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Workforce Planning and Staffing Tips

Workforce planning is a strategic process that forecasts an organization's current and future workforce needs. Workforce planning should be conducted continuously on either an annual or quarterly basis to collect accurate data and ensure that top talent is attracted to the company.

Workforce planning should always be conducted by an HR professional or individual who has a clear understanding of the process and its concepts. To begin, start by forecasting to help decide what roles need to be filled and how to fill them.


Forecasting is used to determine the overall personnel needs of the company in addition to both internal and external applicant pools.

Consider your company's business objectives including your mission, vision, and values, and be sure to keep these areas in the forefront of your mind throughout the process.

Analyze your current talent, including any relevant skills already in the workplace and those skills that you wish to incorporate. Be sure to also consider your demographics and take note of those eligible for retirement to assist in the future needs of the organization.

Skills Gap Analysis

A skills gap analysis is the process by which an organization defines its personnel needs in terms of the skills required to achieve the organization's goals.

You must have a clear understanding of the skills currently available and those that are needed to reach the company's goals so that you can make the best decisions when it comes to recruitment efforts and future training. The best way to accomplish this is by requiring employees who work in the areas where skill may be a question to complete a job analysis survey. Each employee's job must be analyzed to determine all that the employee handles to bring to light any and all skills needed to be successful.

Once you've sorted through each job analysis survey and determined where the organization is lacking in skills, the next step is to decide to either hire new employees who currently have the skillset needed or train current employees to develop those skills (which is always a benefit to both you and your employees- not to mention the most cost-effective option.)


Recruitment is the process of filling vacancies within an organization. It is best practice to follow these steps to ensure top talent is brought in and to reduce the time to hire.

  1. Determine the need: Why is there a vacant position?

  2. Create a job posting: Include the job description, company information, any benefit information, and anything that a potential employee would need to know to help their decision to apply or not.

  3. Sort through the candidate pool: group candidates into two categories of either "meets qualifications" or "does not meet qualifications" then screen those that met to determine who is the most qualified.

  4. Assess the most qualified candidates: Many job boards allow you to create assessments for candidates to complete. You may also choose to utilize the interview process for assessing candidates, however, keep in mind that the person(s) conducting the interviews should be seasoned in this area.

  5. Employment offer: After the final candidate has been selected, next is the official job offer. The offer should include the job title and salary, the hiring manager, and the start date contingent on any screenings or background checks. Also, be sure to include any benefit information as this is a huge determining factor for most candidates on whether they accept the offer or not.

A successful company thrives on proactive recruitment efforts, emphasizes on skill sets, and is swift yet thorough with the recruitment process.

For assistance with your workforce planning, give us a call!

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