This page contains the NCERT Business Studies class 12 chapter 6 Staffing from Part 1 Principles and Functions of Management. You can find the solutions for the chapter 6 of NCERT class 12 Business Studies, for the Short Answer Questions, Long Answer Questions and Projects/Assignments Questions in this page. So is the case if you are looking for NCERT class 12 Business Studies related topic Staffing question and answers.
Very Short Answer Type
1. What is meant by staffing?
Staffing refers to the process of finding possible candidates for a job or a function. It has been defined as ‘the process of searching for prospective employees and stimulating them to apply for jobs in an organisation.’
2. State the two important sources of recruitment.
The two important sources of recruitment are Internal and External.
3. The workers of a factory are unable to work on new machines and always demand for help of supervisor. The Supervisor is overburdened with their frequent calls. Suggest the remedy. ( Hint: training)
The remedy is to provide the workers with proper “Training” to enhance their skills and knowledge, enabling them to operate the new machines efficiently without the constant need for supervision.
4. 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 quality of production to meet the standards? (training).
The way to improve the quality of production to meet the standards is to provide the workers with comprehensive “Training” on the proper operation of the machinery.
5. The workers of a factory remain idle because of lack of knowledge of hi-tech machines. Frequent visit of engineer is made which causes high overhead charges. How can this problem be removed. (vestibule training)
The problem can be removed by providing the workers with “Vestibule Training”, where they can learn and practice on the same machines in a classroom setting away from the actual work floor.
Short Answer Type
1. What is meant by recruitment? How is it different from selection?
Recruitment refers to the process of finding possible candidates for a job or a function. It involves searching for prospective employees and stimulating them to apply for jobs in an organisation.
On the other hand, selection is the process of identifying and choosing the best person out of the number of prospective candidates for a job. While recruitment seeks to attract suitable applicants, selection involves a series of employment tests and interviews to choose the right candidate for the job.
2. An organisation provides security services. It requires such candidates who are reliable and don’t leak out the secrets of their clients. What steps should be incorporated in selection process?
For an organisation providing security services, it’s crucial to have trustworthy employees. To ensure this, the selection process should incorporate:
1.
Thorough Background Checks: Verify the candidate’s past employment, criminal record, and any other relevant history.
2.
Integrity Tests: These are designed to assess a candidate’s honesty, trustworthiness, and reliability.
3.
Personal Interviews: Conduct in-depth interviews to gauge the candidate’s character, values, and commitment to confidentiality.
4.
Reference Checks: Contact previous employers or other references to get insights about the candidate’s reliability and integrity.
3. A company is manufacturing paper plates and bowls. It produces 1,00,000 plates and bowls each day. Due to local festival, it got an urgent order of extra 50,000 plates and bowls. Explain the method of recruitment that the company should adopt in the given circumstances to meet the order.
Given the urgent requirement due to the local festival, the company should adopt the Internal Method of Recruitment. Specifically, the company can use the Overtime method where existing employees are encouraged to work extra hours to meet the increased demand. This method is quick, avoids the lengthy recruitment process, and leverages the existing skills and knowledge of current employees.
4. Distinguish between training and development.
Training and Development are distinguished as follows:
Basis
Training
Development
Nature
Process of increasing knowledge and skills.
Process of learning and growth.
Objective
Enable the employee to do the job better.
Enable the overall growth of the employee.
Orientation
Job-oriented process.
Career-oriented process.
5. Why are internal sources of recruitment considered to be more economical?
Internal sources of recruitment are considered to be more economical due to the following reasons:
1.
The organization is already familiar with the strengths and weaknesses of the candidates, reducing the need for a rigorous selection process.
2.
Costs associated with advertising, interviewing, and testing external candidates are saved.
3.
Induction and training costs are lower as the employee is already acquainted with the organizational culture and processes.
6. ‘ No organisation can be successful unless it fills and keeps the various positions filled with the right kind of people for the right job.’ Elucidate
The success of an organisation largely depends on the competency and efficiency of its employees. Filling various positions with the right kind of people ensures that tasks are executed effectively, leading to the achievement of organizational goals. When employees are well-suited for their roles, it not only enhances productivity but also boosts morale and reduces turnover. Thus, having the right people for the right job is crucial for the sustained growth and success of an organisation.
Long Answer Type
1. ‘Human resource management includes many specialized activities and duties.’ Explain.
Human Resource Management (HRM) is a comprehensive field that focuses on managing the most valuable assets of an organisation: its people. HRM encompasses a wide range of specialized activities and duties that ensure the efficient functioning of an organisation. Some of these specialized activities include:
1.
Recruitment and Selection: HRM is responsible for identifying the manpower needs of the organisation and then attracting suitable candidates. This involves advertising job vacancies, screening applications, conducting interviews, and finally selecting the right candidates for the job.
2.
Training and Development: As mentioned in the passage, training is a systematic learning process that enhances an employee’s skills and knowledge. Development, on the other hand, focuses on the overall growth of the employee. HRM ensures that employees are equipped with the necessary skills and knowledge to perform their jobs effectively.
3.
Performance Appraisal: HRM conducts regular assessments of employees’ performance to determine their productivity and contribution to the organisation. This helps in identifying areas of improvement and also in making decisions related to promotions, incentives, and training needs.
4.
Compensation and Benefits: Determining the right compensation, including wages, salaries, and additional benefits, is a crucial activity of HRM. It ensures that employees are rewarded fairly for their contributions.
5.
Employee Relations: HRM plays a pivotal role in maintaining a harmonious relationship between employees and the management. This includes addressing grievances, ensuring proper communication channels, and fostering a positive work environment.
6.
Legal and Compliance: HRM ensures that the organisation adheres to various labor laws and regulations. This includes matters related to employment contracts, working hours, health and safety regulations, and other legal obligations.
7.
Succession Planning: HRM is responsible for ensuring that potential future leaders are identified and groomed to take over key positions in the organisation, ensuring continuity and stability.
8.
Employee Welfare and Engagement: HRM organizes various programs and activities to ensure the well-being of employees and to keep them engaged and motivated.
In conclusion, Human Resource Management is not just about hiring and firing. It encompasses a wide range of specialized activities that ensure the organisation has a competent, motivated, and satisfied workforce that contributes effectively to the achievement of organisational goals.
2. Explain the procedure for selection of employees.
The selection of employees is a systematic process that aims to choose the right candidate for a particular job role. While the exact procedure might vary from one organisation to another, the following are the general steps involved in the selection process:
1.
Preliminary Screening:
–
This is the initial step where the applications received from potential candidates are reviewed.
–
Unqualified or unsuitable candidates are filtered out based on the information provided in their applications or resumes.
2.
Written Test:
–
Depending on the nature of the job, candidates might be required to take a written test.
–
This test assesses the candidate’s technical knowledge, aptitude, reasoning abilities, and other relevant skills.
3.
Group Discussion:
–
Some organisations conduct group discussions to assess a candidate’s communication skills, team dynamics, leadership qualities, and problem-solving abilities.
–
It also helps in understanding how a candidate performs in a group setting.
4.
Personal Interview:
–
This is a face-to-face interaction between the candidate and the interviewer(s).
–
The aim is to assess the candidate’s suitability for the job, their attitude, confidence, and to clarify any doubts from the application or test results.
5.
Background and Reference Check:
–
Before making a job offer, the organisation might conduct a background check to verify the candidate’s employment history, educational qualifications, and other relevant details.
–
References provided by the candidate might also be contacted to get feedback on the candidate’s past performance and behavior.
6.
Medical Examination:
–
Some organisations require candidates to undergo a medical examination to ensure they are physically fit for the job.
–
This is especially common for roles that demand physical exertion or are safety-sensitive.
7.
Job Offer:
–
Once a candidate clears all the above stages, they are extended a formal job offer.
–
This offer will include details like the terms and conditions of employment, salary, benefits, and other relevant information.
8.
Final Selection:
–
After the candidate accepts the job offer, they are formally inducted into the organisation.
–
This marks the completion of the selection process.
9.
Training and Orientation:
–
While not directly a part of the selection process, many organisations have an orientation or training program for new employees.
–
This helps the new hires to understand the organisation’s culture, values, and their specific job roles better.
In conclusion, the selection procedure is a meticulous process that ensures that the right candidate is chosen for the right job, ensuring a good fit for both the organisation and the employee.
3. What are the advantages of training to the individual and to the organisation?
The following are the advantags of training to the individuals (employees):
Training and development activities also offer several advantages to the employees:
1.
Skill Enhancement: Training improves the skills and knowledge of the employees, paving the way for better career opportunities and growth.
2.
Higher Earnings: With increased performance and productivity, employees have the potential to earn more.
3.
Safety and Efficiency: Training equips employees to handle machines and tools more efficiently, reducing the risk of workplace accidents.
4.
Job Satisfaction: Training increases the satisfaction and morale of employees, making them feel valued and leading to a more positive work environment.
The following are the advantages of training to the Organisation:
Training and development offer numerous advantages not only to the individuals but also to the organisations. The benefits of training and development to an organisation include:
1.
Systematic Learning: Training provides a systematic and structured learning experience, which is more effective than the hit and trial methods. This structured approach reduces wastage of efforts and resources.
2.
Enhanced Productivity: Through training, employee productivity is enhanced both in terms of quantity and quality. This leads to higher profits for the organisation.
3.
Preparation for Future Managers: Training prepares future managers and ensures that there are suitable candidates ready to take over in case of emergencies or sudden vacancies.
4.
Increased Morale: Training boosts the morale of employees, leading to reduced absenteeism and a lower turnover rate.
5.
Adaptability: Training helps organisations respond effectively to the fast-changing technological and economic environment.
In conclusion, training and development are crucial for both the individual and the organisation. For the individual, it means better skills, performance, and job satisfaction. For the organisation, it translates to improved productivity, profitability, and a competitive edge in the market.
4. Kaul Consultants have launched www.naukaripao.com exclusively for senior management professionals. The portal lists out senior level jobs and ensures that the job is genuine through rigorous screening process.
a.
State the source of recruitment highlighted in the case above.
b.
State four benefits of the above identified source of recruitment.
The source of recruitment highlighted in the given case is External Source of Recruitment, specifically through an online job portal.
Benefits of using an online job portal as a source of recruitment:
1.
Wider Reach: Online job portals have a vast reach, allowing companies to tap into a larger pool of potential candidates from various geographical locations.
2.
Cost-Effective: Posting job vacancies on online portals can be more cost-effective compared to traditional methods like newspaper ads, especially when targeting a niche segment like senior management professionals.
3.
Quick and Efficient: Online portals offer tools and filters that help employers quickly shortlist potential candidates based on specific criteria, making the recruitment process faster and more efficient.
4.
Rigorous Screening: As mentioned in the case, the portal ensures that the job is genuine through a rigorous screening process, ensuring the quality and authenticity of both job listings and applicants.
5. A company, Xylo limited, is setting up a new plant in India for manufacturing auto components. India is a highly competitive and cost effective production base in this sector. Many reputed car manufacturers source their auto components from here. Xylo limited is planning to capture about 40% of the market share in India and also export to the tune of at least ₹ 50 crores in about 2 years of its planned operations. To achieve these targets it requires a highly trained and motivated work force. You have been retained by the company to advise it in this matter. While giving answers keep in mind the sector the company is operating.
Questions:
a.
Outline the process of staffing the company should follow.
b.
Which sources of recruitment the company should rely upon. Give reasons for your recommendation.
c.
Outline the process of selection the company should follow with reasons.
The following is the process of staffing that the company should follow:
1.
Manpower Planning:
–
Assess the current human resources through a manpower inventory.
–
Forecast future manpower requirements and decide on the number and type of employees needed.
2.
Job Analysis: Understand the specifics of each job. Create job descriptions and specifications detailing the roles, responsibilities, skills, and qualifications required.
3.
Recruitment: Attract potential candidates for the available positions.
4.
Selection: Choose the most suitable candidates through a series of tests, interviews, and background checks.
5.
Orientation and Placement: Familiarize the selected candidates with the company culture, values, and operations. Place them in their respective roles.
6.
Training and Development: Equip the employees with the necessary skills and knowledge to perform their jobs efficiently.
7.
Performance Appraisal: Regularly evaluate employee performance to ensure they meet the company’s standards and objectives.
8.
Promotion and Career Development: Offer growth opportunities and promote deserving candidates.
9.
Compensation Planning: Design competitive and motivating compensation packages.
10.
Retention: Implement strategies to retain valuable employees.
The following are the sources of recruitment that the company should rely upon.
1.
Internal Sources: Promotions and transfers from within the organization can motivate employees and utilize the existing talent.
2.
External Sources:
–
Campus recruitments from reputed engineering and management institutes in India.
–
Job portals and websites specific to the auto components sector.
–
Employment agencies specializing in the manufacturing sector.
–
Employee referrals.
Reasons why these sources of recruitment are recommended:
–
The auto components sector requires specialized skills and knowledge. Campus recruitments can help in hiring fresh talent with the latest technical knowledge.
–
Job portals and employment agencies can help in reaching out to experienced professionals in the sector.
–
Employee referrals can be a reliable source as existing employees understand the company culture and requirements.
The following is the process of selection that the company should follow, along with the reason why it should follow this process.
1.
Preliminary Interview: A brief interview to assess the candidate’s suitability for the job.
2.
Application Form: Detailed form to gather information about the candidate’s background, experience, and qualifications.
3.
Written Tests: Technical tests to assess the candidate’s knowledge in the auto components sector.
4.
Group Discussions: Assess the candidate’s communication skills, teamwork, and problem-solving abilities.
5.
Interviews: In-depth interviews with HR and technical teams to assess the candidate’s fit for the role and the company.
6.
Reference and Background Checks: Ensure the authenticity of the information provided by the candidate.
7.
Medical Examination: Ensure the candidate is physically fit for the job.
8.
Final Offer: Offer the selected candidate the job with details about compensation and other terms.
Reasons:
–
The selection process is designed to ensure that the candidates have the necessary technical knowledge and fit into the company culture.
–
Written tests and interviews help in assessing the candidate’s technical knowledge and experience in the sector.
–
Group discussions and interviews assess soft skills, which are crucial for teamwork and communication in the company.
–
Reference and background checks ensure the reliability and authenticity of the candidates.
6. 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 ‘jobseeker’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
a.
As an HR manager what problems do you see in the company?
b.
How do you think it can be resolved and what would be its impact on the company?
a. As an HR manager I see the following problems in the company:
1.
Ineffective Recruitment Strategy: The company’s current recruitment methods are not competitive enough to attract the best talent, especially when compared to their competitors.
2.
Economic Constraints: The prevailing strong economy has created a ‘jobseeker’s market’, making it even more challenging to attract qualified candidates.
3.
Skill Gap: The candidates that the company is able to attract possess the necessary ‘soft’ skills but lack the ‘hard’ skills and training required for the job.
4.
Dependence on In-house Processes: Handling all recruiting, screening, and training processes internally might be limiting the company’s reach and effectiveness in tapping into the available talent pool.
b. I think that it can be resolved by implementing the solution below.
1.
External Recruitment Agencies: Collaborate with external recruitment agencies that have a broader reach and can help in attracting more qualified candidates.
2.
Enhanced Training Programs: Invest in comprehensive training programs to bridge the ‘hard’ skills gap in the candidates they hire. This will ensure that even if they hire candidates with strong ‘soft’ skills, they can train them to meet the company’s ‘hard’ skill requirements.
3.
Competitive Compensation and Benefits: Offer competitive salary packages, benefits, and growth opportunities to make the company more attractive to potential employees.
4.
Employer Branding: Work on improving the company’s employer brand through positive reviews, testimonials, and showcasing the company culture. This will make the company more appealing to potential candidates.
5.
Collaborate with Educational Institutions: Partner with colleges and universities to offer internships and placement opportunities. This can be a source of fresh talent with the latest knowledge in the field.
This solution will impact the company in the following way:
1.
Improved Talent Pool: With a more effective recruitment strategy, the company will have access to a more qualified and skilled set of candidates.
2.
Higher Productivity: By investing in training, employees will be better equipped to handle their roles, leading to increased productivity.
3.
Reduced Turnover: Offering competitive compensation and growth opportunities will increase employee satisfaction, leading to reduced turnover and associated costs.
4.
Enhanced Company Reputation: A strong employer brand will not only attract better talent but also improve the company’s overall market reputation.
7. 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
a.
Point out, what functions is she supposed to perform?
b.
What problems do you foresee in her job?
c.
What steps is she going to take to perform her job efficiently?
d.
How significant is her role in the organisation?
a. Functions of Ms. Jayshree as Human Resource Manager:**
1.
Recruitment and Selection: Identifying the manpower requirements and ensuring the company attracts, selects, and appoints the right candidates for the right job.
2.
Training and Development: Assessing the skill set of the employees and organizing training programs to enhance their skills and knowledge.
3.
Performance Appraisal: Evaluating the performance of employees and providing feedback for their improvement.
4.
Compensation and Benefits: Designing and implementing a competitive compensation structure, including salaries, bonuses, and other benefits.
5.
Employee Relations: Addressing grievances, ensuring a harmonious workplace environment, and promoting effective communication within the organization.
6.
Legal Compliance: Ensuring that the company adheres to labor laws and other statutory requirements related to employees.
7.
Manpower Planning: Forecasting future manpower requirements, especially in light of the company’s expansion plans.
b. The problems that I foresee in her job are as follows:
1.
Adapting to Organizational Culture: Being new to the company, understanding and adapting to its culture might be challenging.
2.
Balancing Old and New: Managing the expectations and concerns of existing employees while integrating new ones.
3.
Rapid Expansion: The company’s expansion plan might lead to a rush in recruitment, which can compromise the quality of hires.
4.
Change Management: Introducing new HR policies or practices might face resistance from employees.
c. She should take the following steps to perform her job efficiently:
1.
Conduct a SWOT Analysis: Understand the strengths, weaknesses, opportunities, and threats of the HR department.
2.
Engage with Employees: Regular interactions with employees to understand their concerns and expectations.
3.
Continuous Learning: Stay updated with the latest HR trends, technologies, and best practices.
4.
Collaborate with Other Departments: Work closely with other departments to understand their manpower needs and challenges.
5.
Feedback Mechanism: Implement a system where employees can provide feedback about HR policies and practices.
d. The following is the significance of her role in the organisation
1.
Strategic Partner: Aligning HR strategies with the company’s business goals, ensuring the company has the right talent to achieve its objectives.
2.
Cultural Steward: Promoting and maintaining the company’s culture, values, and ethics.
3.
Talent Manager: Ensuring the company attracts, retains, and develops the best talent.
4.
Change Catalyst: Facilitating organizational changes and ensuring smooth transitions.