in order to achieve the desired goal. As per the case, it is mentioned that supervisors are overburdened with their calls.

The supervisor had some other work also if he involves in imparting training then his work is suffered. Thus, the management should provide the apprenticeship training program under this trainee put under the guidance of a master worker. These are designed to acquire a higher level of skill. The master-worker performs the job and the trainee observes him performing. When the learner learns all the skills then slowly he starts taking up the job step by step and gets a full charge of the job after some time.

Question 6.
The workers of a factory remain idle because of a lack of knowledge of hi-tech machines. Frequent visit of an engineer is made which causes high overhead charges. How can this problem be removed?
Answer:
The workers of a factory are not performing because of a lack of knowledge of hi-tech machines. Technological change arises the little need for employees to upgrade or alter their skills. Thus, in this case, training should be provided by the engineer to one of their supervisors so that he will guide the other workers and be able to enhance their productivity.

Frequent visit of engineer results in high overhead charges When the training imparted to the supervisor then he equips and handles the situation In the absence of engineer or In case of emergency.

Question 7.
The quality of production is not as per standards. On investigation, it was observed that most of the workers were not fully aware of the proper operation of the machinery. What could be the way to improve the accuracy?
Workers should be provided off-the-job training methods where they can be taught how to maintain accuracy related to the proper operations of the machinery. Training makes the employee more efficient and results in high productivity.

Question 8.
An organization provides security services. It requires such candidates who are reliable and don’t leak out the secrets of their clients. What step should be incorporated in the selection process?
Answer:
‘Reference check’ – this step should be done very carefully. The previous employers can be contacted to check his moral behavior or conduct. Sincerity etc. The new candidates should be made to sign a contract of employment which clearly states that strict action will be taken If found guilty.

Question 5.
A company manufacturing paper plates and bowls. It produces 1,00,000 plates and bowls each day. Due to the local festival, it got an urgent order of extra 50,000 plates and bowls. Advise how the company will fulfill its order and which method of recruitment would you suggest?
Answer:
There are two sources; internal and external. If an internal source is used then the existing workforce can be asked to work overtime. If an external source is used then

1. Existing employees can be asked to recommend the names of their friends and relatives.
2. Recruitment through labor contractors can also be done.

Multiple Choice Questions

Question 1.
Citizens of country other than host country or home country are
(A) Host country nationals
(B) Expatriates
(C) Home country nationals
(D) Third country nationals
Answer:
(D) Third-country nationals

Question 2.
Corporation orientation in which managers of host country understand, behavior andvulture of host-country markets be best classified as
(A) ethnocentric
(B) polycentric
(C) geocentric
(D) expat-centric
Answer:
(B) polycentric

Question 3.
Non-citizen employees of a country in which they are working is classified as
(A) expatriates
(B) subordinates
(C) coordinates
(D) none of above
Answer:
(A) expatriates

Question 4.
Specific procedure according to which ‘employees of company has legal rights to take part in policy designing’ is classified as
(A) sub-determination
(B) sub-ordination
(C) co-ordination
(D) codetermination
Answer:
(D) codetermination

Question 5.
Corporation orientation, in which management style and evaluation criteria of home country is superior to anything that host country offers, is called
(A) polycentric
(B) geocentric
(C) ethnocentric
(D) expat-centric
Answer:
(C) ethnocentric

Case Problems:

Question 1.
A company X limited is setting up a new plant in India for manufacturing auto components. India is a highly competitive and cost-effective production base ¡n this Sector. Many reputed car manufiicturers source their auto components from here. X limited is planning to capture about 40% of the market share in India and also export to the tune of at least $ 5 million in about 2 years of its planned operations. Achieve these targets requires a highly trained and motivated workforce. You have been retained by the company to advise it in this matter. While giving an answer keep in mind the sector, the company is operating.
Questions
(i) Outline the process of staffing the company should follow.
Answer:
X Ltd is planning to set up a new plant in India for manufacturing auto components. The prime concern of the company is to hire manpower who are highly trained and motivated. In order to achieve the targets, the company should follow the staffing process in this manner.

(ii) Which sources of recruitment the company should rely upon? Give reasons for your recommendation.
Answer:
The company is establishing a new unit in India. Thus, they should rely on external sources of recruitment. They should adopt this source and through employment exchange, placement agencies, labor contractors they will able to get the good staff in company This recommendation is fruitful because, through these sources the company is having a wide choice of candidates, they can get the qualified personnel and brings new blood in the organisation who are highly competitive, will work harder to show better performance.

(iii) Outline the process of selecting the company should follow with reasons.
Answer:
Through the recruitment, process organization receives a large number of applications. In order to select the most suitable candidate to perform the job. Selection process is to be considered. Following steps are to be taken ‘

The company should follow these steps in series as the first step preliminary screening helps the manager to select among those candidates whose applications are selected

The second step is the selection test it is to be conducted to check the practical knowledge of the candidate.

The third step interview is to be taken of those candidates who qualify for the test. A panel of experts is called who is identifying the best among hundreds.

Fourth step is the selection decision. The candidates who pass the test, interview included In selection list and critically examined that they are best or not.

The fifth step is examining their medical fitness they are efficient or not.

The sixth step is to offer the job, providing them a letter of appointment in which terms and conditions are mentioned.

A final step is a contract of employment when a candidate accepts the job offer they signed the contract of employment, the employer and candidate exchange certain documents.

(iv) Which methods of training and development should be Company initiate? Explain giving reasons.
Answer:
The company can use ‘On the job’ and ‘Off the job training methods.

The merits or benefits of ‘On the job’ are

1. It is a practical method.
2. The trainee can contribute towards the real/actual work.
3. Separate arrangements need not be done.

If the ‘Off the job ’ methods are used then the benefits derived are

1. Vestibule training helps in avoiding modem and expensive equipment from being damaged.
2. The conference helps In to develop conceptual knowledge reduce, resistance to change, etc.

Question 2.
A major insurance company handled all recruiting screening and training processes for data entry/customer service representatives. Their competitor was attracting most of the qualified, potential employees in their market. Recruiting was made even more difficult by the strong economy and the ‘job seeker’s market: This resulted in the client having to choose from candidates who had the ‘soft skills needed for the job but lacked the proper ‘hard’ skills and training.
Questions
(i) As an HR manager what problems do you see in the company?
Answer:
The human resource manager may face the following problems

1. Lack of trained workforce
2. Lack of sufficient personnel to provide, customer services.
3. Inefficient maintenance of data.

(ii) How do you think it can be resolved? Following steps can be taken to resolve these problems
Answer:

1. Proper training of the personnel.
2. Provision of incentive-based schemes.
3. The proper database should be maintained by the company to provide efficient services, in order to

Question 3.
A public transport corporation has hired 1,000 buses for the different routes for the passengers of a metropolitan city. Most of the 3,000 crewmen (drivers, conduct, helpers, etc.) of these buses have been found to be wanting in satisfactorily dealing with public and daily commuters. They seem to be little interested in the job and the job seems to have lost all meaning to them.
Questions
(i) As manager of the public transport company what measures do you suggest to improve the working of a crewman in question?
Answer:
The following measures can be taken to improve the working of crewmen.

1. Along with wages/salary, various other facilities should be provided to them like education for their children, insurance, etc.
2. Working hours should be between 7 to 8 per day
3. Intervals should be provided.

(ii) Is it possible to modify their behavior by planning a suitable type of training? Suggest one.
Answer:
Yes, it is possible to modify their behavior by planning a ‘coaching’ training program as in this program superior guides and instructs the trainee as a coach. He suggests the changes required in the behavior and performance of the employee. Coach gives due Importance to the objective of individual and objectives of the organization. Thus, effective coaching motivates the employees to perform their best ability.

Question 4.
Ms Jayshree recently completed her post-graduate Diploma in human resource management. A few months from now a large steel manufacturing company appointed her as its human resource manager. As of now, the company employs 800 persons and has an expansion plan in hand which may require another 200 persons for various types of additional requirements. Ms Jayshree has been given complete charge of the company’s human resource department.
Questions
i() Point out what functions is she supposed to perform?
Ms. Jayshree as an HR manager is required to perform the following functions

• Recruitment
• Prepare job description
• Preparing compensation and incentive plans
• Arranging training programs
• Making welfare schemes for employees
• Handling grievances of employees
• Handling labor dispute

(ii) What problems do you foresee in her job?
Answer:
She may face the following problems

• Properly qualified candidates may not be available.
• Demand for wages may go higher.
• After providing training the workers may leave the organization.
• Trade unions may bring unreasonable demands.

(iii) What steps is she going to take to perform her job efficiently?
Answer:
Following steps can be taken by her to perform her job efficiently

• She should make use of all the possible sources of recruitment.
• She should frequently consult the experts and also observe the policies followed by competitors to recruit and retain the workforce.
• Maintaining cordial relationships With trade unions and encouraging them to act as one big family.

(iv) How significant is her role in the organization?
Answer:
Her role n very significant In the organization. She is a human resources manager and is concerned with timely procurement of competent manpower and ensuring its effective and efficient utilization so as to survive along with the three main objectives; organizational, individual, and societal.

2nd PUC Business Studies Important Questions