staffing system

7/30/2019 staffing system

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BY:MS. ROSELLE MARVI L. BALDADO, RN


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NATURE AND PURPOSE OFSTAFFING

STAFFING

The managerial function of staffing involves manning the

organization structure through proper and effective selection,

appraisal and development of the personnel to fill the rolesassigned to the employers/workforce.

Is the process of determining and providing the acceptable

number and mix of nursing personnel to produce a desiredlevel of care to meet the patients demand.


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According to Theo Haimann, Staffing pertains to

recruitment, selection, development and compensation of

subordinates.

PURPOSE:

Is to provide each nursing unit with an appropriate andacceptable number of workers in each category to perform

the nursing tasks required.

Too few or an improper mixture of nursing personnel will

adversely affect the quality and quantity of work performed.

Such situation can lead to high rates of absenteeism and

staffs turn-over resulting in low morale and dissatisfaction.


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NATURE OF STAFFING FUNCTION

1. Staffing is an important managerial function- Staffingfunction is the most important managerial act along with

planning, organizing, directing and controlling. The

operations of these four functions depend upon the

manpower which is available through staffing function.

2. Staffing is a pervasive activity- As staffing function iscarried out by all mangers and in all types of concerns

where business activities are carried out.

3. Staffing is a continuous activity- This is because staffingfunction continues throughout the life of an organization

due to the transfers and promotions that take place.


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4. The basis of staffing function is efficient managementof personnel- Human resources can be efficientlymanaged by a system or proper procedure, that is,

recruitment, selection, placement, training anddevelopment, providing remuneration, etc.

5. Staffing helps in placing right men at the right job. It

can be done effectively through proper recruitmentprocedures and then finally selecting the most suitable

candidate as per the job requirements.

6. Staffing is performed by all managers depending uponthe nature of business, size of the company, qualifications

and skills of managers, etc.


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Staffing Process - Steps involved inStaffing

Manpowerrequirements

Recruitment Selection

Orientation andPlacement

Training andDevelopment

Remuneration Performance

Evaluation

Promotion and

transfer.


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Manpower Planning

Also called as Human Resource Planning

consists of putting right number of people,

right kind of people at the right place, right

time, doing the right things for which theyare suited for the achievement of goals of

the organization.


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Human Resource Planning has got an important place

in the arena of industrialization. Human Resource

Planning has to be a systems approach and is carried

out in a set procedure. The procedure is as follows:

Analyzing the current manpower inventory Making future manpower forecasts

Developing employment programmes

Design training programmes


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Steps in Manpower Planning

1. Analyzing the current manpower inventory-Before a manager makes forecast of future

manpower, the current manpower status has to be

analyzed. For this the following things have to be

noted

Type of organization

Number of departments Number and quantity of such departments

Employees in these work units


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2. Making future manpower forecasts- Once thefactors affecting the future manpower forecasts are

known, planning can be done for the futuremanpower requirements in several work units.

The Manpower forecasting techniques commonly

employed by the organizations are as follows:

Expert Forecasts: This includes informal decisions

Trend Analysis: Manpower needs can be projectedthrough extrapolation (projecting past trends

Work Load Analysis


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3. Developing employment programmes- Once thecurrent inventory is compared with future forecasts,

the employment programmes can be framed anddeveloped accordingly, which will include recruitment,

selection procedures and placement plans.

4. Design training programmes- Training programmesdepend upon the extent of improvement in

technology and advancement to take place. It is also

done to improve upon the skills, capabilities,

knowledge of the workers.


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RECRUITMENT AND SELECTIONTypes of Recruitment

Recruitment is of 2 types

Internal Recruitment - is a recruitment which takes placewithin the organization. Internal sources are primarily three -

Transfers, promotions and Re-employment of ex-employees.

Re-employment of ex-employees is one of the internal

sources of recruitment in which employees can be invited and

appointed to fill vacancies in the concern.

Internal recruitment may lead to increase in employees

productivity as their motivation level increases. It also saves

time, money and efforts.


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2. External Recruitment - External sources of recruitmenthave to be solicited from outside the organization. But it

involves lot of time and money. The external sources of

recruitment includes:

A. Employment at Factory Level - This a source ofexternal recruitment in which the applications for

vacancies are presented on bulletin boards outside theFactory or at the Gate.

B. Advertisement - It is an external source which has got

an important place in recruitment procedure. The biggestadvantage of advertisement is that it covers a wide area

of market and scattered applicants can get information

from advertisements. Medium used is Newspapers and

Television.


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C. Employment Exchanges - There are certain

Employment exchanges which are run bygovernment. Now-a-days recruitment in

government agencies has become compulsory

through employment exchange.

D. Employment Agencies - There are certainprofessional organizations which look towards

recruitment and employment of people, i.e. these

private agencies run by private individuals supplyrequired manpower to needy concerns.


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E. Educational Institutions - There are certainprofessional Institutions which serve as an

external source for recruiting fresh graduatesfrom these institutes. This kind of recruitment is

called as Campus Recruitment. They have

special recruitment cells which help in providing

jobs to fresh candidates.

F. Recommendations - There are certain peoplewho have experience in a particular area. They

enjoy goodwill and a stand in the company. Thebiggest drawback of this source is that the

company has to rely totally on such people which

can later on prove to be inefficient.


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Employee Selection

Is the process of putting right men on the

right job. It is a procedure of matching

organizational requirements with the skills

and qualifications of people. Effectiveselection can be done only when there is

effective matching.


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But selection must be differentiated from recruitment,

though these are two phases of employment process.

Recruitment is considered to be a positiveprocess as it motivates more of candidates to

apply for the job. It creates a pool of applicants. Itis just sourcing of data. While selection is anegative process as the inappropriate candidatesare rejected here. Recruitment precedes selectionin staffing process. Selection involves choosing

the best candidate with best abilities, skills andknowledge for the required job.


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The Employee selection Process takesplace in following order

Preliminary Interviews (screening interviews)

used to eliminate those candidates who do not meet

the minimum eligibility criteria

skills, academic and family background, competenciesand interests of the candidate are examined

are less formalized and planned than the final

interviews

candidates are given a brief up about the company andthe job profile

it is also examined how much the candidate knows

about the company


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Application blanks

contains data record of the candidates such as details

about age, qualifications, reason for leaving previousjob, experience, etc

Written Tests

Various written tests conducted during selection

procedure are aptitude test, intelligence test, reasoning

test, personality test, etc

used to objectively assess the potential candidate

They should not be biased


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Employment Interviews

a one to one interaction between the interviewer and the

potential candidate

used to find whether the candidate is best suited for the

required job or not

such interviews consume time and money both

competencies of the candidate cannot be judged

Such interviews may be biased at times

Such interviews should be conducted properly No distractions should be there in room.

There should be an honest communication between

candidate and interviewer.


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Medical examination

Medical tests are conducted to ensure physical fitness

of the potential employee.

It will decrease chances of employee absenteeism

Appointment Letter

A reference check is made about the candidate

selected and then finally he is appointed by giving aformal appointment letter


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Difference between Recruitment and

Selection

Basis Recruitment Selection

Meani

ng

It is an activity of establishing

contact between employers

and applicants.

It is a process of picking up

more competent and

suitable employees.

Object

ive

It encourages large number

of Candidates for a job.

It attempts at rejecting

unsuitable candidates.


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Process It is a simple process. It is a complicated

process.

Hurdles The candidates have not to

cross over many hurdles.

Many hurdles have to be

crossed.

Approach It is a positive approach. It is a negative approach.

Sequence It precedes selection. It follows recruitment.

Economy It is an economical method. It is an expensive method.

Time

Consuming

Less time is required. More time is required.


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Orientation and Placement

Placement is said to be the process of fitting

the selected person at the right job or place,

the freshly appointed candidates are thengiven orientation in order to familiarize and

introduce the company to him.


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Generally the information given during the

orientation programme includes:

Employees layout

Type of organizational structure

Departmental goals

Organizational layout

General rules and regulations

Standing Orders Grievance system or procedure


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The main aim of conducting Orientation is to build up

confidence, morale and trust of the employee in the new

organization, so that he becomes a productive and anefficient employee of the organization and contributes to the

organizational success.

The nature of Orientation program varies with the

organizational size, i.e., smaller the organization the moreinformal is the Orientation and larger the organization more

formalized is the Orientation programme.

Proper Placement of employees will lower the chances ofemployees absenteeism. The employees will be more

satisfied and contended with their work.


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Training of Employees - Need andImportance of Training

Training is the process of enhancing the

skills, capabilities and knowledge of

employees for doing a particular job.

Training process molds the thinking of

employees and leads to quality performance

of employees. It is continuous and neverending in nature.


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Importance of Training

Training is crucial for organizational development andsuccess. It is fruitful to both employers and

employees of an organization. An employee will

become more efficient and productive if he is trained

well.

Training is given on four basic grounds:

New candidates who join an organization are giventraining. This training familiarizes them with the

organizational mission, vision, rules and regulations

and the working conditions.


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The existing employees are trained to

refresh and enhance their knowledge.

If any updating and amendments take place

in technology, training is given to cope up

with those changes.

When promotion and career growth becomes

important. Training is given so thatemployees are prepared to share the

responsibilities of the higher level job.


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The benefits of training can be summed up

as:

Improves morale of employees

Less supervision

Fewer accidents

Chances of promotion

Increased productivity


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Ways/Methods of Training

Training is generally imparted in two ways:

1. On the job training- The motto of such training islearning by doing. Instances of such on-job training

methods are job-rotation, coaching, temporarypromotions, etc.

2. Off the job training- Off the job training is also called

as vestibule training, i.e., the employees are trainedin a separate area( may be a hall, entrance, reception

area, etc. known as a vestibule) where the actual

working conditions are duplicated.


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Employee Remuneration

Employee Remuneration refers to the reward or

compensation given to the employees for their work

performances.

There are mainly two types of Employee Remuneration:

Time Rate Method

Piece Rate Method


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Time Rate Method:

Under time rate system, remuneration is directly linked withthe time spent or devoted by an employee on the job.

The employees are paid a fixed pre-decided amount hourly,

daily, weekly or monthly irrespective of their output. It is a

very simple method of remuneration.

ADVANTAGES:

Time Rate method leads to quality output and this method is

very beneficial to new employees as they can learn their work

without any reduction in their salaries.

This method encourages employees unity as employees of a

particular group/cadre get equal salaries.


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DISADVANTAGES:

it leads to tight supervision, indefinite

employee cost, lesser efficiency of

employees as there is no distinction made

between efficient and inefficient employees,

and lesser morale of employees.


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PATIENT CLASSIFICATION

SYSTEM The patient care classification system is a

method of grouping patients according to the

amount and complexity of their nursing carerequirements and the nursing time and skill

they require.


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To develop a workable patient classification system, the

nurse manager must determine the following:

The number of categories into which the patients

should be divided

The characteristics of patients in each category

The type and number of care procedures that will be

needed by a typical patient in each category

The time needed to perform these procedures that

will be required by a typical patient in category.


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CLASSIFICATION CATEGORIES

LEVEL 1- SELF CARE or MINIMAL CARE:

Patient can take a bath on his own, feed himself, feed

and perform his activities of daily living. Falling under this category are patients about to be

discharged, those in non-emergency, those newly

admitted, do not exhibit unusual symptoms and

requires little treatment/observation and/or instruction. Average nursing care hours per patient per day is 1.5.


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LEVEL 2- MODERATE CARE or INTERMEDIATE

CARE:

Patients under this level need some assistance in

bathing, feeding or ambulating for short period of time.

Extreme symptoms of their illness must have

subsided or have not yet appeared. Patients may have slight emotional needs, with vital

signs ordered up to three times per shift, intravenous

fluids or blood transfusion; are semi-conscious and

exhibiting some psychosocial or social problems;periodic treatments, and/or observations and/or

instructions.

Average nursing care hours per patient per day is 3.


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LEVEL 3- TOTAL, COMPLETE or INTENSIVE CARE:

Patients under this category are completely dependentupon the nursing personnel.

They are provided complete bath, are fed, may or may

not be unconscious, with marked emotional needs, with

vital signs more than three times per shift, may be on

continuous oxygen therapy, and with chest or abdominal

tubes.

They require close observation at least every 30 minutes

for impending hemorrhage, with hypo or hypertension

and/or cardiac arrthymia.

Nursing care hours per patient per day is 6.


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LEVEL 4- HIGHLY SPECIALIZED CRITICAL CARE:

Patients under this level need maximum nursing care

with a ratio of 80 professionals to 20 non-

professionals.

Patients need continuous treatment and observation;with many medications, IV piggy backs; vital signs

every 15-30 minutes; hourly output.

There are significant changes in doctors orders and

care hours per patient per day may range from 6-9 ormore.


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PROVIDING MOTIVATINGCLIMATE

The ability to lead depends on understanding what willmove people to perform. A true leader is someone whois self-motivated to achieve and able to energize others

Motivation: What is it and what it is not?

Motivation implies action and energy. It can be

protection or achievement oriented. Such as doing just

enough to keep your job or making an effort to produce

at a high level over extended periods of time.


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Leaders are identified by the ability to make

things happen. If individuals are trying to perform they are

motivated.

Action must be present, because wanting to

do something does not always result in

moving to do so.


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There are five broad categories of conditions needed to

establish favorable motivation patterns & are listed as

follows:

1. Norm Design

No matter how broadly defined, the standard operating

procedure of a system must be clearly stated, both verbal &

written.2. External Rules

The external rules by which an organization is judged must

be known by its members & may be seen in policies &

procedures for various levels within the organization.Examples of external rules include the state nurse practice

act, JCAHO, NCQA (National Committee on Quality

Assurance, standards & legal requirements of care, and

federal & states laws.


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3. Internal Rules

Include policies, procedures and protocols established by

the organization. These help to ensure compliance andprovide further definition & control or standardize behavior.

Rules or norms are intended to serve as a basis for

predictable performance of critical work processes that

protect the legal status of the organization & its members

& provide quality patient outcomes.

4. Standard Benefits

An organization may offer benefits as a tangible means of

attracting, retaining & rewarding staff. This also makes anorganization competitive with other organizations to attract

& retain staff.


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5. Incentive Rewards

Were developed to stimulate employee motivation to

achieve high personal & organizational goals. As a

result, performance can be expected to improve and

commitment to the goal increased. By giving staff a route of professional recognition based

on an achieved level of competency, a personally

rewarding career route can be made available.


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STAFF DEVELOPMENT AND TRAININGPROGRAMS

Supervisors and head nurses participate in

determining the training needs of their staff.

In hospitals where there are separate trainingdepartments or units, nurse instructors provide

assistance to the training of nurses in the units.

However if these items are non existent in the

hospital, the supervising nurse or the head nurse

assumes this responsibility.


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The new nurse is oriented to the unit and provided

initial information about its policies, personnel and

functions. They are closely supervised to enhancetheir capabilities to ensure safe care to patients.

Participation in journal meetings, case presentations

or accessibility for consultations eases the newemployees transition and integration to the agency.

Nurses are given opportunities to attend conferences

or seminars conducted by other agencies orassociations or to go back to formal schooling by

enrolling in graduate schools.


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New employees are given opportunities to observe

a more experienced one by shadowing or by

being a big sister or a buddy. This gives the

new employees the chance to develop not only

their skills but also their confidence in assuming

their own duties and responsibilities in the shortest

time possible.

Policies governing these are observed properly.


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