staffing vs recruiting vs hiring

Getting apt candidates for your company is very important. Once you have a vacancy for any position, you can start searching for a new candidate. So what is this process called? Staffing, Hiring, Recruiting? Yes, these three terms are used interchangeably.

Haven’t you noticed ad banners those focusing on the above-mentioned words? Nowadays, ads in the form of Social media posts for open positions in your firm attract more and more people towards the job post.

Let’s distinguish Staffing, Hiring and Recruiting and their key focus points through this blog.

What is Staffing?

The major concept of staffing is placing the most ideal candidate at the right job. This is crucial regarding a recruiter, as this stage can ultimately impact on the whole workforce. Staffing can happen on a temporary or permanent basis that fills job openings.

Small organizations themselves carry out the process in simple steps while larger organizations make it in multiple sessions and cycles. The basic goal of staffing is to make a job seeker get a job. Not simply a job, it includes evaluating one’s interest and skills in the preferred job position.

Staffing emphasizes on best human resources rather than other financial or material resources. Also, the truth is that no other resources in your firm can upgrow without a promising team of human talents. The timely addition of personnel in the workforce determines the success of your firm as a whole.

The staffing process can mainly go through

#1. Human Resource Planning

It is essential to decide the various number of staff required for your firm. Which positions do need an efficient workforce to sustain? The types and number of staff needed in your organization are selected in advance. The first and most important stage of staffing is this personnel planning.

#2. Recruitment and Selection

As you finalize the wanted job posts, it’s time to gauge the maximum number of applicants reaching out to your firm. You can identify the different sources regarding the availability of candidates for each post. This needs dedicated efforts to secure the most number of candidates for you.

Let’s discuss recruitment in detail in the upcoming section. Selection gains priority as you will be assessing each candidate whether they are right for the job position.

Whether they can offer benefits to the firm for a long-time. This can include phone calls, written tests, interviews, medical tests, portfolio analysis, and more.

#3. Placement and Orientation Sessions

This is the most important stage as you are giving the candidate a job. Let them work and you assess their performance. Well-planned staffing stages often result in the best performance of the best candidates.

 An unavoidable stage for both the organization and the fresher is the orientation session. This is also called an induction training period where you can introduce the new employee to the work structure, other personnel, nature of services, rules, and policies, etc.

This will make the employees work in a more firm-friendly manner by understanding the major facets of the company and his job.

#4. Training and Development Phase

Giving candidates a clear picture of their job is so important. An efficient employee learning can be fruitful for the success of the firm. Every employee should recognize the changes and new developments in his expertise. Senior employees can give timely guidance for the freshers so that they can gradually improve.

Organizing a systemic procedure for training the newcomers will help them work well. Also, ensure their suitable chances for development or promotions. Unless, it can lead them into unwanted disappointment or frustrations.

#5. Performance analysis

Some firms arrange special projects to monitor the performance of each candidate in different skills. It is not sure that every employee will perform well, some can end up in a passive performance on the job he is selected for. An analysis is done by the whole team and leads him into further training sessions.

You shall give feedbacks and make them realize the real accomplishment of their work. Your firm shall praise their works and at the same time point out their pitfalls.

Staffing also includes finding temporary employees fulfilling short-term roles for your organization. Choosing freelancers on a contract basis is also part of the staffing process.

In contract-based jobs, the primary focus falls upon the time for which the contract will last and most importantly, whether there is a chance to get a permanent job there, in the same organization.

Read Also : How to Hire An App Developer in 2020

What is Recruiting?

Recruitment is an ongoing process of selecting the best candidate for your company. This term is also used parallel to that of staffing and hiring.

Still, we can differentiate the three where the ultimate aim is to gain efficient candidates into the workforce. The Recruiting Process is something unique and different from both staffing and hiring.

This is more a candidate-oriented approach where their skill sets and facets gain importance rather than the new roles to be filled. You can get to the candidates with the requisites of each role and ask them to be a part of the organization.

Some recruiting efforts for high positions result in an experienced candidate along with his unique style of managing things. This can impact the whole company and employees into a new working style for the overall growth of the firm.

The process needs to follow a very well-structured recruitment planning, through which you can filter out the best person from the candidate pool. These potential candidates must possess qualities to help you achieve company goals more effectively.

Let’s look at the major stages of recruiting

#1. Job Vacancy and Analysis

One of the most significant duties of the HR department is identifying the posts that need potential candidates. This can be formulated by collecting requisitions from different departments of the firm to the HR team. They can mention about the

  • Number of vacant posts
  • Duties and features of the job post.
  • Skills and Qualifications required.
  • Expected years of experience

This is what we mainly emphasize recruitment advertisements too. You are gauging the most promising candidate through a clear picture of what your firm expects. Recruiters could finalize things related to the specific job whether it is urgent hiring on board, part-time or full-time.

Job analysis is very important for recruiters to make out the most important tasks to be completed. You must give updates about the job post and job relatedness with that of other job procedures. This job analysis phase can give immediate end products like

#2. Job Description

Job Description is a detailed document implying the scopes, responsibilities, and all relevant information related to the job. Employees can read out and understand what they are going to do and recognize the conditions of employment.

An ideal job description allows candidates to identify what all things they must possess in the workforce to make things productive. The basic elements of a job description are

  • Job Title
  • Job summary
  • Requirements
  • Duties to be done
  • Working conditions

Some recruiters include job specification as a major document to inform employees about the list of all jobs in a firm. It can include some additional skills and specifications required, company size, Training, and development, etc that emphasize the importance of the job role.

#3. Recruitment Strategy

Planning and preparing an effective strategy for recruiting candidates to ensure a smooth recruitment process. Once you have completed drafting job descriptions and related documents, recruiters can adopt the best recruitment strategy.

The HR team considers many factors like the geographical area, sources, type of recruitment, etc.

a) Searching the candidates

It is essential to determine the recruitment sources according to the job requirements. Once the vacancy is confirmed, the search for candidates starts.

They can also select the media via which the search for prospective candidates begins. Recruitment can involve both active candidates or those who focus on higher job opportunities.

(i) Internal Sources

  • Internal Job postings
  • Employee referrals
  • Transfers or Promotions
  • Previous Employees/Candidates.

(ii) External Sources

  • Direct Recruitment
  • Recruiting Agencies
  • Campus Recruiting
  • Advertisements

b) Screening and Shortlisting Candidates

We get an ample number of candidates from different sources. So how about choosing the right candidates from it? This is where you can use the initial stages, that is picking out the best candidates relevant to your company needs. This is followed by

(i) Review Resumes

Resumes act as the candidate’s best chance to portray their talent, skills, and experience. While HRs can check these details and consider the candidate.

HRs can go through the firms where they have worked, employment gaps, tenure in each organization, etc. This detailed review can help recruiters to finalize the candidate whether to enter the next stage of screening.

(ii) Interview

An unavoidable stage in both the traditional or modern hiring process. This stage happens through Physical interviews, Telephonic, or video interviews.

Even during the pandemic time, recruiters conduct efficient hiring via video/phonic interview. Recruiters can study the attitude, responsiveness, and communication skill of candidates.

(iii) Shortlisting the top candidates

After multiple screening stages, HR managers or recruiters end up identifying top candidates. This is by reviewing their resumes, performance on the interview that makes hiring managers decide on candidates.

(iv) Evaluation

The last step of the recruitment process. Here, the whole recruiting process is analyzed and manages various costs incurred. Say it for advertisements, recruiters cost, Expenses for administration, etc.

It is in this stage where the top candidates are given calls on their joining date and other job details.

budget friendly hiring

What is Hiring?

Unlike recruiting, Hiring is more specific. That is, when the firm needs new candidates, it starts hiring procedures. Hiring involves seeking some fresher candidates for a specific role in your firm. Hiring is to be carried out in such a way that the right person is taken from a qualified pool of candidates.

Apart from the degree qualifications, you must ensure the candidate’s creative capabilities, communication skills, and other basic qualities needed for the job.

One of the main factors to consider in a smooth hiring process is the transparency of the compensation you give. Most applicants reach you based on the pay, so it is good if you try to be transparent here.

Hiring newer candidates with a well-planned strategy can help your firm outgrow. Hiring usually happens when an employee suddenly discontinues his job, hiring managers to start a quick hunt for talents to join their team. So, let’s look upon the steps that make up the hiring process easier:

#1. Creating job Ads

This is the first and foremost step of the hiring process where you design ads dedicated to the jobseekers. This could be of simple words describing the job post along with other relevant details like the years of experience required, email-id, last date of application, and such details.

These ads attract candidates to apply for the job quickly. Nowadays, social media plays a great role in advertising job content.

#2. Application & Screening Resumes

Many organization prepares an application which is to be filled by the candidate for easy recruitment. Like, “Do you have 3+ years of experience in designing?”

This sounds like a must-have feature for the job post. So, a candidate with a ‘no’ answer in this question gets disqualified instantly. While those with ‘yes’ can get into the next stage.

There is much such application type like to complete a relevant form of your firm, games regarding the skills you expect via recruitment software. After seeing the job ads, many freshers apply for the post.

One of the traditional methods to find out apt candidates is through resume viewing. Resumes make way to give an overview of the candidate’s skills, previous works, and experiences, etc.

Hiring managers consider diverse factors of candidates by their subject background, the way they have presented themselves in the resume, portfolio contents, etc. Without any bias for sure.

#3. Screening Call

You must ensure the candidates who are shortlisted know about their screening calls. Sending out an e-mail with the time and day of the screening call will give them time to prepare. You shall be planning the right questions for the candidates and consider each candidate throughout the call.

Candidates will be eager to know about the company, their job, and all. So, hiring managers can give considerable time for them, listen to them carefully. The mode and type of calls depend upon the job post likewise the questions too.

#4. Evaluation Test

After the screening call, it is the time to filter candidates into ‘promising’, ‘disqualified’ or some on ‘waiting list’. It can be conducted in several ways, be it a written test, an in-person audition, or assessing technical skills. This stage too depends upon the job type.

You need to give the necessary time for completing their task and a specific time for completion. They shall recognize the importance of the assessment test and why you are conducting it.

This evaluation test helps you identify their approach towards projects and communicate things smoothly. Every hiring manager shall consider their abilities and give them useful feedback.

#5. Interview

Don’t you have noticed people sweating profusely on the interview day? This is the last but not the least stage of hiring. Candidates try to give out their maximum with a single aim of really getting into the job.

The entire hiring team shall prepare many job-related questions for testing the candidates, culture-fit question whether they can work with the team, technical questions related to their technical abilities, and more according to the recruiters.

A successful interview session will make candidates confident and give you satisfaction on the fruitful hiring process.

#6. Job offer

This is the time to join a wonderful team. After a series of sessions, candidates become your employees. It is essential to collect necessary documents regarding their identity, payroll procedures mean of transport to reach office, and more.

As a whole, they are your family member from now. You can collect opinions from people they have worked with in the past too. A clear job offer indicating their working period and other relevant information is given beforehand to the candidates.

Which one?

Staffing Recruiting Hiring
Right Candidate for the right job. New members joining your team. New employees in a short period.
Temporary or Permanent job positions. Temporary or Permanent job positions Temporary or Permanent job positions
Retain people in an organization Attracts potential candidates. Attracts new candidates.
No detailed skillsets are needed. High-level talent from rivals or other industries. Higher skill requirements
No specific time Initial employment stages No specific time.
Long-term Short-term Long-term
Major management process. Stage within staffing Major management process.


Read Also : Questions to Ask Before Hiring an App Developer


It is essential to choose the best method that suits your needs. It depends on the roles that need to be filled, the period allotted for the job position, and more.


Every process needs structured planning, an effective hiring team, and a creative team for boosting up the marketing side. So, enticing newer candidates for your firm is something significant and their working with your team provides some best results.

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