Staffing is the process of determining manpower requirements and the means of meeting those requirements for carrying out the integrated plan of the organization. It involves manning the organizational structure through effective selection, appraisal and development of personnel to fit the roles designed in the structure.
No matter what a business does, finding the right staffing level can be a challenging task (Boiko, 2005). If you hire too many staff, you will suffer from high costs, with many workers doing nothing. If you hire too few people, the workers will be stressed out and overworked, and the productivity of the company will be greatly affected. The best way to strike the proper balance is to develop a comprehensive staffing plan for the business (Borgardus, 2004).
For this context we are going to develop a staffing plan for Unga Group Ltd, a Kenya-based holding company. Through its subsidiaries, the company is engaged in the milling of wheat and maize, manufacturing of packaging materials and animal nutrition products, and the distribution of animal health and crop protection products. The company’s business segments include consumer, animal health and nutrition. Unga Group Ltd is classified into three sections, such as Manufacturing, Distribution and Marketing. The total number of workers the company is going to require is150, whereby 50 employees will be deployed in the manufacturing department, 60 will be sent to the distribution section and the remaining 40 will be sent to various subsidiary firms of the company. To carry out proper staffing, the management of Unga Group Ltd will have to decide on the best and most economical procedure of employing its personnel. It is of great importance to carryout proper Staffing in order to increase productivity and general public image of the Company through employment of qualified and hardworking personnel in the Company (Boiko, 2005).
Manpower Planning/ Human Resource Planning
Manpower planning means deciding on the number and type of human resources required for each job unit and the company in general in order to carry out organizational activities. It is, therefore, necessary to establish the total number of personnel who will work in various positions at Unga Group Ltd and its subsidiary firms.
The Process of Manpower Planning
Identification of a Vacancy
The line manager identifies vacant positions that may have been created through staffing changes, such as resignation, termination, retirement, leave and work requirement changes, e.g. creation of a new position or temporary additional workload.
Review the Need for a Position
The line manager reviews the short/ long-term requirements for the position and the need to fill the vacancy. In so doing, consideration is given to faculty/ centre operations plans, staffing plan for the work area, opportunity to restructure, budget, current and future requirements and competency requirements, among others. This review will also involve other managers within the service centre (Borgardus, 2004).
Creation and Modification of a Position
The selection committee will reach a shared understanding and agree on; the position role and accountabilities, key competencies required of the role, methods for short- listed candidates for short-listed candidates for example interview, reference check, skill/ aptitude/simulation test, psychological testing, work samples, presentation, group activities, assessment centre and meeting of workgroups.
For positions that are going to be advertised, a request should be prepared to recruit and provide associated documentation to secure authorization in accordance with HR delegation and initiate recruitment activity. The line manager completes and forwards the relevant recruitment and benefits officer the ‘request to recruit’ form and attaches all necessary information, including a draft advertisement, recruitment agent information and the ‘request to advertise form’. To avoid delays in advertising, it is necessary to ensure that all details are completed before submission. Recruitment activity should also be arranged and undertaken (Borgardus, 2004).
Types of Recruitments
For Unga Ltd Company, we are going to use the internal method of recruitment. Where no suitable candidate is selected, the external recruitment method will be used.
This is a recruitment which takes place within the organization. Internal sources of recruitment are readily available to an organization and include transfers, promotions and re-employment of ex-employees. Re-employment is one of the internal sources of recruitments in which employees can be invited and appointed to fill vacancies in the organization. There are situations when ex-employees provide unsolicited application, too. Internal recruitment may lead to an increase in employee productivity, as their motivation level increases. It also saves time, money and efforts. However, internal recruitment may be a drawback, since it prevents the organization from acquiring employees with new skills. Not all the manpower can be met through internal recruitment, either. If this happens, a qualified Candidate is to be outsourced.
This is a form of employing new people from outside the organization. It includes employment at factory gate, advertisements, employment exchanges, employment agencies, educational institutes and labour contractors. Though it is time-consuming and expensive, it is going to be used only when there are no qualified candidates at the company to fill the positions (Boiko, 2005).
This method of recruitment was chosen here because apart from being time saving, it is also more economical for the Company. This is because employees sourced internally are conversant with various activities, policies and rules of the company. They will also adapt quickly to the new job and so the company will spend very little cash and time when inducting and training new employees. Only when no qualified personnel are available internally, external means will be used.
This type of recruitment is legally accepted, since everything will be done transparently and without nepotism, tribalism or any other means of corruption. Promotion and appointment will only be done through qualification and merit, and only candidates who get the highest scores will be given priority. Experience and level of education will also play a big role when promoting an employee, especially those who are going to work in the milling or production section, where safety is important.
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