NIOS Class 12 Business Studies Chapter 8 Staffing and Directing

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NIOS Class 12 Business Studies Chapter 8 Staffing and Directing

Also, you can read the NIOS book online in these sections Solutions by Expert Teachers as per National Institute of Open Schooling (NIOS) Book guidelines. These solutions are part of NIOS All Subject Solutions. Here we have given NIOS Class 12 Business Studies Chapter 8 Staffing and Directing, NIOS Senior Secondary Course Data Business Studies for All Chapter, You can practice these here.

Staffing and Directing

Chapter: 8

Module – 2 Business Management and its Functions

INTEXT QUESTIONS 8.1 

1. Write true/false against each of the following: 

(a) Staffing is just determining the number of people required in the organisation.

Ans: False. 

(b) Determining the size and categories of personnel required is called human resource planning.

Ans: True. 

(c) Staffing is a one-time process as people have to be appointed only once.

Ans: False. 

(d) Staffing includes human resources management.

Ans: False. 

(e) The management function which helps in getting the right persons for the organisation and ensuring that they stick to the organisation is called staffing.

Ans: True.

2. Match the following: 

(a) Job analysis	(i) Determining the size and categories of personnel required.
(b) Job description	(ii) Determining the qualifications, skills and experience of the employees required for various categories of employees.
(c) Job Specification	(iii) Determining the abilities and skills required for performing the job.
(d) Human resource	(iv) Identification of the job in terms of duties and planning responsibilities.

Ans:

(a) Job analysis	(ii) Determining the qualifications, skills and experience of the employees required for various categories of employees.
(b) Job description	(iv) Identification of the job in terms of duties and planning responsibilities.
(c) Job Specification	(iii) Determining the abilities and skills required for performing the job.
(d) Human resource	(i) Determining the size and categories of personnel required.

INTEXT QUESTIONS 8.2 

1. Which one of the following is an internal source of recruitment? 

(a) Media advertising. 

(b) Promotion.

(c) Campus interview. 

(d) Reference. 

Ans: (b) Promotion. 

2. ‘Reference’ in recruitment refers to: 

(a) Using influence to get the job. 

(b) Referring to the newspaper to find a vacancy. 

(c) Recommendations from different sources. 

(d) Asking for an inter-departmental transfer of an employee.

Ans: (c) Recommendations from different sources.  

3. Identify the method of recruitment in which the companies recruit candidates directly from professional or technical institutions. 

(a) Employment exchanges.

(b) Factory gate. 

(c) Media advertising. 

(d) Campus interview.

Ans: (d) Campus interview.

INTEXT QUESTIONS 8.3 1. 

Arrange the following as the right steps in recruitment and selection: 

(a) The process of choosing the most suitable person from among a list of interested candidates. [ ] 

Ans: Selection. 

(b) Letter issued to the selected candidate. [ ] 

Ans: Appointment letter.

(c) Tests organised for industrial/technical workers. [ ]

Ans: Performance tests. 

(d) Face to face interaction of the candidate with the employer or his representatives. [ ] 

Ans: Interview. 

(e) The examination which the candidates finally selected for the job are asked to undergo. [ ]

Ans: Medical examination. 

(f) The period of service for which the candidates are not appointed on a permanent basis but tried for a few months on the job. [ ] 

Ans: Period of probation.

(g) The process of familiarising the new employees with the job. [ ]

Ans: Induction/orientation. 

2. Fill in the blanks with the words ‘selection’ or ‘recruitment’. 

(a) _______________ is the process of attracting applicants for the job while _____________ starts only after applications have been received. 

Ans: Recruitment and selection.

(b) __________________  helps the managers to attract good candidates while ____________ requires making the right choice.

Ans: Recruitment and selection. 

(c) ________________ is made through different steps in the procedure adopted.

Ans: selection. 

INTEXT QUESTIONS 8.4 

1. Identify the learning opportunity designed to improve skills and abilities of employees. 

(a) Training. 

(b) Development. 

(c) Recruitment. 

(d) Selection. 

Ans: (a) Training. 

2. Some learning opportunity in X Ltd. helps in the growth of individuals in all respects. Identify it. 

(a) Training. 

(b) Development.

(c) Selection.

(d) Recruitment.

Ans: (b) Development.

INTEXT QUESTIONS 8.5 

1. Rewrite the following sentences, if found incorrect. 

(a) Training is necessary only for the new employees. …………………………………………………………………………………… 

Ans: Training is necessary for new employees as well as existing employees.

(b) Promotion makes an employee eligible for training. …………………………………………………………………………………… 

Ans: Training makes an employee eligible for promotion.

(c) Off the job methods encourage self-learning through practice. …………………………………………………………………………………… 

Ans: On the job methods encourage self-learning through practice.

(d) Training of employees away from the place of work is called ‘on the job’ training methods. …………………………………………………………………………………….. 

Ans: Methods of training of employees away from the place of work are called off-the-job training methods. 

(e) Transfer refers to a type of job change with higher pay. …………………………………………………………………………………….

Ans: Transfer refers to a type of job change with same rank.

INTEXT QUESTIONS 8.6 

1. Define the term ‘Directing’.

Ans: Directing is concerned with instructing, guiding, supervising and inspiring people in the organisation to achieve its objectives. It is the process of telling people what to do and ensuring that they do it in the best possible manner. 

2. Complete the following incomplete words by taking clues from the statements given for each. Every blank represents one letter only. 

(a) D __ __ E __ T __ __ G.

Ans: DIRECTING.  

(b) __ E A __ __ R __ __ I P. 

Ans: LEADERSHIP. 

(c) M __ T __ V __ __ I O __.

Ans: MOTIVATION.

(d) S U __ __R __ __ S __ O __.

Ans: SUPERVISION. 

Clues: 

(a) It guides and helps the subordinates to complete the given task properly and as per schedule. 

(b) It helps in creating appropriate work environment and build up team spirit. 

(c) It makes sure that work is performed according to the orders and instructions. 

(d) It ensures that work is done according to orders and instructions. 

INTEXT QUESTIONS 8.7 

1. Name the parties involved in the process of communication.

Ans: (a) Sender. 

(b) Receiver. 

2. Classify the following into various types of communication on the basis of channel, direction and mode of communication. 

(a) The General Manager seeking explanation from a supervisor for poor performance in his department.

Ans: Formal, Downward, Verbal.  

(b) The supervisor sending an explanation to the General Manager stating the performance of his department. 

Ans: Formal, Upward, Verbal.

(c) The sales assistant is discussing with his friend regarding customers’ behaviour. 

Ans: Informal, Horizontal, Verbal.

(d) A typist informs his fellow typist during the lunch-break about the rude behaviour of her supervisor.

Ans: Informal, Horizontal, Verbal.  

(e) A boss frowning up his subordinate for a job done wrongly.

Ans: Informal, Downward, Non-verbal.

INTEXT QUESTIONS 8.8 

1. List any four activities that your friend is expected to do as a supervisor of a publishing house.

Ans: (a) Clarify orders and instructions issued to subordinates. 

(b) Ensure required facilities for the subordinates.

(c) Keeps a watch and guides the activities of subordinates. 

(d) Coordinate the work of different subordinates under him.    

2. Answer the following questions. 

(a) Who puts plans of the management into action?

Ans: Supervisor. 

(b) Who clarifies the instructions and guides employees in their work?

Ans: Supervisor. 

(c) At which levels is the importance of supervision most felt?

Ans: Operational Level.  

(d) Who provides the necessary linkage between management and workers?

Ans: Supervisor. 

3. Give any three functions performed by Supervisor.

Ans: (a) Guiding the workers. 

(b) Provides feedback. 

(c) Suggest Training Programmes.

INTEXT QUESTIONS 8.9 

1. Mention any five benefits the management will get if the employees are properly motivated. 

Ans: (a) Maximum utilisation of factors of production.

(b) Employee turnover and absenteeism will reduce.

(c) Develop the sense of belongingness.

(d) Less complaint and grievances.

(e) Attract competent and quality staff.

2. Match the expressions in Column (I) with those in Column (II): 

Column (I)	Column (II)
(a) Employee’s needs for food, clothing and shelter.	(i) Self-actualisation need.
(b) The desire for protection against accident sickness and other future uncertainties.	(ii) Ego needs.
(c) The need for belonging and acceptance by fellow workers.	(iii) Physiological needs.
(d) People’s desire to be considered important.	(iv) Safety and security needs.
(e) Employees wish to realise their ambition fully.	(v) Social needs.

Ans:

Column (I)	Column (II)
(a) Employee’s needs for food, clothing and shelter.	(iii) Physiological needs.
(b) The desire for protection against accident sickness and other future uncertainties.	(iv) Safety and security needs.
(c) The need for belonging and acceptance by fellow workers.	(v) Social needs.
(d) People’s desire to be considered important.	(ii) Ego needs.
(e) Employees wish to realise their ambition fully.	(i) Self-actualisation need.

3. Complete the paragraph given below by selecting the appropriate words given here.

Ans: (a) Food. 

(b) Physiological.

(c) Security.

(d) love & affection.

(e) Appreciation.

(f) Recognition.  

INTEXT QUESTIONS 8.10 

1. List at least five important qualities of a good leader.

Ans: (a) Competent.

(b) Intelligent.

(c) Integrity.

(d) Initiative.

(e) Perseverance.  

2. Following are certain statements about a good leader. Rectify if any statement is found to be wrong. 

(a) He is empathetic and listens to others.

Ans: Correct. 

(b) He is competent thus, does everything alone.

Ans: He is competent but cannot do things alone.  

(c) He has to be very good looking else people will not like him.

Ans: Need not necessarily be good looking. 

(d) He likes to generate team spirit and works with the people as a team. 

Ans: Correct.

3. Choose the correct option:

(a) Need for food can be included under which class for need? 

(i) Physiological needs. 

(ii) Safety needs. 

(iii) Social needs. 

(iv) Ego needs.

Ans: (i) Physiological needs.  

(b) Ram, a worker in a MNC wants promotion in his job. Which need he wants to satisfy? 

(i) Physiological needs. 

(ii) Safety needs. 

(iii) Self actualisation. 

(iv) Ego needs.

Ans: (ii) Safety needs.  

(c) Balan is working in ‘Reliance Company Ltd.’ The company gave him and his family a free ticket to a resort in Thailand. State which of the following incentive is used by the company to motivate its worker.  

(i) Financial incentive. 

(ii) Non-financial incentive. 

(iii) Semantic incentive. 

(iv) None of the above. 

Ans: (i) Financial incentive.

(d) ‘Maruti Sazuki’ started training programme for all its officers. Identify the incentive through which the company tries to motivate the workers. 

(i) Financial incentive. 

(ii) Non-financial incentive. 

(iii) Semantic incentive. 

(iv) None of the above. 

Ans: (iv) None of the above. 

(e) A notice circulated in English was poorly translated in Tamil. Name the type of barrier relating to this: 

(i) Semantic barrier. 

(ii) Psychological barrier. 

(iii) Organisational barrier. 

(iv) Personal barrier.

Ans: (i) Semantic barrier. 

TERMINAL EXERCISE

Very Short Answer Questions: 

1. What is meant by manpower planning? 

Ans: The process of staffing starts with ascertaining the required number of various categories of employees for the organisation. This is known as manpower planning. It decides the kinds of staff and the number of staff required for the organisation.

2. Distinguish between job description and job specification. 

Ans:

Job description	Job specification
Job description- statement of duties and responsibilities and tasks involved for each job.	Job specification- statement of the qualifications, skills and abilities required for performing the job.

3. What is meant by ‘Induction’.

Ans: Induction is the process of introducing new employees to the organisation. The new employees should know under whom and with whom he/she is to work, get acquainted and adjusted to the work environment, get a general idea about the rules and regulations, working conditions etc. of the organisation. Usually the immediate supervisor of the new employee introduces him to his work environment.

4. List any four sources of external recruitment. 

Ans: The various external sources of recruitment are as follows: 

(i) Media Advertisements: You must have seen advertisements in newspapers about vacancies in organisations.

(ii) Employment Exchanges: In India, employment exchanges have been set up by the government for bringing together job-seekers and employers who are looking for employees.

(iii) Educational Institutions: Now-a-days, companies/big organisations maintain a close liaison with the universities, vocational institutes and management institutes for recruitment of their staff.

(iv) Unsolicited Application: Those looking for jobs often apply on their own initiative. 

5. State the meaning of selection. 

Ans: Selection refers to the process of choosing the most suitable person from among the list of interested candidates. It involves going through the qualification and experience of all candidates and matching them with the expectation for the job so as to decide on the most suitable ones for the job.

6. What is meant by Promotion? 

Ans: When an employee is assigned a job involving greater responsibilities, more pay, higher status and prestige than his/her present job, it is known as promotion. Thus, promotion refers to the advancement of an employee to a higher level or position. 

7. Name the term used for equipping the workers with the required skill to perform the job. 

Ans: The term used for equipping workers with the required skills to perform their job is “training.”

8. What is meant by directing? Name its different elements. 

Ans: The office manager can plan, organise and appoint people, but he cannot get things done, unless he assigns specific duties to his subordinates and motivates them to perform well. All these activities of a manager constitute the directing function. Thus, directing is concerned with instructing, guiding, supervising and inspiring people in the organisation to achieve its objectives.

Elements of directing:

(i) Communication.

(ii) Supervision.

(iii) Motivation.

(iv) Leadership. 

9. Who is a leader? List any four qualities of a good leader. 

Ans: While motivation is the process through which employees are made to contribute voluntarily to work, leadership is the ability to persuade and motivate others to work in a desired way for achieving the goals. Thus, a person who is able to influence others and make them follow his instructions is called a leader.

The good qualities of leaders:

(i) A good leader should be professionally competent, intelligent, analytical and he/ she should have a sense of fair play, including honesty, sincerity, integrity, and sense of responsibility. 

(ii) He must possess initiative, perseverance, be diligent and realistic in his outlook. 

(iii) He must also be able to communicate with his subordinates effectively. Human relation skills area must for any leader. 

(iv) To get things done, managers have to influence their subordinates and seek their voluntary co-operation. If their leadership is not based on suitable behaviour or style, they will not be successful.

10. What is meant by financial incentive? Give any two examples each of financial and non-financial incentives. 

Ans: Supplementary compensation refers to the compensation paid to the employees to motivate them to work more efficiently. It is also known as incentive compensation.

Financial incentives include monetary rewards like bonuses and salaries. Non-financial incentives include non-monetary rewards like recognition and job satisfaction.

Short Answer Questions

1. Define the term ‘Recruitment’. State the various advantages of internal recruitment. 

Ans: The term recruitment is often used to signify employment. It is true that normally when we say we have recruited such and such person, it signifies that we have employed them. But as a part of staffing function, the term recruitment has limited scope. It just refers to one of the initial steps in employment of people i.e., searching for suitable candidates for the various job positions to be filled up from time to time in the organisation. Thus, recruitment is the process of finding and attracting suitable applicants for employment.

The advantage of internal recruitment is that: 

(i) It is easier for managers to fill vacancies as they are conversant with the abilities and skills of their subordinates and have records of their performances. 

(ii) Employees also feel happy as their work performance is recognised by the management through promotion. 

2. What is meant by development? Differentiate between training and development. 

Ans: The term ‘development’ refers to the process of not only building up the skill and abilities for a specific purpose but also the overall competence of employees to undertake more difficult and challenging tasks. It is generally used with reference to the training of managers and executives.

Basis	Training	Development
(i) Nature	Training is concerned with teaching techinical skills only.	Development is concerned in teaching technical, human and cenceptual skill.
(ii) Suitability	It is suitable for technical staff.	It is suitable for managerial staff.
(iii) Time duration	It is a short term process.	It is a long term process.
(iv) Orientation	Training is job-oriented.	Development is career-oriented.
(v) Scope of learning	It teaches technical skills and is meant for non – managerial personnel.	It teaches concepts and human skills and is meant for managerial personnel.

3. Training is beneficial to the organisation’. Comment.

Ans: Training involves growth of an individual in all areas. Development helps the workforce to improve technical skills, problem-solving skills and decision-making skills. Training is necessary for new employees as well as the existing employees for improving their performance at work. For new employees, training is necessary to help them get acquainted with the method of operations and skill requirements of the job. For existing employees, training at periodical intervals is helpful for learning better ways of doing the work, and also as and when they have to undertake new jobs. It also helps them in promotion and improves their attitudes and confidence levels.

4. Explain in brief the importance of directing. 

Ans: Implementation of plans is, thus, largely the concern of directing function. 

As a function of management, directing is useful in many ways:

(i) It guides and helps the subordinates to complete the given task properly and as per schedule. 

(ii) It provides the necessary motivation to subordinates to complete the work satisfactorily and strive to do them best. 

(iii) It helps in maintaining discipline and rewarding those who do well. 

(iv) Directing involves supervision, which is essential to make sure that work is performed according to the orders and instructions It helps to integrate the various activities and also the individual goals with organisational goals. 

(v) Directing involves leadership that essentially helps in creating appropriate work environment and build up team spirit. 

5. State the different types of communication on the basis of direction. 

Ans: Upward, Downward, Horizontal and Diagonal Communication: On the basis of the flow or direction of communication in organisations, communication can be classified as upward, downward, horizontal or diagonal.

When employees make any request, appeal, report, suggest or communicate ideas to the superior, the flow of communication is upward i.e., from bottom to top. For instance, when a typist drops a suggestion in the suggestion box, or a foreman reports breakdown of machinery to the factory manager, the flow of communication is upward.

When communication is made from superiors down the hierarchy it is called a downward communication. For instance, when superiors issue orders and instructions to subordinates, it is known as downward communication. When the General Manager orders supervisors to work overtime, the flow of communication is downward i.e., from top to bottom. Similarly, communication of work assignments, notices, requests for performance, etc. through bulletin boards, memos, reports, speeches, meetings, etc, are all forms of downward communication.

Communication can also be amongst members at the same level in the organisation. For instance, production manager may communicate the production plan to the sales manager. This is known as horizontal flow of communication Here, the communication is among people of the same rank and status. Such communication facilitates coordination of activities that are interdependent.

When communication is made between people who are neither in the same department nor at the same level of organisational hierarchy, it is called diagonal communication. For example, cost accountant may request for reports from sales representatives, not the sales manager, for the purpose of distribution cost analysis. This type of communication takes place under special circumstances.   

6. Explain the functions of a supervisor. 

Ans: Besides, he performs certain special functions which have been described below: 

(i) Link between top Management and Workers: A supervisor works as a link between managers working at higher levels and workers. He conveys the decision of the higher level managers to the workers and also communicates the performance of the workers to the higher level management through different performance reports.

(ii) Creating Ideal Atmosphere: Being an important link between the operations and the management a supervisor is expected to create an ideal atmosphere for work in the organisation by correctly communicating the ideas, wishes and decisions of the higher level management to the workers. 

(iii) Guiding the Workers: For obtaining best results the supervisor assigns jobs to the workers keeping in mind their ability and aptitude for work. He makes them available the necessary tools and equipments, raw materials etc. for proper execution of the jobs.

(iv) Quality Output: A supervisor has to ensure quality output through constant watch on the performance of workers. He ensures that the performance of the worker takes place as per the plans. This results into steady flow of output. 

(v) Feedback: A supervisor keeps on watching the performance of his subordinates and identifies their strengths and weaknesses. He gives the feedback about this to the workers with the objective to further improve their performance in the future.   

7. Describe the importance of motivation. 

Ans: Thus, motivation is a key element in directing people to do the job. 

Some of the other benefits or importance of motivation are: 

(i) With proper motivation there can be maximum utilisation of the factors of production like men, money, materials etc.

(ii) If employees are motivated it will reduce employee turnover and absenteeism.

(iii) Motivation fosters a sense of belongingness among the employees towards the organisation and also improves their morale.

(iv) Motivation helps in reducing the number of complaints and grievances. The wastage and accident rate also come down, and.

(v) With proper motivational techniques, management can attract competent and best skilled employees. 

8. Distinguish between selection and recruitment. 

Ans:

Basis	Recruitment	Selection
Meaning	Recruitment is the process of finding and attracting suitable applicants for employment.	Selection is the process of choosing the most suitable person from among the list of interested candidates.
Objective	The objective is to encourage large number of potential candidates to apply for the job.	The objective of selection is to reject the unsuitable candidates.
Nature	It is a positive function as it attracts candidates to the organisation.	It is a negative function as it rejects candidates at every step.
Process	It is a simple process.	It is a complicated process as it involves a number of steps.

9. What are semantic barriers to communication? 

Ans: These barriers take place when the sender and the receiver of the message interpret the words, sentences, symbols etc. differently. 

(i) Symbols with Different Meanings: A word may have different meanings. For example minute (time and small). 

(ii) Badly Expressed Message: Same times the manager may use wrong words.The manager may omit needed words unintentionally. 

(iii) Faulty Translation: A manager receives information from his superior and transfers it to his subordinates. A manager translates it for all the employees according to their levels of understanding. If the receiver of information makes a faulty translation, it can be a barrier in the communication.

(iv) Unclarified Assumptions: Sometimes a sender takes it for granted that the receiver knows same basic things. So the sender may communicate only about the major subject matter. This may be a barrier in effective communication. 

10. Explain in brief any three types of financial incentives. 

Ans: Financial incentives can be in the following forms: 

(i) Pay and allowances: Salary is the basic monetary incentive of every employee. Salary includes basic pay, dearness allowance etc. 

(ii) Bonus: Bonus means the payment to employees in addition to their regular remuneration. Bonus is provided in the form of cash, free trips to resorts or foreign countries etc. 

(iii) Commission: In sales department, sales persons get commission on the basis of their sales. 

Long Answer Questions

1. Explain the role of Employment Exchange as source of external recruitment.