The fundamental principles of workforce planning are to align the available staff and capacity with an organisation’s current and future needs. Effective workforce planning ensures that the right people, with the right skills, are available at the right time. In this article, we answer the most frequently asked questions about how to approach workforce planning effectively.
What are the underlying objectives of staff planning?
The core objective of workforce planning is to ensure the continuity of an organisation by maintaining a balance between staff supply and demand. This involves not only filling vacancies, but also developing existing talent, anticipating changes and enhancing the long-term employability of staff.
The main objectives of workforce planning are:
- Ensuring continuity: Ensure that critical roles are always filled, even during periods of growth or staff turnover.
- Developing talent: Supporting staff so that they can develop in their roles or progress to new positions.
- Controlling costs: Preventing under-staffing or over-staffing through smart planning.
- Increasing agility: Preparing the organisation for changes in the market or business strategy.
- Enhancing job satisfaction: Assigning staff to roles that match their talents and ambitions.
Organisations that consciously pursue these goals find that their staff are more engaged and continue to contribute to the organisation with enthusiasm for longer.
What is the difference between operational and strategic workforce planning?
Operational staff planning focuses on the short term: who works when, how to fill shifts and how to resolve acute staff shortages. Strategic staff planning, on the other hand, looks to the long term and addresses the question of which people and skills the organisation will need in the future to achieve its objectives.
Operational staff planning
This level concerns daily and weekly staffing. This includes timetables, cover for staff on sick leave and ensuring that the minimum staffing levels for each department are met. It is reactive in nature: you respond to the situation as it stands today.
Strategic workforce planning
Strategic workforce planning is a proactive process. You analyse which roles will be needed in two or five years’ time, what skills these will require, and how to ensure these skills are available in good time – through internal development, recruitment or collaboration. This is the foundation of a future-proof organisation and lies at the heart of what we mean by strategic workforce planning.
The two are inextricably linked. Without operational control, day-to-day operations grind to a halt. Without a strategic vision, an organisation fails to keep pace with the future.
What factors influence effective staff planning?
Effective workforce planning is determined by a combination of internal and external factors. Internally, this involves issues such as the composition of the team, staff development and corporate strategy. Externally, labour market trends, technological developments and changes in legislation and regulations play a role.
The main factors are:
- Business strategy: Growth, decline or transformation determine what type of staff is required.
- Labour market: The availability of talent in specific fields varies greatly from sector to sector.
- Age breakdown of the team: An ageing workforce calls for timely knowledge transfer and succession planning.
- Technology: Automation and digitalisation are changing which skills remain relevant.
- Staff requests: Employees’ ambitions, career aspirations and personal circumstances influence their employability.
- Legislation: Employment law frameworks determine the scope for staff recruitment and turnover.
Organisations that systematically monitor these factors are better able to make timely adjustments and avoid surprises.
How do you draw up a staff rota in practice?
Drawing up a staff planning strategy begins with an analysis of the current situation, followed by the translation of the organisational strategy into specific staffing requirements. You then identify the gap between your current situation and your requirements, and draw up a plan to bridge that gap.
A practical, step-by-step approach:
- Analyse the current staffing levels: Identify the roles, skills and experience currently available.
- Translate the strategy into staffing requirements: What roles and skills are required to achieve the organisation’s objectives?
- Spot the difference: Where are the shortfalls or surpluses in terms of people and skills?
- Draw up actions: Think of recruitment, internal mobility, training or career development.
- Monitor and evaluate: Staff planning is not a one-off exercise, but an ongoing process.
Tools such as talent assessments and scientifically-based methods, such as the identification of cognitive behavioural preferences, can provide valuable insights in this regard. They help to better understand staff and deploy them in a more targeted manner.
When is staff planning most effective?
Staff planning is most effective when it is systematically integrated into day-to-day operations, rather than being used only when a problem arises. Organisations that take a proactive approach to staff planning are better prepared for change and can respond more quickly to new opportunities.
In practical terms, staff planning is most valuable when:
- It is in line with the organisation’s annual strategic cycle.
- HR and management should take joint responsibility for implementation.
- Employees are actively involved in their own career development.
- Adjustments are made regularly on the basis of up-to-date data and discussions.
- There is scope for a personalised approach, so that individual talents and ambitions are taken into account.
Organisations that view workforce planning as a shared responsibility between managers, HR and the employees themselves achieve the best results. It creates a culture in which people enjoy working towards their own future and that of the organisation.
How Nieuwkans helps with strategic workforce planning
At Nieuwkans, we support organisations and employees in developing a future-proof people strategy. We believe that sustainable employability begins with understanding people: their talents, ambitions and behavioural preferences. Based on this conviction, we offer bespoke support – never a one-size-fits-all approach.
What we can do in practical terms:
- Tailored career coaching: Individual support for staff who wish to develop or explore a new direction.
- Talent analysis with BrainsFirst: Scientifically-backed insights into cognitive behavioural preferences, ensuring that staff are deployed in the right roles.
- Development programmes for teams and leaders: Focused on behaviour, collaboration and leadership.
- Strategic advice for employers: Support in translating organisational objectives into a concrete staffing plan.
- Second railway lines: Support for staff members who are moving to a different role or organisation.
Would you like to find out more about how we can support your organisation with staff planning? Feel free to contact us for a no-obligation discussion. If you’d like more information about additional tools and methods for talent development, please visit Skillscapers.