Unit 7 STAFFING Staffing Definition The process of

Unit 7 STAFFING

Staffing Definition: The process of assigning competent people to fill roles designed for organizational structure through (recruitment, selection, and development of personnel). The third managerial function: “involves selection of personnel and assignment systems and the determination of staffing schedules”. 2

- Staffing: concerned with placing right persons in right positions. - Adequacy of skilled staff to accomplish organizational goals is an important management function Practical application of designed organizational structure. Separate and fundamental function of management. 3

Purposes of Staffing: 1. Assigning qualified people to appropriate jobs. 2. Assuring adequacy of skilled staff 3. Facilitates the achievement of organizational goals 4. Fulfill the need to supply enough staff according to standards and organizational structure 5. Increase job satisfaction 6. Decrease burn-out, turn-over and frustration of staff 7. Improving and maintaining the quality of care 8. Providing for cost-effectiveness of work. 4

Important criteria to staffing: Staffing criteria are unique to each organization A. Organizational Chart: -Indicate numbers and types of workers needed to fill the various positions. - Example: Organization can’t hire an extra nurse unless this position is mentioned in organizational plan and through proper channels 5

B. Existing Structure And Standards - The agency must follow the adopted professional standards (criteria) in choosing staff members. - Example: If a health agency follow professional standards recruited by the American Nursing Association (ANA), it must follow these standards in its model of care, which includes: - Individualized using care - Effective communication - Patient's participate in decisions affecting his health. 6 - Provision of continuing education.

C. Job specifications / Job description: Clear written list of the functions and responsibilities of every employee in practical way to perform the job. Job description includes: (precise job content, duties, activities, responsibilities, and expected results by agency) 7

*Pre-employment staffing responsibilities: Selection of personnel : I. Recruitment and retention. II. Screening of staff. III. Pre-employment testing. IV. Physical Examination Recruitment and retention: seeking out or attracting applicants for existing position Recruitment strategies or methods: - Advertising. - Employee recommendation. I. 8

2. Screening of staff: a. Application forms: quick way to collect demographic information, (personal history, education background, work experience, …etc. ) Supervisor should screen out applicants who don't fit agency. b. Letters of preference: Letters of recommendation may be requested from references. c. Interview ( selection interview ). Verbal interaction between individuals for a particular purpose. 9

Purposes of the interview: - Obtain information, determine if the applicant meets the requirements for the position. - The interview is universally accepted for selecting individuals for positions. Limitation of interview: Major defect of the interview is subjectivity, - Supervisors use their own judgments, biases, & values to make decisions with short interaction with an applicant in an unnatural situation - 10

Some of research findings regarding the validity and reliability of interview: 1. The same interviewer will consistently rate the interviewee the same. (high intra-rater reliability). 2. The ratings of two different interviewers of the same applicant will not be consistent, (extremely low inter- rater reliability). 3. Inter-rater reliability is satisfactory if interview is structured & same format is used by both interviewers. 11

4. If Interview has reliability (measures same thing consistently), may not means validity (measures what it is supposed to measure). 5. High interview assessments are not related to subsequent high-level job performance 6. Validity increases when there is a team approach to the interview. 7. The attitudes and biases of interviewers greatly influence rate of applicant. 12

8. Negative information is weighed more heavily than positive information about the applicant 9. Decisions of interviewers of often formed in the first few minutes of the interview. 10. In unstructured interviews the interviewer tends to do most of the talking, while in structured interviews the interviewer does about 50 percent of the talking. 13

Overcoming interview limitations: 1 - Develop a structured interview format for each job classification: Each job has different position requirements, structured interview is more advantageous. 2 - Use scenarios to determine decision making ability: (to obtaining answers to a particular set of questions, same set of scenarios should be used with each category of employee). 14

3 - Conduct multiple interviews: - More than one interviewer for applicant reduces the bias. - Most effective interview: applicant should be interviewed on two separate days. (This prevents applicants from being accepted or rejected because they were having a good or bad day) 4 - Use a team approach: use a hiring committee to interview job applicants. 5 - Give training in effective interview: Training about interview techniques & communication skills. 15

Planning, conducting & controlling the interview: Planning the interview is vital to success, interviewer should be available at the appointed time & give adequate time for the interview. - Before the interview, all interviewers should review the application, - Noting questions concerning information supplied by the applicant. - Using a planned sequence in the interview format make spontaneous and smooth process. 16

Planning, conducting & controlling the interview… cont. 1. 2. 3. 4. 5. Introduce self and greet applicant. Make a brief statement about the company and the available positions. Ascertain the position for which the person is applying. Discuss the information on the application, seeking clarification as necessary. Discuss employee qualifications. 17

6. If applicant appears qualified, discuss the company and the position further. 7. Explain the subsequent procedures for hiring date. (If the applicant is not hired at this time, discuss how &when he will be notified of interview results). 8. Terminate the interview. - (you can permit the applicant to ask some questions) - If manager has opened well the interview will usually done smoothly. - Pause frequently to allow applicant to ask questions 18

Methods help reaching goals of the interview: 1. Use open-ended questions that require more than a yes/no answer 2. Pause a few seconds after when applicant finished before asking the next question, to give him chance to talk further. 3. Return to topics later in the interview that the applicant offered little information on initially. 4. Ask only one question at a time. 19

5. Restate part of applicant’s answer if you need clarification. 6. Ask questions clearly, but do not verbally or nonverbally (body & eyes) indicate correct answer. 7. The interviewer should always appear interested, (avoid interruption, criticism & impatience) 8. More personal questions should come later in the interview, after a rapport has been established 9. Use appropriate language for the applicant. 20

* Important points regarding interview: 1. Written record should be kept of all interviews. (Keep note taking to recall the applicant). 2. Before finishing the interview, interviewer should be sure that all questions have been answered. (applicants are not offered a job at the end of a first interview unless they are clearly qualified more than others). 3. Interviewers need to analyze their impressions of the applicant, interviewer needs to consult with others in the 21

4. let qualified applicants know final outcome without delay, but with not qualified applicants interviewer must be extremely tactful ﻟﺒﻖ 5. Interviewer should not give false hope but advise the individual as soon as possible that he does not have the proper qualification. 6. The interviewer should maintain records of the exact reasons for rejection of applicants. 22

Evaluation of the interview: Interviewers should plan post interview time to evaluate the applicant’s interview performance. Interview notes should be reviewed and clarified(record the interview final evaluation) 23

III. Pre-employment testing. - Used as a selection tool. (Some organizations do post-employment testing to determine learning needs or skill deficiencies). IV. Physical Examination : - After determining the most appropriate person to fit the job, manager must be sure that the same standards are used to evaluate all candidates - Final selection should be based on established & professional criteria. 24

Employee Indoctrination: Begins as soon as a person has been selected for a position, and continues until he has been socialized to the norms and values of the work group Adjustment of an employee to both the organization and the work environment. 25

* Purposes of indoctrination: 1. Establish employee attitudes toward the organization, unit, and department. 2. Provide necessary education for success in the position 3. Enhance feeling of belonging and acceptance (increase employee satisfaction & higher productivity). 26

*Phases of indoctrination process: A- Induction: ﺍﺳﺘﻘﺮﺍﺀ - After the employee has been selected and before beginning his job role. - Activities that educate new employee about the organizational policies/procedures. - Ex. employee handbooks, signed by employees, this signed form placed in the employee’s personnel file 27

B- Orientation: -The manager introduces the nurse to her/his new job, agency policies, facilities, and coworkers - may be critical to his future job satisfaction and performance - Includes a tour of the hospital, depts. , fire safety, accident prevention, and health promotion - Manager may develop orientation schedule C- Socialization: - Leader introduces employees to unit values, attitudes and culture 28

Clarifying role expectations: 1 - Role models: - Someone you admire or want to emulate) - Role models are experienced, competent employees. - Increase number of excellent role models increase possibilities for new employees to perform well. 29

2 - Preceptors: Experienced nurse who provides emotional support and is a strong clinical role model for the new nurse, Preceptor should serve as a role model and an educator. 3 - Mentors Mentoring is an intense relationship between a new person and knowledgeable & wise person in that area Mentors serve a useful role in adapting the nurse to the manager role 30

The roles of the mentor are: 1. 2. 3. 4. 5. Model: you admire or want to emulate. Envisioner: ﻣﺒﺼﺮ Someone who can see and communicate a meaning of professional nursing and its potential. Energizer: dynamism, stimulates you to take action Investor: ﻣﺴﺘﺜﻤﺮ invests time and energy into your personal and professional growth. Supporter: offers you emotional support and builds self-confidence. 31

The roles of the mentor. . cont. 6. Standard-prodder: ﻣﻘﻴﺎﺱ refuses to accept less than excellence. 7. Teacher-coach: ﻣﺪﺭﺏ teaches you interpersonal, technical, or political skills essential for advancement. 8. Feedback-giver: gives honest positive and negative Feedback for growth. 9. Eye-opener: broadens your perspective and gives you new ways of looking at things. 10. Door-opener: can provide you with new opportunities or experiences. 32

11. Idea bouncer: listens to and discuss your ideas. 12. Problem solver: helps you look at problems and identify possible solutions. 13. Career counselor: helps you make short and long – term career plans. 14. Challenger: encourages you to look at issues more critically or In greater detail. 33

Assignment systems for staffing 1 - Case Method : - Each pt is assigned to on duty nurse for total pt care. 2 - Functional Method: - Tasks are divided, with one nurse assuming responsibility for specific tasks (e. g. the medication nurse, catheterizations, and baths and linen changes) 34

* Advantages of functional method: a. Clinical expertise developed: (accuracy, efficiency, and quality). b. Work satisfactorily during critical staffing shortages * disadvantages of functional nursing are: Problems with continuity Absence of a holistic approach in client's care Care may become rigid and mechanical Communication is difficult Registered nurses busy with managerial duties, while nurses’ aides deliver the pt. 35

3 - Team Method: - Delivery of nursing care by nursing staff of various educational preparations - The team is led by a registered nurse and may include other levels of nurses. - Team members provide pt care under the direction of leader. - leader resolve problems facing team members - Leader does the work other members of the team are not qualified to 36

Leader directs the planning of care, provides for coverage during absences such as breaks, meals. . etc. , - leader coordinates and evaluates team activities - feature of team method is the nursing care conference. Effective team nursing requires strong communication skills. - 37

Advantages of team method: 1. Satisfaction of pt and staff needs, pt is treated through using of nursing care plans 2. Patient care needs requiring more than one staff member. 3. Work satisfactorily when there are few registered nurses and increased other levels. A disadvantage of team method is: - leader spends limited time with pts, and information on pt status , problems, and progress comes from 38

4 - Primary nursing ( method ). Registered nurse gives total pt care to 4 to 6 pts while he is on duty and remains responsible for the care of those pts 24 hours a day throughout the pt’s hospitalization. Advantages of primary method: - Nurses cares for the pt by using the care plan developed by primary nurse. - Nurses contact primary nurse regarding changes in care plan - Number of assigned pts varies according to length of hospitalization, complexity of care, and shift worked. 39

- Primary nurse does the admission and develops nursing care plan, and has autonomy and authority for the care of his pts. - reduces the number of errors that can result from orders. - chain of command is short - More professional staff and low nonprofessional - Increased satisfaction of both nurse and pt. - Pt has the security of knowing his nurse is available 40

Disadvantages of primary method: Primary nursing confines a nurse’s talents to his own pts only. 2. more professional staff and fewer nonprofessional staff are required for successful implementation. so primary nursing is costly. 3. Complicates physician rounds; (no single nurse knows all the pts). 1. 41

Staffing Schedules After staff are appropriately selected and indoctrinated, the manager must ascertain that adequate personnel are available to meet organizational goals Staffing schedules are largely influenced by staffing policies. Determining staffing policies you must consider the following questions: 1. What is the best stating - centralized or decentralized ? 2. Who is responsible for the original scheduling or daily adjustments? 42

determining staffing policies. . cont. 3. Where are nursing hours posted & an accurate copy kept? 4. For what time will schedules be prepared 1, 2, 4, or 6 weeks? 5. How far in advance will personnel know their work schedule? 6. Will adjustment in staffing based on the patient needs. 7 - Will there shift rotation? 8 - in shift rotation, how often-daily, weekly, monthly? 9 -How much time needed between rotated shifts? 43

10 - What day starts a calendar week? 11 - Will there be one or two days off each week. ? 12 - How often are weekends off guaranteed? 13 - What days of a weekend Friday, Saturday, Sunday? 14 - Will days off be split or consecutive? ﺗﻘﺴﻢ ﺃﻮ ﺗﺠﻤﻊ ﺍﻻﺟﺎﺯﺍﺕ 15 - What are the maximal and minimal work weekly? 16 - How many holiday and vacation days are allowed? 44

17 - How far in advance scheduling should employees request time off ? ﻣﺘﻰ ﻳﻤﻜﻦ ﻟﻠﻤﻮﻇﻒ ﺃﻦ ﻳﻄﻠﺐ ﺍﺟﺎﺯﺓ ﻟﺘﻠﺒﻰ ﻟﻪ 18 - Will part-time help be used? ﻫﻞ ﻳﻮﺟﺪ ﺳﺎﻋﺎﺕ ﺯﻳﺎﺩﺓ ﻳﻤﻜﻦ ﺍﺳﺘﻐﻼﻟﻬﺎ 19 - If so, what is the most economical ratio between full and part-time personnel? 20 - Will part-time help be allowed to specify when they can and cannot work? ﻫﻞ ﻳﻮﺟﺪ ﻣﻌﺎﻳﻴﺮ ﻟﻠﺴﺎﻋﺎﺕ ﺍﻻﺿﺎﻓﻴﺔ ﻣﺜﻞ ﺯﻳﺎﺩﺓ ﺍﻟﻤﺮﺿﻰ 21 - Will part-time help be required to work weekends? If so, how often? - Decentralized scheduling: done by manager units. - Centralized scheduling: done by single office or staffing center. 45

Decentralized staffing: The unit manager is often responsible for : Covering all staff absences. 2. Adding or Reducing staff according to number & types of patients. 3. Preparing monthly unit schedules 4. Preparing holiday and vacation schedules 1. 46

Advantages of decentralized staffing: 1. Personnel feel of personalized attention 2. Staffing is easier and less complicated 3. Supervisors are freed from staffing responsibilities. Disadvantages of decentralized staffing: 1. Employees will be treated unequally, may result in a negative staff reaction. 2. Schedules can be used as a punishment -reward system by head nurse. 3. Very time-consuming, head nurse away from other duties. 47

Centralized scheduling ( individual or a computer) * Advantages of Centralized scheduling: 1. Fairness to employees through consistent, and impartial application of policies 2. Freeing head nurses for other activities. Disadvantages of Centralized scheduling: 1. Low flexibility & interest for the worker. 48

Alternating or rotating work shifts: ( scheduling options ). Rotating work shifts are common for staff nurses. The frequency of alternating varies among institutions. (Some nurses may work all 3 shifts within 7 days) Alternating create stress for staff nurses, affecting health of nurses & quality of their work. 49

* Permanent shifts: - Relieve nurses form stress associated with alternating. - Provide social, educational, &psychological advantages - Advantages: 1. Sense of belonging to their shifts developed 2. Job satisfaction 3. Easier to evaluate 50

* Block or cyclical scheduling: Use the same schedule repeatedly, personnel are scheduled to work 6 successive days followed by at least 2 days off, schedule repeats itself every 6 weeks Advantages: 1. Nurses can plan for their life. 2. Decrease absences due to social events 3. Stable work groups, decrease floating 4. Promoting team spirit & continuity of 51

Variable staffing : - Method that uses patients needs to determine the number and mix of staff. - Shifting hours and no. of working days in a week Variables affecting staffing: - Clients factor: types of pts. , their expectations, length of stay, … etc. complicate staffing - Personnel factor: policies, educational and experiential levels, job descriptions, absenteeism and the competition affect staffing. - Environmental factors: number of pt. 's beds, availability of supplies and 52

* Staff development The better trained the staff, the less numbers required Staff development then is costeffective in increasing productivity Education &training are two components of staff development may occur inside or outside the organization 53