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Effective staffing requires first the identification of the nature and number of people
needed, plan of how to get them, selection of applicants, orientation and training for applicants,
evaluation of their performance, and compensation-giving.
1.3 HUMAN RESOURCE PLANNING
It is the very first step of the staffing function. It involves forecasting and determining the
future manpower needs of the organization.
8. Needs that cannot be met by sources (5), (6), and (7), especially of the
following:
a. too short a duration to justify permanent hiring
b. can be met by scheduling overtime
c. hiring contract (temporary) engineers
d. borrowing engineers from other company divisions
e. contracting work to other company divisions or to other companies
b. Hiring Managers
Hiring managers has a similar plan to develop like that of hiring technical
professionals.
First-line managers, middle managers upper-level
managers
Most middle- and upper- managers are being filled by promotion. New hires are
needed if there is no one in the organization has the right skills.
A healthy organization has large annual hiring of new first-line supervisors.
c. Job Requisition/Description
A manager wishing to fill a professional position normally must fill out job description
/ job requisition form, to be approved by the higher management and to be given to the
personnel department. It serves as guidance in its search for the position.
This form is the official records of duties assigned to a position and the competencies
(skills, knowledge, and abilities) required for satisfactory performance. It provides
information necessary for job classification, recruitment, and selection.
Sections needed to complete a job description:
a. Position overview
Summarize briefly the major purpose of the position and its role in the
department. Example: Under general supervision of an Administrative
Coordinator, provide secretarial services to six faculty members in the
Biology Department.
b. Specific job duties
List each job duty and related tasks, starting with the duties that take the
largest portion of time.
Avoid ambiguous words, such as assist without providing clarifying
examples.
Indicate the approximate amount of working time spent on each major duty
using percentages.
Example: Percentage of Time Duties and Tasks:
40 % A. Prepares technical manuscript- Corrects
spelling, punctuation and grammar errors in
drafts.
c. Required skills/knowledge
Indicate the skills, knowledge and abilities for the satisfactory performance of
each task listed above. Avoid general references to personality, interest,
intelligence, judgmental and specific years of education and experience.
List special physical characteristics necessary for satisfactory job
performance, i.e. ability to lift 50lb. objects frequently.
When you're applying for jobs, it's helpful to review examples of resumes and
cover letters to get ideas for both the formatting and the content of your job search
materials.
Cover Letters introduce you and your resume to prospective employers. The
content of a cover letter can be broken down into three basic parts:
Introduction: Why are you contacting this person? How did you learn
about the job? Who are you? What do you know about their organization
(research)?
Body: How can you benefit them? Tell how you are an ideal match for the
job. Expand on relevant education, skills, and experience to offer
additional details not found on your resume.
Conclusion: Focus on the next step: the interview! Thank the reader for
their time and consideration. Request an interview to further discuss your
qualifications.
Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email
Date
Name
Title
Organization
Address
City, State, Zip Code
As legislative director, I have developed strong writing and editing skills. For example, one of my
main duties is to prepare Assemblywoman XXXXs personal legislation, which deals with issues
related to her position as Senior Member of the NYS Assembly Standing Committee.
This duty requires meticulous writing and editing skills, and an ability to convey complex legal
ideas clearly. I have prepared dozens of pieces of legislation and received praise for the clarity
of my writing.
I have also gained extensive experience in legal and policy research fields that you state the
authors assistant must be familiar with. My experience in the NYS Assembly has afforded me
the opportunity to become familiar with the consolidated and unconsolidated laws of the State of
New York. In particular, through my work with Assemblywoman XXXX, I have become heavily
involved in the current welfare and Medicaid reform movement. I am always eager to learn more
about state legislation, reading up on these topics on my own time to become more
knowledgeable. I would love to bring this passion for policy and law to your company.
I am confident that my experience in the Legislature and my research and writing skills qualify
me for consideration. If you would like, I can provide you with current samples of my work. I
have also enclosed my resume. I look forward to meeting with you and discussing my
qualifications in more detail.
Sincerely,
FirstName LastName
An effective resume normally should not exceed two pages except for academic
positions. An individual may need several versions of resume because it should depend
on what position you are applying for.
Quick Tips!
FirstName LastName
1050 French Street
Atlanta, GA 30032
555-123-4567
lastname.firstname@email.com
Experience
Train clinicians and other medical personnel on the proper use of equipment.
Oversee the fabrication and testing of systems after installation to ensure performance
and client requirements are met.
Performed approved experiments, acquired and processed data, and compiled results.
Maintained professional working relationships with scientific advisors, scientist, and
clinicians.
Assisted in development of scientific manuscripts for submission to peer-reviewed
journals and conferences.
Maintained compliance with all company and industry policies and procedures.
Additional Experience
Education
Personal Information
Email __________________________________
If hired, would you be able to present evidence of your U.S. citizenship or proof of your legal
right to work in the United States? [ ] Y or [ ] N
Have you been convicted of or pleaded no contest to a felony within the last five years? [ ] Y or
[]N
If yes, please describe the crime - state nature of the crime(s), when and where convicted and
disposition of the
case.________________________________________________________________
If hired, are you willing to submit to and pass a controlled substance test? [ ] Y or [ ] N
Position and Availability
Days/Hours Available
Monday ____
Tuesday ____
Wednesday ____
Thursday ____
Friday ____
Saturday ____
Sunday ____
___________________________________________
If hired, on what date can you start working? ___ / ___ / ___
Are you able to perform the essential functions of the job for which you are applying, either with
/ without reasonable accommodation?
[ ] Y or [ ] N
High School:
School name: ________________________
School address:________________________
School city, state, zip:________________________________
College / University:
School name: __________________________
School address:________________________
School city, state, zip:________________________________
Vocational School:
Name: ________________________
Address:______________________
City, state, zip:________________________________
Military:
Branch: ________________________
Rank in Military:________________________
Total Years of Service: ________
Skills/duties: ________
Related details:________________________________
_____________________________________________________________
_____________________________________________________________
If yes, describe which languages(s) and how fluent of a speaker you consider yourself to be.
____________________
Employment History
You should be prepared to detail each position for the past five years, and account for any gaps
in employment during that period.
Name of Employer:______________________________________
Name of Supervisor:____________________________________
Telephone Number:______________________________________
Business Type:[ ________________________
Address:________________________
City, state, zip:________________________________
Previous Positions:
Include for each employer/position for the past five years:
Name of Employer:______________________________________
Name of Supervisor:____________________________________
Telephone Number:______________________________________
Business Type: ________________________
Address:________________________
City, state, zip:________________________________
c. Campus Interview
d. Reference Checks
Before inviting an applicant for a site visit, a prospective employer commonly
checks the references given in an application, or requests them if they have not
already been provided.
A reference check is when an employer contacts a job applicant's previous
employers, schools, colleges, and other sources to learn more about his or her
employment history, educational background, and qualifications for a job.
An increasing problem with references is the fear of liability if a bad reference
is given.
g. Job Offer
Companies may also make job offers via email or in writing, depending on
company policy and how the company handles hiring.
A job offer letter is a formal written document sent by an employer to a job
candidate selected for employment. The letter confirms the details of the offer of
employment: this may include the job description, salary, benefits, and the date
employment begins.
The candidate may choose to accept the job offer and then will sign and
return the letter as a formal acceptance of the position. If the offer isn't for the
compensation package that the applicant expected, he or she may decide to make
a counter offer or decline the offer.
ABCD company is pleased to offer you the position of Assistant Director, Customer Relations.
Your skills and experience will be an ideal fit for our customer service department.
As we discussed, your starting date will be February 1, 20XX. The starting salary is $42,000 per
year and is paid on a weekly basis. Direct deposit is available.
Full family medical coverage will be provided through our company's employee benefit plan and
will be effective on March 1. Dental and optical insurance are also available.
ABCD offers a flexible paid-time off plan which includes vacation, personal, and sick leave.
Time off accrues at the rate of one day per month for your first year, then increases based on
your tenure with the company.
Eligibility for the company retirement plan begins 90 days after your start date.
If you choose to accept this job offer, please sign the second copy of this letter and return it to
me at your earliest convenience. When your acknowledgment is received, we will send you
employee benefit enrollment forms and an employee handbook which details our benefit plans
and retirement plan.
Please let me know if you have any questions or I can provide any additional information.
Sincerely,
_____________________________
Signature
_____________________________
Date
This is done by introducing the new employee to the policies and values of
the organization and a specific requirements of the person new department
The human resources development has to tell the newcomer about the fringe
benefits such as medical insurance, vacations, pensions, and the like.
Orientation and Training cn be considered to include the total socialization of
the new employee to the environment and culture of his or her new organization.
b. Appraising Performance
2.7 DELEGATION
A. Assignment of Duties
Managers use their authority to assign duties to subordinates, making them responsible
for carrying out the specified activities, making them responsible for carrying out the specified
activities.
This proceeds in stages from top management down.
B. Delegation of Authority
Once a subordinate has been assigned tasks to perform, it is important to provide him or
her with the resources needed to carry out the assignment. This is called delegation of authority.
This also proceeds in stages from top management down.
It is an essential management precept that authority should be commensurate with
responsibility, so that a subordinate has enough authority to carry out assignments effectively.
C. Exaction of Accountability
The manager must exact (insist or require) accountability from the subordinate by
making the subordinate responsible to the manager for carrying out the duties and reporting
progress periodically. This is to assure that the task is effectively carried out hence the saying
you cant delegate responsibility.
The engineer-manager has the responsibility to train new subordinates carefully and to
assign jobs within the capability of subordinates. He or she needs to give subordinates
increasing room to grow in capability. This requires the manager to let subordinates do their
own work, even though he or she might do it more quickly or in some way better. The engineer-
manager must realize that subordinates will make errors, and learn to trust subordinates as they
gain skill, and learn to trust subordinates as they gin skill, yet institute a set of broad controls to
assure that those decisions that are truly critical are properly reviewed.
2.10 DECENTRALIZATION
3.0 COMMITTEES
Committee is created when two or more people are officially designated to meet to
pursue some specific purpose. A committee is a type of small deliberative assembly that is
usually intended to remain subordinate to another, larger deliberative assembly.
Some (standing) committees may have indefinite life and may be required in an
organizations bylaws; others (ad hoc) may be appointed for a specific purpose and be
discharged when the purpose is met.
3.1 REASONS FOR USING COMMITTEES
a. Policy Making and Administration. It is the highest level in most organizations. It may
be called the board of directors, city council, or some other name. They typically meet monthly
or quarterly.
Executive committee A subset of this group
General Management Committee consists of the major executive officers
Operating decisions are often made by an executive committee or by a general
management committee.
3.2TEAMS
A team is defined as a small number of people who are committed to a common goal,
objectives, and approach to this goal that they are mutually accountable to reaching.
Teams normally have members with complementary skills and generate synergy through
a coordinated effort, which allows each member to maximize his or strengths and minimize his
or her weaknesses.
Team objectives, size and composition affect the team processes and outcomes.
References:
Babcock, Daniel L and Morse, Lucy C., Managing Engineering and Technology Sixth Edition
http://ispatguru.com/staffing-a-function-of-management/
https://www.managementstudyguide.com/staffing-process.htm
http://career.ucf.edu/
http://one2oneresumes.com.au/had-an-interview-and-been-invited-to-a-site-visit/
https://www.cmu.edu/career/documents/Success_guides/site-visits-interviewing.pdf
https://www.purdue.edu/hhs/htm/undergraduate/career_center/documents/career_guide/Intervie
w_site_visit.pdf
http://www.chronicle.com/article/A-Guide-to-Campus-Interviews/151279