Chapter 14 - Managing human resources within extension
K. Vijayaragavan and Y. P. Singh
K. Vijayaragavan is a Senior Scientist in the Division of Agricultural Extension at the Indian Agricultural Research Institute, New Delhi, India. Y. P. Singh is a Professor in the Division of Agricultural Extension at the Indian Agricultural Research Institute, New Delhi, India.
Human resource planning for extension
Job analysis
Recruitment and training of extension personnel
Performance appraisal
Supervision
Management of rewards and incentives
Improvement of the quality of work life
Organizational development
Conclusion
References
One of the most significant developments in the field of organization in recent times is the increasing importance given to human resources. More and more attention is being paid to motivational aspects of human personality, particularly the need for self-esteem, group belonging, and self-actualization. This new awakening of humanism and humanization all over the world has in fact enlarged the scope of applying principles of human resource management in organizations. The development of people, their competencies, and the process development of the total organization are the main concerns of human resource management (Pareek & Rao, 1992).
Extension organizations in developing countries face the major problems of professional incompetence and lack of motivation among their employees. Further, many of the agricultural extension departments of these countries do not have a well-defined system of human resource management. Proper planning and management of human resources within extension organizations is essential to increase the capabilities, motivation, and overall effectiveness of extension personnel. Keeping this in view, this chapter discusses the various dimensions of human resource management as applicable to extension organizations: human resource planning for extension, job analysis, recruitment and training of extension personnel, performance appraisal, supervision, management of rewards and incentives, improvement of the quality of work life, and organizational development for extension.
Human resource planning for extension
Human resource planning forecasts the future personnel needs of extension organizations. With the rapid changes in technology, needs of farmers, market situation, and competitive environment, planning for human resources has become an important, challenging task for extension. Human resource planning involves plans for future needs of personnel, their required skills, recruitment of employees, and development of personnel (Miller, Burack, &Albrecht, 1980). Human resource forecasting and human resource audit are the two most important components of this type of planning. Human resource forecasting refers to predicting an organization's future demand for number, type, and quality of various categories of employees. The assessment of future needs has to be based on analysis of present and future policies and growth trends. The techniques of forecasting include the formal expert survey, Delphi technique, statistical analysis, budget and planning analysis, and computer models. The human resource audit gives an account of the skills, abilities, and performance of all the employees of an organization (Werther & Davis, 1982).
Job analysis
Job analysis traditionally was done for purposes connected with recruitment, pay, administration, and supervision. But the increasing complexity of work has made job analysis an important instrument for developing people in organizations. Job analysis requires a systematic collection, evaluation, and organization of information about the job. This information is collected through interviews, mailed questionnaires, observation, study of records, and similar methods. The collected information becomes a basis for preparing job descriptions and specifications. The job description, or job profile, is a written statement which includes detailed specifications of duties to be performed, responsibilities, and working conditions and indicates what is expected of a job holder. A job specification is a profile of the human characteristics needed for the job, such as education, training, skills, experience, and physical and mental abilities (Werther & Davis, 1982).
Extension organizations in developing countries do not have clearly defined job descriptions or job specifications for extension personnel. The training and visit system of extension considerably improved the preparation of job charts, work plans, and time-bound work for different categories of extension personnel. However, the actual utility of job descriptions in extension organizations is complicated by factors such as work overload, seasonality of extension, the range of cropping systems, and distribution of extension service over a large area (Hayward, 1990). Studies analysing the role of extension agents reveal that they face work-related problems such as role ambiguity and lack of job authority, expertise, and accountability (Vijayaragavan & Singh, 1989). This shows that job analysis is needed to improve the performance and effectiveness of extension employees. Job analysis can more effectively contribute towards the development of extension personnel by adopting the following procedures which involve identifying key performance areas (KPAs) and critical attributes.
Key Performance Areas for Various Categories of Extension Personnel
A job description consists of many details, but does not specify key areas which need attention. Further, it gives the details of what is expected from the current jobholder. On the other hand, key performance areas are specific and show the critical functions relevant at present and for the future to achieve the objectives (Pareek & Rao, 1992). The identification of key performance areas helps in role clarity as well as in delegation of functions. This in turn aids in performance appraisal and training. Generally, four or five key areas for a job are identified. The core extension personnel of developing countries consists of village extension workers, subject-matter specialists, and supervisory staff or extension officers. Examples of key performance areas of core extension personnel are given below.
Village Extension Workers. People in this category (1) make regular and systematic visits to villages and farms to develop rapport with the clientele and to understand their problems; (2) undertake educational activities in the form of meetings, campaigns, demonstrations, field days, training sessions, and exhibitions; and (3) provide advisory services to the farmers and solve their production problems.
Subject-Matter Specialists. Their role is to (1) keep abreast of current recommendations and findings related to farm production by maintaining continuous contact with agricultural research stations; (2) provide feedback to the research system about farmers' problems which need solutions; and (3) train and backstop village extension workers on the latest farm technology and help them in solving field problems.
Supervisory Staff or Extension Officers. People holding these positions (1) plan, organize, coordinate, and implement extension programmes and activities; (2) supervise and monitor the work of field staff, providing guidance, motivation, and evaluation of performance; and (3) coordinate the programme with inter-and intradepartmental agencies.
Critical Attributes for Extension Personnel
The key performance areas indicate the important roles and contributions of different categories of extension personnel. Once the roles are delineated, they can be analysed to indicate the attributes which can discriminate an effective from an ineffective role occupant. These critical attributes consist of qualities such as educational qualifications, skills, experience, physical characteristics, mental abilities, values, and attitudes needed for extension. The critical attributes needed for field-level and supervisory extension staff are necessary formal training in agriculture, practical skills and experience in farming, and knowledge of modern farm practices. Abilities in group dynamics, human relations, and communication are also important. Basic skills related to management and leadership are needed by extension supervisors. Values and attitudes such as faith in rural people, commitment to agricultural development, and concern for the whole community are important for all extension personnel (Gupta, 1963; Bhasin, 1976).
The importance of assessing personal and professional attributes for selecting productive extension personnel has been reported by several researchers (Gupta, 1963; Perumal, 1975). Assessment is essential because an unsatisfactory educational level of extension staff is one of the most serious problems of extension in countries like Bangladesh, Botswana, Kenya, Malaysia, Sudan, and Zambia (Blanckenburg, 1984). A worldwide analysis of the status of agricultural extension reveals the low level of formal education and training of field extension agents in developing countries (Swanson, Farner, & Bahal, 1990).
Recruitment and training of extension personnel
Recruitment is important in selecting the right kind of extension personnel. Since the job of extension personnel calls for technical skills as well as commitment and willingness to educate rural people, an appropriate selection system is essential to ensure the right selection. The success of extension depends heavily upon selection of qualified and motivated personnel. Extension organizations in developing countries use two major sources of recruitment: from outside and from within. Entry-level positions such as village extension workers and agricultural extension officers are filled by outside recruitment, using the services of government placement agencies. Other channels of recruitment are advertisements, private placement agencies, professional search firms, and educatio