Ensuring that your organisation has the right workforce plan

Ensuring that your organisation has the right workforce plan

Workforce planning is the process by which an organisation aligns its changing needs, both operational and strategic, with its people strategy. This process entails a lot of things and from experience, different functions of the business appreciate the different facets of workforce planning individually, but rarely the entire process. Human resources practitioners seem to know a lot more about this exercise. However, there is a “knowing – doing” gap which should be addressed. I have described below the exercises that I consider very important and should be part of your workforce plan.

Organisational Structure Review and Design

Your organisational structure defines your organisational hierarchy and how information flows in your organisation. This establishment of the chain of command and communication lines determines how efficient decisions are made and how tasks are grouped and coordinated. It follows that if your organisation is to achieve its objectives, it must be supported by an appropriate organisational structure. A review and design of your organisational structure is therefore a fundamental element of your workforce plan. Everything else is then aligned to this structure.

Before redesigning your organisational structure, you need to understand the following, among other things: output of each department; how the department adds value to the organisation; who benefits form the existence of the department; which skills are needed in the department?; who would best coordinate the work of each job or department and why? By way of a desktop research or benchmarking against similar organisations, organisational structure metrics such as span of control, manager to non-manager ratio and number of reporting layers can then be established for all your departments objectively. You should also pay attention to one-on-one reporting and duplication of responsibilities.

Headcount Analysis

If you ask any manager if their department is overstaffed or understaffed, more often than not, the answer you get is less than satisfactory. Managers have relied on subjective judgment to decide on their staff numbers. An objective way to decide on staff numbers is to look at Key Performance Indicators (KPIs) at three levels. These KPIs are: 1. organisational KPIs (e.g. Revenue for profit-making organisations); 2. Departmental KPIs (e.g. the HR Department will have the HR budget or the number of recruitments, hearings etc. as a departmental KPI); 3. role specific KPIs (e.g. the number of Data Capture Clerks required may depend on the file count that needs capturing). For one to make a decision to recruit, retain or retrench staff, one should establish specific benchmarks that objectively map the level of business activity, as measured by KPIs, to staff numbers. Techniques such as regression, analysis of proportions, Monte-Carlo simulations, forecasting etc. come in handy when you want to establish these benchmarks and this requires the expertise of persons with analytical skills. Having established the benchmarks, you then use them to determine whether you are appropriately staffed for your current and forecasted business activity, taking into consideration the cost and legal implications associated with each recommended headcount adjustment.

Time Utilisation and Workload Analysis

The next question is are your employees efficiently using their time. In any organisation, projects can be broken down into activities and employees can allocate the amount of time they spend on each activity. These activities include core and non-core activities. An example of a core activity is when an executive attends a strategic meeting. The executive’s non-core activity may be capturing the minutes of the meeting as this is the duty of a secretary. Overtime can also be studied where employees record as having completed tasks during their normal hours or after hours. See an illustration of an executive’s time entry below.

DateProject NameActivityActivity TypeNormal/After HoursHours WorkedDetailed Description of Activity
20/08/2018Company Strategy DevelopmentStrategic MeetingCoreNormal7.5Meeting with the EXCO to discuss strategy
20/08/2018Company Strategy DevelopmentCapturing MinutesNon-CoreAfter Hours1.5Consolidating the meeting notes for presentation to line managers

An analysis of the above by business unit, department, level of employment or even by individual employees will tell you exactly how much time is needed to complete specific tasks and whether or not there are inefficiencies in your operations. Each department may then be given a specific time utilisation plan which is in line with departmental and organisation goals.

Workload Analysis

For each of the activities described under time utilisation above, the next set of questions may be as follows: How much mental activity was required? How much physical activity was required? How much time pressure did you feel due to the rate at which the task occurred? How successful do you think you were in accomplishing the goals of the task? How hard did you have to work to accomplish your level of performance? How insecure, discouraged, irritated, stressed and annoyed did you feel during the task? These questions are meant to measure the dimensions of workload which are mental demand, physical demand, temporal demand, frustration and performance. Workload analysis, in conjunction with time utilisation analysis, can uncover the source of your inefficiencies which helps you establish feasible time utilisation benchmarks for your departments and roles.

Skills Audit and Staff Capacity Assessment

One may probe further and question each employee’s ability to operate efficiently. Where the source of inefficiencies are structural (e.g. under-staffing or inappropriate organisational structures), employees are exempted from blame. However, some inefficiencies arise as a result of gaps in employee skills. You need to determine if employees are adequately skilled or capacitated to do their jobs efficiently by way of a skills audit. Traditional skills audits focus on experience and qualifications only, whereas the contribution to performance these two make is only marginal. Their combined contribution to explaining differences in performance is only 3.6%. This implies that an experience and qualifications audit will only solve 3.6% of your problems. It is important that you bring in other assessments such as cognitive profiling which explains 42.3%, job knowledge tests (23%) integrity tests (21.2%), assessment centers (13%), biographical data (12.3%) and personality tests (6.4%).

It is clear that in order to come up with a workforce plan, one needs to have a clear action plan for all the activities listed above. Failing to plan is as good as planning to fail. Furthermore, the activities involved in a workforce planning exercise require diverse skills and buy in from employees in different levels of employment and across all functions in your organisation. A workforce planning exercise should not be an “HR Department project”, but rather, a strategic exercise which all executives take part in as committed individuals rather than involved individuals.

If you are interested in discussing workforce planning further, feel free to contact us using the details below.

Tapiwa Chipoyera is the Manager – Workforce Analytics & Research at Industrial Psychology Consultants (Pvt) Ltd a management and human resources consulting firm. Phone +263 242 481946-48/481950 or cell number +263 774 852 759 or email: tapiwa@ipcconsultants.com or visit our website at www.ipcconsultants.com

273 Responses

  1. Xzyjzg says:

    acillin generic – buy acillin pill tadalafil brand

  2. Wpwath says:

    amoxil 1000mg uk – buy levitra online levitra 10mg tablet

  3. Xlprib says:

    stromectol pills canada – levitra 10mg generic order levitra pills

  4. Pwitvy says:

    tadalafil for women – purchase cialis without prescription provigil online

  5. Ewsjwm says:

    generic deltasone 10mg – deltasone pills brand accutane 20mg

  6. Pncyna says:

    buy amoxil 500mg pills – generic zithromax order sildenafil 150mg online cheap

  7. Qnghoo says:

    order prednisolone – prednisolone pills price viagra

  8. Utgtgx says:

    furosemide 40mg brand – buy ivermectin 3 mg for humans stromectol how much it cost

  9. Lsyafv says:

    hydroxychloroquine pill – chloroquine online order generic baricitinib 4mg

  10. Jmrzsf says:

    buy glucophage 500mg online cheap – lipitor 80mg cost amlodipine 10mg tablet

  11. Seevxr says:

    order levitra 20mg for sale – levitra for sale buy clomid 100mg for sale

  12. perfect

    thank you for a very good article

  13. Agqzgl says:

    ventolin inhalator usa – money slots buy dapoxetine 30mg

  14. Russellgus says:

    https://drwithoutdoctorprescription.online/# buy prescription drugs from canada cheap

  15. Davidbef says:

    prescription drugs without doctor approval buy prescription drugs online

  16. canadian drugstore online cat antibiotics without pet prescription

  17. Rsetlm says:

    buy synthroid 75mcg without prescription – aristocort over the counter order plaquenil 400mg online cheap

  18. Bradleylox says:

    online prescription for ed meds buy prescription drugs online legally

  19. Iteahk says:

    tadalafil 10mg us – sildenafil overnight shipping usa purchase sildenafil without prescription

  20. Hello There. I discovered your blog using msn. That is an extremely neatly written article.
    I’ll make sure to bookmark it and return to learn extra of your helpful info.
    Thanks for the post. I’ll certainly comeback.

  21. Bfqjes says:

    prednisone 20mg price – oral orlistat 60mg order amoxil 500mg pill

  22. E Sigara says:

    Hi there, after reading this awesome piece of writing i
    am too happy to share my familiarity here with colleagues.

  23. If some one needs to be updated with latest technologies therefore he must be pay a visit this web site and be up to date daily.

  24. I loved as much as you will receive carried out right here.
    The sketch is attractive, your authored material stylish.

    nonetheless, you command get bought an nervousness over that you wish be delivering the following.
    unwell unquestionably come more formerly again since exactly the same nearly a lot often inside case you shield this hike.

  25. Rccpdl says:

    diltiazem 180mg drug – order diltiazem 180mg generic neurontin online buy

  26. Its like you read my mind! You seem to understand a lot
    about this, such as you wrote the e book in it or something.
    I think that you simply can do with some percent
    to power the message home a little bit, however other than that, that is magnificent blog.

    A fantastic read. I’ll definitely be back.

  27. Michaeldix says:

    cost of viagra viagra online usa

  28. Ebrrpe says:

    lasix 40mg canada – buy furosemide 40mg sale doxycycline 200mg usa

  29. Michaeldix says:

    viagra for men generic viagra walmart

  30. Rafjjv says:

    cenforce without prescription – buy rosuvastatin 20mg pill motilium sale

  31. Michaeldix says:

    viagra for men viagra discount

  32. Nvzbmv says:

    buy sildenafil generic – sildenafil pharmacy order tadalafil 5mg online cheap

  33. Dqrjvl says:

    modafinil over the counter – rhinocort nasal spray budesonide buy online

  34. Shelbyquece says:

    zithromax 500mg price generic zithromax 500mg india

  35. StephenDob says:

    https://amoxilforsale.best/# medicine amoxicillin 500mg

  36. Raymondwak says:

    clomid australia paypal clomid 25mg

  37. Dvvwzl says:

    order isotretinoin 40mg pill – zithromax 250mg for sale tetracycline buy online

  38. Shelbyquece says:

    purchase zithromax z-pak zithromax capsules 250mg

  39. WilliamRix says:

    https://buynolvadex.store/# nolvadex half life

  40. HomerShuck says:

    tamoxifen breast cancer what happens when you stop taking tamoxifen

  41. Rgtjax says:

    buy cyclobenzaprine 15mg sale – cost toradol 10mg buy propranolol

  42. Raymondwak says:

    https://buymetformin.best/# 134 metformin 500 mg

  43. here says:

    bxjn axd kzqxv rtnh ucb urhmq pchrr
    http://www.ipcconsultants.com

  44. WilliamRix says:

    metformin 10000 mg metformin pharmacy

  45. Qjcsqo says:

    plavix 75mg brand – purchase warfarin generic metoclopramide 10mg usa

  46. Edwardtic says:

    buy lasix online lasix 40 mg

  47. Anthonydiz says:

    https://buynolvadex.store/# nolvadex gynecomastia

  48. Great delivery. Outstanding arguments. Keep up the amazing
    effort.

  49. Ngvjxr says:

    cozaar cost – promethazine over the counter order phenergan online

  50. Jefferyzes says:

    pet meds without vet prescription canadian drugs online

  51. IsiahPat says:

    buy cipro online canada buy cipro cheap

  52. Georgecot says:

    https://diflucan.icu/# over the counter diflucan pill

  53. Jefferyzes says:

    buy generic ciprofloxacin ciprofloxacin mail online

  54. Jposlq says:

    levofloxacin uk – cialis uk viagra cialis

  55. Jefferyzes says:

    neurontin 400 mg tablets neurontin discount

  56. Zyphkm says:

    brand tadalafil 5mg – cialis 5mg uk flomax 0.4mg pill

  57. IsiahPat says:

    antibiotics cipro antibiotics cipro

  58. Jefferyzes says:

    neurontin 100 mg capsule neurontin 300 mg cost

  59. Georgecot says:

    https://withoutprescription.store/# prescription without a doctor’s prescription

  60. Ofltwv says:

    ondansetron 4mg price – aldactone 25mg uk valtrex 500mg pill

  61. IsiahPat says:

    top ed drugs ed drugs compared

  62. Jefferyzes says:

    where to buy diflucan 1 diflucan rx price

  63. IsiahPat says:

    new treatments for ed mens ed pills

  64. Jefferyzes says:

    new ed treatments buy erection pills

Leave a Reply

Your email address will not be published.