Worksheet Solutions: Staffing | Business Studies (BST) Class 12 - Commerce PDF Download

Multiple Choice Questions

Q1: What is the primary purpose of staffing in an organisation?
(a) Marketing
(b) Production
(c) Human Resource Management
(d) Finance
Ans: (c)

Q2: Which step of the staffing process involves selecting the right candidate for a job position?
(a) Recruitment
(b) Selection
(c) Performance Appraisal
(d) Placement
Ans: (b)

Q3: Which of the following is an external source of recruitment?
(a) Promotions
(b) Transfers
(c) Advertisement
(d) Employee Referrals
Ans: (c)

Q4. Which two analyses are conducted to estimate manpower requirements?
(a) Workload analysis and Workforce analysis
(b) Training and Development analysis
(c) Job Description and Motivation analysis
(d) Compensation and Appraisal analysis
Ans: (a)

Q5: In the context of staffing, what is succession planning focused on?
(a) Recruitment of new employees
(b) Developing future leaders within the organisation
(c) Employee compensation
(d) Employee grievances
Ans: (b)

Very Short Answers

Q1: Define the term 'Staffing.'
Ans: Staffing refers to the process of acquiring, deploying, and retaining a workforce in an organization.

Q2: Explain the difference between recruitment and selection.
Ans: Recruitment is the process of attracting potential candidates, while selection involves choosing the right candidate for a job.

Q3: Mention two advantages of internal sources of recruitment.
Ans: Internal sources of recruitment include promotions and transfers, fostering employee loyalty and familiarity.

Q4: What is meant by 'Training and Development' in the staffing process?
Ans: Training and Development involve enhancing employees' skills and knowledge to improve their performance.

Q5. Give two challenges of overstaffing or understaffing.
Ans:

• Overstaffing → High labour cost and reduced efficiency.
• Understaffing → Disruption of work due to a shortage of personnel.

Short Answers 

Q1: Explain the concept of 'Staffing as a Continuous Process' with examples.
Ans: Staffing as a Continuous Process involves ongoing recruitment, training, and development to meet organisational needs.

Q2: Why are internal sources of recruitment considered economical?
Ans: They save on advertising costs, reduce training needs, and simplify evaluation since employees are already familiar with the organisation.

Q3: State any four external sources of recruitment.
Ans: (i) Direct Recruitment, (ii) Advertisement, (iii) Campus Recruitment, (iv) Employment Exchange.

Q4: Distinguish between Training and Development (any two points).
Ans:

• Training: Job-oriented, short-term, improves current job performance.
• Development: Career-oriented, long-term, focuses on overall growth.

Q5: State any three benefits of training to employees.
Ans: (i) Improved skills and knowledge, (ii) Better career opportunities, (iii) Higher job satisfaction.

Long Answers

Q1: Discuss the role of technology in modern staffing processes, citing specific examples.
Ans: Technology plays a crucial role in modern staffing processes, streamlining various aspects from recruitment to employee management. One significant example is the use of Applicant Tracking Systems (ATS) that automate the hiring process. These systems help in sorting through resumes, identifying qualified candidates, and even tracking the progress of applicants through the recruitment pipeline.
Another example is the integration of Artificial Intelligence (AI) in the screening process. AI algorithms can analyse resumes, predict candidate success, and even conduct initial interviews through chatbots. This not only saves time but also minimises biases in the hiring process.
Additionally, social media platforms have become powerful tools for recruitment. Employers can leverage platforms like LinkedIn to identify potential candidates, showcase company culture, and engage with a broader talent pool.
Video interviewing is yet another technological advancement in staffing. It enables remote interviewing, reducing the need for physical presence, and provides a more comprehensive view of a candidate's communication and interpersonal skills.
In essence, technology in staffing optimises processes, reduces time and costs, and enhances the overall efficiency of recruitment.

Q2: Describe the steps in the process of selecting employees.
Ans: 

• Preliminary Screening – Initial scrutiny of applications to eliminate unqualified candidates through forms and brief interviews.
• Selection Tests – Candidates take tests to measure characteristics such as intelligence (IQ/decision-making ability), aptitude (potential for learning new skills), personality (emotions, maturity, value system), trade (existing job-related skills), and interest (areas of job preference).
• Employment Interview – Formal, in-depth conversation to assess the applicant’s suitability and to exchange information between employer and candidate.
• Reference and Background Checks – Verification of the candidate’s information through references such as previous employers, teachers, or known persons.
• Selection Decision – Final decision made from among candidates who clear tests, interviews, and reference checks, usually with input from the concerned manager.
• Medical Examination – Ensures that the selected candidate is physically fit for the job.
• Job Offer – A letter of appointment is given, mentioning terms, conditions, and joining date.
• Contract of Employment – A formal agreement including details like job title, duties, pay, working hours, leave rules, and termination conditions.

Q3: Discuss the advantages of training for both the organisation and the individual.
Ans: 

Benefits to the Organisation

• Systematic Learning – Better than hit-and-trial methods, reducing wastage of effort, time, and money.
• Higher Productivity – Improves both the quantity and quality of output, leading to higher profits.
• Prepared Future Managers – Equips employees to take up higher responsibilities in case of an emergency.
• Reduced Absenteeism & Turnover – Boosts morale and job satisfaction, lowering attrition.
• Adaptability – Helps the organisation respond effectively to technological and environmental changes.

Benefits to the Individual

• Improved Skills & Knowledge – Enhances career prospects and growth opportunities.
• Higher Earnings – Increased efficiency and performance help employees earn more.
• Better Handling of Machines – Reduces the chances of accidents and improves safety.
• Greater Job Satisfaction – Leads to higher confidence, morale, and motivation.

Q4: Describe the impact of a diverse workforce on organisational performance and provide two strategies for managing diversity in the workplace.
Ans: A diverse workforce can have a profound impact on organisational performance. It brings together individuals with different perspectives, experiences, and skills, fostering creativity and innovation. It also enhances problem-solving capabilities and adaptability in a rapidly changing business environment.
Two strategies for managing diversity in the workplace include:
Inclusive Leadership: Leadership plays a crucial role in creating an inclusive environment. Leaders should actively promote and celebrate diversity, ensure that all voices are heard, and address any biases or discrimination promptly. Inclusive leadership sets the tone for the entire organisation.
Diversity Training and Education: Providing training and education on diversity and inclusion helps employees understand the value of differences and fosters a more inclusive culture. This can include workshops, seminars, and ongoing education initiatives to promote awareness and sensitivity.

Q5: Explain internal and external sources of recruitment with merits and limitations.
Ans: 

1. Internal Sources

• Transfers – Shifting employees across jobs/departments.
• Promotions – Elevating employees to higher positions.

Merits

• Motivates employees and builds loyalty.
• Cheaper and simpler than external recruitment.
• Employees are already known, require less training.
• Balances the workforce between departments.

Limitations

• No fresh talent → risk of “inbreeding.”
• May reduce competition and efficiency.
• Not suitable for new enterprises.
• Frequent transfers can lower productivity.

2. External Sources

• Direct recruitment, casual callers, and advertisements.
• Employment exchanges, agencies, consultants.
• Campus recruitment, employee referrals.
• Labour contractors, TV, online/web portals.

Merits

• Wider choice and fresh talent.
• Attracts qualified, trained personnel.
• Encourages competitive spirit among staff.

Limitations

• Time-consuming and expensive.
• May cause dissatisfaction among existing staff.

Case-Based Questions 

Q1: Case 1: Recruitment Challenges
Case Background:
The XYZ company is facing challenges in recruiting skilled employees. Analyse the potential reasons for these challenges and suggest two strategies to overcome them.
Q(i): Identify and explain two potential reasons for recruitment challenges.
Ans: Potential reasons for recruitment challenges may include a competitive job market and specific skill requirements.

Q(ii): Propose a strategy to attract and retain skilled employees.
Ans: To attract and retain skilled employees, the company can offer competitive salaries and benefits.

Q(iii): Discuss the role of employer branding in addressing recruitment challenges.
Ans: Employer branding plays a crucial role in addressing recruitment challenges by showcasing the company culture and values.

Q2: Case 2: Training Issue
Case Background:
Workers in a factory are unable to operate new hi-tech machines and depend on supervisors.
Q(i): Suggest a remedy to improve this situation.
Ans: The suitable remedy is Training, as it equips employees with the required knowledge and skills to handle new technology. Proper training reduces dependence on supervisors, improves efficiency, and ensures smooth production.

Q(ii): Which method of training would be most suitable?
Ans: The most suitable method is Vestibule Training, where workers are trained on the same equipment in a simulated environment, away from the actual work floor. This allows them to learn without disrupting production and minimises the risk of accidents while dealing with hi-tech machines.

Q3: Case 3: Training and Development
Case Background:
A manufacturing company is investing in employee training and development programs. Evaluate the impact of such programs on employee performance and organisational growth.
Question (i): Discuss two benefits of employee training programs.
Ans: Employee training programs provide benefits such as improved skills and increased job satisfaction.

Question (ii): Explain how continuous learning contributes to organisational growth.
Ans: Continuous learning contributes to organisational growth by fostering adaptability and innovation.

Question (iii): Suggest a method to assess the effectiveness of training programs in the organisation.
Ans: The effectiveness of training programs can be assessed through performance metrics and employee feedback.