10 Steps To Create a Staffing Plan

By Indeed Editorial Team

Published May 3, 2021

Employees are a large part of what makes a company successful. During the recruiting process, it's important to find employees with the right skills for each role. If you are in human resources or recruiting, you may want to create a staffing plan to help you find the best professionals for your team. In this article, we explain what a staffing plan is, what the benefits of creating one are and what steps you can take to create a staffing plan.

What is a staffing plan?

A staffing plan is a tool professionals can use to analyze their organization's current and future staffing needs. When businesses grow, they may need to scale their labor to match the demand. A staffing plan helps businesses analyze what skills they need in order to determine what roles to create, as well as who to recruit to fill them. Using this tool can help companies plan for growth and future success.

Read more: Why Is Human Resources Important?

What are the benefits of a staffing plan?

Here are some benefits of creating a staffing plan:

Stronger recruitment

Understanding your company's needs can lead you to better hiring practices. Once you have done the work of analyzing what your specific needs are, you can more easily identify what skills you are looking for in a candidate, as well as where you are most likely to find candidates with those skills.

Read more: Why Is Recruitment Important?

Reduced staffing costs

By hiring more professionals that are qualified for the role, you may save money with a clear staffing plan. You can use a staffing plan to restructure existing positions, which could help you find new positions for employees within your company. A staffing plan can also include training methods and strategies, which could increase performance and efficiency.

More organized company structure

With an established plan, you may create a more organized structure for your company. This could help a human resource team run efficiently. It could also help your team create plans for employee promotions and salary structures.

Read more: 17 Business Structures To Consider for Incorporating Your Company or Organization

Increased opportunity for growth

A staffing plan can help you expand your current staff and create a more efficient structure. By creating these plans, you can design a framework for the future. This can help your company hire new professionals and continue to grow.

How can you create a staffing plan?

Here are ten steps to help you create a staffing plan:

1. Determine goals

When planning your staffing goals, you can look at your current business goals. For example, if your organization has plans to expand, or dates by which they expect to enter new markets, you can take that into account when creating your staffing plan. Examining the goals that your organization is trying to reach can help you plan for future staffing needs.

2. Compile current job descriptions

You can get a better understanding of the current staffing needs by compiling a list of current job descriptions. This list can show you the duties a team currently performs, which can help you identify any gaps or areas that could use more professionals. By listing current job descriptions, you can create an easy reference for future role creation.

Read More: How To Write a Fantastic Job Description Template

3. Analyze staffing patterns and changes

It's important to understand the patterns of employment at your company to help build a staffing plan that will account for changes. For example, some organizations have busy times depending on the season. During these times, a company may need to hire additional team members. By analyzing the staffing patterns, you can create a plan that predicts these needs.

Here is a list of other changes that might occur that you can include in your staffing plan:

  • Expected job growth

  • Upcoming retirements

  • Maternity and paternity leaves

  • Upcoming promotions

Your staffing plan can help prepare you to hire new professionals to fill these roles.

4. Reorganize

Creating an organized staffing plan can help create a more efficient company. You may find that some of your team members have additional skills they can bring into a new role. You may also find ways to shift teams to improve efficiency.

5. List requirements

You compare the current roles with the goals of your company to find the staffing gaps. Consider listing the roles your organization needs to fill soon. You can describe the ideal skills and requirements for each position to help you during the recruiting process. By making a clear list of the job requirements, you can look for professionals who possess those skills or experience.

6. Focus on performance

A key part of improving your staffing plan is creating a plan for training new and existing employees. You may create a more effective team by training new professionals and helping them develop the skills they need to succeed.

You can also use performance reviews and employee surveys to find areas of potential growth. By using the data from these tools, you may help your team perform their roles to the best of their abilities.

Read more: Training Needs Analysis

7. Consider technology

Consider reviewing your recruiting software and technology. You may improve the efficiency of your staffing plan by finding new software programs. For example, you can use software programs to help with the following human resource areas:

  • Customer relations management systems

  • Content management systems

  • Digital shared calendars

  • Digital file sharing

  • Online workspaces

  • Automated travel services

8. Project future staffing needs

Consider creating a projection for your future staffing needs to help you plan for the future. You can also take things like your budget and your recruitment resources into account when planning.

Here are some staffing prediction techniques that you can adopt:

Rule of thumb

This is the model of predicting potential needs based on existing structures. For example, if you have a manager for every three employees, the rule-of-thumb method would insist that for every three new roles you fill, you appoint another manager.

Delphi technique

The Delphi technique takes the expert opinions of a select group of high-level managers and consultants to determine the staffing predictions. They base their opinions on their previous experience within the company. An organizer compiles their various opinions and suggestions anonymously, and the group votes to establish the staffing plan.

Productivity ratio

The productivity ratio calculates how much work one employee produces and then calculates future recruitment needs based on how much work growth you predict. For example, if one employee produces 25 units of a product in one day, and you intend to grow your business to 100 units per day in the next quarter, you will need to hire four employees.

Statistical Regression Analysis

This analysis compares previous labor and staffing to predictions for the future. You use this model to make predictions about your ability to increase staffing based on your previous sales compared to your previous staffing costs.

9. Examine workplace culture

Once you have filled your recruitment needs and planned for the future, you may also consider accounting for employee satisfaction to help increase retention. Having a pleasant work environment with strong benefits and an active human resources department can help make your company attractive to qualified professionals. A positive culture can also help keep your team members excited and invested in your company. You may use employee check-ins or surveys to determine employee satisfaction.

10. Update regularly

In order to maintain organization, you may update your staffing plan regularly with new job descriptions, new recruits and other relevant business changes. Keeping updated records of staffing plans and changes is one of the best ways to stay organized so that your staffing plan remains accurate and representative of your company's needs.

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