Introduction to Workforce Planning

Organisations thrive on hierarchy and strategy. The strategic assessment and management of an organisation’s current and future personnel needs is known as workforce planning. It entails planning, predicting, and evaluating the supply and demand for labour. The aim is to ensure that organisations have the appropriate people in the right places at the right times with the correct abilities to promote success.

The 4 Key Objectives of Workforce Planning

In today’s talent-based economy, the crucial element that keeps successful organisations functioning is people. Predicting future demands while anticipating and meeting present personnel needs is the main goal of workforce planning. It guarantees that companies have the appropriate staff to carry out their strategic strategies. More precisely, workforce planning facilitates the accomplishment of important corporate objectives like:

• Talent recruitment and management – The goal of workforce planning is to predict future staffing demands by using sales predictions and other firm personnel needs forecasts. To satisfy the demands of the company, human resource personnel need to have a recruiting and hiring strategy in place. 
• Employee retention and training – A successful planning approach must include an account for the efficient usage of employees in the company. The plan may involve internal promotions and training employees to advance into more skilled roles. Making efficient use of present employees guarantees that the business can function with fewer employees during challenging economic times.
• Performance management and resource allocation – It can be difficult to create and carry out a plan to improve employee performance. A successful performance management plan should take a comprehensive approach, accounting for a range of variables that affect output.
• Plan for future and unexpected emergencies—In the absence of a clear succession plan, both management and staff may be ambiguous and have trouble managing their roles and duties. Creating a thorough succession plan guarantees a seamless transition and contributes to organisational stability throughout leadership changes. Here we also consider, “What is the purpose of capacity planning in workforce management?”. In workforce management, capacity planning assists companies in estimating the amount of capacity required to satisfy future demand while preventing overcapacity or undercapacity.
  

Workforce Planning Process in 5 Steps

Developing a strategic personnel plan is crucial for cost reduction, change readiness, and organisational expansion. Here is an easy 5 step guide that can help you get started:

• Assess Your Present Approach – Evaluate the current direction of your organisation by understanding your mission and goals. Assess if your workforce is aligned to support your goals and in achieving them. At this step, you ask questions like, “What is your current business approach and where do you see it in the future?” 

• Analyse your talent resources – Identify the skills of your current workforce to check for any gaps in matching up with the future you are envisioning. If there is a skill and resource gap, ask questions like, “What areas of the workforce is the company well-staffed and what part of the workforce is the company lacking?”.

• Assess your company demands – Once talent gaps have been identified, list out the company’s workforce demands. Evaluate the current and future demands of the firm and how you can take care of those. Check what the company needs more of to grow and become its future self.

• Skill vs Talent Gap – Check if the available skill and talent pool needs to be expanded or reformed to create the workforce that can attain your future goals. Asking questions like, “Which talent should I prioritise in hiring?” and “Which top-level management needs a reform?” can help bridge the gap. 

• Action plan – Address the gaps and formulate solutions to achieve a sustainable and skilled workforce. Make a practical plan of what training needs to be given and if any hiring or intervention is needed. The success of your workforce planning process is directly related to this step of executing the action plan.

Although this looks very close to HR Management, they are not the same. When we ask, “Which activities are not associated with workforce planning?”, HR Management activities like time-keeping and recruiting are not a part of the Workforce Planning Strategy. To simplify the workforce planning process and achieve the best output, many firms employ BPO solutions. Some strategic workforce planning examples include developing a plan for acquiring talent, making plans to retain talent, creating new roles to meet future demands, and creating a training plan for leaders.

Types of Workforce Planning

Workforce Planning is primarily done in two ways- strategically and operationally. The time periods and goals they cover vary from one another. Businesses can use a workforce that is more resilient and adaptive to satisfy their operational demands today and their strategic goals in the future by combining these two techniques.

Strategic Workforce Planning

Strategic workforce planning is all about allocating the right resources to the projects where they are required at the exact time of need to achieve the best outcome. It is a long-term, forward-looking strategy that emphasises matching an organization’s entire business plan with its human resources strategy.

Strategic manpower planning differs from operational workforce planning due to its extended length. Strategic workforce planning usually takes place over a number of years and anticipates the demands of the company in the future. 

Operational Workforce Planning

Operational planning focuses on the finer, everyday details of staff operations, such as task delegation and resource management, to make sure that every employee’s daily actions are in line with pressing business requirements. For instance, scheduling software can predict staff skill sets, workloads, and availability to create shift patterns that are optimal.

Impact of Workforce Planning on Business Success

There are many advantages to workforce planning for companies, all of which have an effect on the productivity and efficacy of a company and its workforce. When workforce planning is done well, it may establish a culture where workers feel appreciated and understood, with a clear vision for their professional development. Some benefits of Workforce Planning are:

• Well-defined blueprint for the brand’s success
• Evaluate the current workforce and identify areas of improvement
• Groundwork for future progress
• Better employee retention
• Improved work lifestyle and culture

5 Strategic workforce planning tools

Programs known as workforce tools, or workforce planning software, assist businesses in figuring out how to best manage the schedules of their teams, including how many workers are required at each level and how to divide those workers among projects or shifts. These data-driven technologies can assist in analysing the differences between the demands and performance of your staff today and in the future. 

Strategic Workforce Blueprint 

Businesses can comprehend their ultimate organisational goals and strategy by using workforce planning tools and creating a clear blueprint of what the company currently is and where it is heading. Strategic workforce planning, which is a consequence of the organisational strategy, should not be confused with this. An environmental scan informs organisational strategy, which is the direction you want your company to go. Here, you analyse the supply and demand summary, compare with your peers on company policies and standards, and have clear terms on what products/services your company provides. It is best to use business process outsourcing to come up with the most efficient blueprint for your firm with their expertise.

Performance vs Potential Matrix

This is also termed the 9-box grid matrix where employees’ past performance is mapped against their potential for the future using a 9-box grid. Employees are mapped into many categories by the matrix, from “talent risk,” which denotes low potential and poor performance, to “consistent stars,” which denotes strong potential and excellent performance. The model has the benefit of being simple to comprehend. This is a drawback, too, as the usability of this decreased complexity is diminished. This concept separates performance and potential into four groups. Employees can be properly managed with the help of these categories.

HR Dashboarding

HR Dashboarding is a tracking system that is accessible to both the employees and the HR team to monitor, assess, and summarize HR metrics and KPIs. HR dashboards may maximise workplace management and enhance hiring. This greatly benefits both the firm and employees as they can track their performance in a transparent process. 

Pay and Performance Analysis

Understanding what you spend for talent in your workforce and how it compares to the market as a whole requires a compensation and benefits analysis. When used with the 9-box grid, this is very useful for making sure you’re paying your staff fairly for their work and output.

Making sure you’re not overpaying your underperforming employees or underpaying your best talent is the goal. If this is done incorrectly, your company’s performance will stagnate as your top talent will find other employment opportunities while you hold onto failing personnel.

Contingency Planning

When asked “What is workforce planning”, the question directly leads here, where you constantly check if the company is well-resourced to handle difficult situations in a stable manner. Future planning involves imagining many possible outcomes that could significantly affect your company and that you would not likely anticipate. These situations may include new laws, technical advancements, natural calamities, shifts in public opinion, etc. Strategic workforce planning uses scenario planning as a technique to forecast and assess possible future events and their potential effects on workforce and business performance. You must take the time to comprehend the internal and external causes that drive change in your workforce in order to conduct thorough and educational scenario planning. 

Future Trends in Workforce Planning

The following are some anticipated developments in workforce planning.

• Upskilling – Companies are finding that upskilling is essential to luring excellent people.
• Working remotely – More businesses are providing flexible work schedules, and remote and hybrid work will remain a competitive advantage.
• Automation and AI – Automation and AI will free up staff members to work on more significant initiatives.
• Adaptable career pathways – Organisations will need to train employees for roles they may eventually move into as career pathways become more dynamic.
• Outsource helpdesk to experts – Call centre outsourcing services that are available 24×7 do the best job in being there for your customers at the right.

Conclusion

In short, workforce planning is about making sure a company has the right people, with the right skills, ready for what’s ahead. It’s not just about filling roles today but building a team that can grow and adapt with the business over time.

FAQ

Q: What is workforce planning?

A: Workforce Planning is simply managing your resources considering all possible factors and assigning them with purpose. It is the strategic evaluation and management of an organization’s present and future human resource requirements.

Q: Why is workforce planning important for businesses?

A: Workforce planning is important for businesses to keep up with the evolving changes in the industry and to sustain the firm’s resources and profit

Q: How do you create a workforce plan?

A: The workforce plan starts with setting a strategic direction, by identifying gaps between the demand, supply and existing resources, monitoring and making changes for the future of the company.

Q: What are the types of workforce planning?

A: Workforce planning is of two types- strategic workforce planning and operational workforce planning.