Personnel requirements planning is at the heart of efficient and competitive personnel and corporate planning. But what aspects does good personnel requirements planning actually include? How do you set it up? And what methods are there? We will show you.
Personnel requirements planning is used to calculate the individual number of employees required for a particular company in order to complete all current or future planned work volumes.
At the same time, it must be possible to achieve the long-term corporate goal with the same number of employees. Personnel requirements planning is primarily made up of the current headcount as well as quantitative and qualitative requirements planning.
Personnel requirements planning shows how many (number) and which (qualifications, expertise) employees are to be deployed when, where and at what personnel costs. Depending on the company, planning is based on weeks, days, hours or, in the event industry, often even live deployment.
The aim here is to find out what qualifications and skills your employees should have in order to be able to cope with the requirements and tasks. Depending on the company, this may include school-leaving qualifications and/or the training and further education of the workforce or future applicants.
Qualitative personnel requirements planning therefore has a significant influence on the requirements profile of your job advertisements. Qualitative requirements should also be considered with a view to the future. Important points here include the increasing requirements in terms of understanding future technological systems and industry-relevant market requirements.
Quantitative personnel requirements planning deals with the question of how many employees need to be hired in order to achieve the company goals you have set in the short, medium and long term. In addition to the direct number and positions, this also determines the working time model.
Quantitative personnel planning is very individual to the company. Many criteria can be important here. This type of planning poses a particular challenge for event agencies, for example, and Teamhero software can provide you with effective support.
First of all: there is no single method of personnel requirements planning. Rather, there are several approaches, each of which can be the best one for your company. Often a combination of several makes a lot of sense.
A basic distinction is made between analytical and summary procedures.
As the name suggests, summary methods use calculated figures to determine personnel requirements. Here are a few examples:
This common calculation method is based on business figures. The basis for calculating the required number of employees is measured against the company’s turnover.
In this procedure, the potential staff requirements of a department are compared with the number of employees in another department that has to cope with similar tasks.
Here, certain guideline values are taken as the basis for determining the maximum number of employees that can be managed by a manager under the best conditions. This calculation is then applied to the respective department.
Many people are familiar with the pedagogical supervision ratio from kindergarten or school. This method applies such a ratio to a department.
Analytical methods are increasingly being used to focus on the activities themselves.
By recording the time of all employees on one and the same project, it is possible to evaluate how much time and therefore manpower is required.
In principle, it works in the same way as the routing slip method. The difference is that there are several routing slips (nowadays usually digital), one for each employee. This number is usually recorded per customer and/or project.
This works in the same way as the routing slip method or self-recording, with the crucial difference that an external third person carries out and records the observations.
This is a combination of the analytical and summary methods. Here, certain evaluations such as working hours per project are taken and compared with estimates from various employees.
The calculation is best described using an example.
The deployment requirement is 300 employees. 30 employees are planned for short-term replacement in the event of absences.
300 + 30 = 330
→ The gross personnel requirement is 330 employees.
The calculated gross requirement is 330 employees. Of these, 310 employees have registered as permanently available for the coming event season between June and September. In order to meet the increased demand, 30 new employees are to be recruited. 10 employees have resigned and will no longer be available for future projects.
330 – 310 + 30 – 10 = 40
→ The net personnel requirement is 40 employees.
Please note that this example is of course kept extremely simple for ease of understanding. In reality, the calculation is often much more complex. Companies in the event sector in particular can tell you a thing or two about how important it is to plan for sufficient flexible and well-trained replacement staff.
Are you an event organizer or do you run a promotion or hostess agency? Then you will surely agree with us when we say that a quick and structured planning tool is worth its weight in gold, especially for short-term assignments. This is exactly where we come in.
With our Teamhero software, we make scheduling child’s play, especially for companies with high staffing levels. We save you time, money and stress.
The best thing about Teamhero is that it only takes a few seconds to schedule staff. It is also possible to record working hours using the same tool – in real time.
Then we look forward to getting to know you. Select your preferred time for a non-binding initial meeting with one of our Teamhero team members. We will also be happy to send you a demo version so that you can test for yourself whether our software meets your requirements.
We will show you how you can significantly optimize your work processes with Teamhero so that you can concentrate on your core tasks.
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