{"id":65568,"date":"9. September 2026  <span class=\"sep\"><\/span> Personnel planning <span class=\"sep\"><\/span> Working world","date_gmt":"2026-09-09T21:05:43","guid":{"rendered":"https:\/\/www.teamhero.local\/personalkosten-senken\/"},"modified":"2026-11-06T16:23:38","modified_gmt":"2026-11-06T15:23:38","slug":"reducing-personnel-costs","status":"publish","type":"post","link":"https:\/\/www.teamhero.de\/en\/reducing-personnel-costs\/","title":{"rendered":"Reducing personnel costs: strategies for sustainable savings"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Personnel costs are among the largest ongoing expenses for many companies. Rising wages and salaries, social security contributions, overtime or high recruiting costs can quickly put massive pressure on margins.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When companies want to reduce their personnel costs, the first thing they often look at is headcount. But cutting jobs is a drastic measure with long-term consequences. If skilled workers are missing later on, companies have to find and onboard new staff. At the same time, the workload on the remaining team often increases.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It makes more sense to start by examining day-to-day processes: Where does overtime occur? Where does capacity go unused? Does personnel planning match actual demand? And how much working time goes into manual coordination and administrative tasks?<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Key takeaways<\/span><\/h2>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">If you want to reduce personnel costs, first analyze where unnecessary costs arise in everyday work.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Overtime, idle time and inaccurate personnel planning often increase labor costs.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Better planning helps you deploy employees according to actual demand.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Digital tools reduce manual effort in planning, communication and time recording.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Short-term savings should not result in employees being permanently overloaded or important knowledge being lost.<\/span><\/li>\n<\/ul>\n<h2><span style=\"font-weight: 400;\">Direct and indirect personnel costs<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">To reduce personnel costs in a targeted way, you first need to know what they consist of. Many companies primarily look at gross wages and salaries. However, the actual cost per employee is higher.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Direct personnel costs<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Direct personnel costs are attributed directly to individual employees. They include, among other things:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Wages and salaries<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Surcharges and allowances<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Overtime pay<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Bonuses and incentives<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Commissions<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">These costs arise directly for the work performed.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Other personnel-related or indirect costs<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">In addition, there are costs related to employment and personnel administration. These include, for example, employer social security contributions, recruiting, onboarding, further training and costs due to absences.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you regularly have to find staff at short notice because absences or staff shortages are only noticed late, additional recruiting and onboarding costs arise. If employees regularly work overtime, this may indicate that planning is too tight.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So before deciding on cost-cutting measures, you should look at your own concrete figures. For example, compare planned working hours with the hours actually worked and check for which projects or periods discrepancies regularly occur.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Effective strategies to reduce personnel costs<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Inaccurate personnel planning can cause unnecessary costs and effort in both directions.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you schedule too many employees, idle time occurs. If you plan too tightly, overtime increases or you need additional staff at short notice.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That&#8217;s why you should regularly look at your actual utilization:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How many employees do you need for a specific job?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How many hours does it typically take, based on experience?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">At what times does utilization drop or rise?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Which qualifications do you need for individual tasks?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Where do short-term bottlenecks regularly occur?<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Companies with changing projects or seasonal fluctuations in particular benefit from <\/span><a href=\"https:\/\/www.teamhero.de\/en\/how-to-calculate-your-personnel-requirements-correctly\/\"><span style=\"font-weight: 400;\">planning that brings together staffing requirements and available capacity<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Using <\/span><a href=\"https:\/\/www.teamhero.de\/en\/smart-and-efficient-workforce-scheduling-for-companies\/\"><span style=\"font-weight: 400;\">personnel deployment planning software<\/span><\/a><span style=\"font-weight: 400;\"> helps companies keep quantitative, qualitative and seasonal aspects in view and take them into account with ease.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Don&#8217;t look at overtime and idle time separately<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">If part of the team regularly works overtime while other employees have spare capacity, the problem often isn&#8217;t just the number of staff. Check how you distribute work and assignments.<\/span><\/p>\n<table>\n<tbody>\n<tr>\n<td><b>Situation<\/b><\/td>\n<td><b>What you should check<\/b><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Regular overtime<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Is the personnel planning sufficient for the actual workload?<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Idle time<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Are too many employees scheduled at the same time?<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Uneven utilization<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Can tasks or assignments be distributed differently?<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Frequent short-notice changes<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Is current data on availability or capacity missing?<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-weight: 400;\">During planning, Teamhero shows, among other things, the <\/span><a href=\"https:\/\/www.teamhero.de\/en\/functions\/employees-capacity-planning\/\"><span style=\"font-weight: 400;\">working time already planned, booked and used, as well as the utilization of individual employees<\/span><\/a><span style=\"font-weight: 400;\">. This lets you, as a planner, see how heavily individual people are already scheduled.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This way, you can identify during planning whether individual employees are regularly working significantly more than intended.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Take availability into account early on<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Short-term staff shortages cost time and money.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">An employee drops out, a shift has to be refilled, and you start contacting different people by phone or messenger. The more often this happens, the more working time goes into last-minute improvisation.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So ask for availability early and factor absences directly into your planning.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Teamhero supports personnel planning with stored information on absences and working hours, among other things. <\/span><a href=\"https:\/\/www.teamhero.de\/en\/functions\/employee-portal\/\"><span style=\"font-weight: 400;\">The employee portal<\/span><\/a><span style=\"font-weight: 400;\"> also gives employees central access to features such as mobile working time recording and an overview of jobs.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Asking early does not prevent absences. But it does ensure that you plan with more up-to-date information.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Make targeted use of qualifications<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Costs can arise when employees take on tasks that don&#8217;t match their qualifications.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you regularly assign highly qualified specialists to simple tasks, that capacity may be missing elsewhere. Conversely, a lack of expertise leads to errors, longer work processes or additional coordination effort.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That&#8217;s why you should store relevant qualifications and experience centrally and take them into account in operational planning. Among other things, Teamhero offers filter options by availability, qualifications and other employee characteristics.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Reduce planning and administrative effort<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Companies don&#8217;t save on labor costs only through different staffing.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Check how much working time your HR staff spend on recurring administrative tasks.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A typical process in many companies looks like this: you ask for availability via messages, plan in Excel, communicate changes individually and later transfer working hours manually. Every single step takes time.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Central software can bring these processes together. Teamhero combines features for personnel management, operational planning and mobile time recording on one platform.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You save time when employees and HR managers use the same up-to-date information and don&#8217;t have to transfer data multiple times.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Compare planned and actual working hours<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Many companies know how many hours they planned for a job. What is often less clear is how many hours were actually worked.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This is often where you&#8217;ll find starting points for reducing personnel costs.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Compare regularly:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">planned working hours<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">hours actually worked<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">overtime<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">absences<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">workload of individual projects<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">If certain assignments regularly require more working time than planned, adjust your calculation or personnel planning. If other projects repeatedly manage with fewer staff, you can review their staffing.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The <\/span><a href=\"https:\/\/www.gesetze-im-internet.de\/arbzg\/\"><span style=\"font-weight: 400;\">Working Hours Act (Arbeitszeitgesetz, ArbZG)<\/span><\/a><span style=\"font-weight: 400;\"> contains, among other things, requirements on daily working hours, breaks and rest periods. You must take these conditions into account when planning.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Teamhero supports the recording of working hours and the management of target hours, overtime and other working time data.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Don&#8217;t treat turnover as a purely HR issue<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">High turnover causes costs. Just how high these costs can actually be <\/span><a href=\"https:\/\/www.consultingrechner.de\/ratgeber\/06-11-fluktuationskosten-berechnen\"><span style=\"font-weight: 400;\">is shown by a sample calculation<\/span><\/a><span style=\"font-weight: 400;\">: in addition to the pure recruiting costs, onboarding time and temporarily lower productivity are also factored in.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Companies have to find, select and onboard new employees. At the same time, colleagues and managers invest time in onboarding. You can&#8217;t prevent every resignation. Nevertheless, check whether organizational problems are putting unnecessary strain on employees.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">These can include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">frequent, short-notice changes to the schedule<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">unevenly distributed workload<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">constantly high overtime<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">unclear assignment information<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">no way to communicate availability early<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Especially with flexible teams, more transparent planning can help employees better understand their assignments and working hours.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">What to avoid when cutting costs<\/span><\/h2>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-65270\" src=\"https:\/\/www.teamhero.de\/wp-content\/uploads\/2026\/09\/Was-Sie-beim-Kosteneinsparen-vermeiden-sollten.webp\" alt=\"What to avoid when cutting costs\" width=\"1920\" height=\"1080\" srcset=\"https:\/\/www.teamhero.de\/wp-content\/uploads\/2026\/09\/Was-Sie-beim-Kosteneinsparen-vermeiden-sollten.webp 1920w, https:\/\/www.teamhero.de\/wp-content\/uploads\/2026\/09\/Was-Sie-beim-Kosteneinsparen-vermeiden-sollten-300x169.webp 300w, https:\/\/www.teamhero.de\/wp-content\/uploads\/2026\/09\/Was-Sie-beim-Kosteneinsparen-vermeiden-sollten-1024x576.webp 1024w, https:\/\/www.teamhero.de\/wp-content\/uploads\/2026\/09\/Was-Sie-beim-Kosteneinsparen-vermeiden-sollten-768x432.webp 768w, https:\/\/www.teamhero.de\/wp-content\/uploads\/2026\/09\/Was-Sie-beim-Kosteneinsparen-vermeiden-sollten-1536x864.webp 1536w, https:\/\/www.teamhero.de\/wp-content\/uploads\/2026\/09\/Was-Sie-beim-Kosteneinsparen-vermeiden-sollten-600x338.webp 600w, https:\/\/www.teamhero.de\/wp-content\/uploads\/2026\/09\/Was-Sie-beim-Kosteneinsparen-vermeiden-sollten-455x256.webp 455w\" sizes=\"auto, (max-width: 1920px) 100vw, 1920px\" \/><\/p>\n<h3><span style=\"font-weight: 400;\">Cutting staff before you know the causes<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Job cuts reduce labor costs in the short term. If staffing requirements rise again later, new recruiting and onboarding costs arise.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That&#8217;s why you should first analyze your utilization, overtime and idle time. You will often find measures there before you have to cut jobs.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Making overtime a permanent solution<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Overtime can absorb short-term bottlenecks. If it becomes the rule, you should review your planning. Ask yourself why the same employees regularly work longer hours. Is the cause permanently tight staffing? Are you distributing tasks unevenly? Or do planned and actual working hours not match?<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Cutting training across the board<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Further training initially costs money. However, a lack of expertise can cost more later on if work processes take longer or errors increase.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So don&#8217;t cut training budgets across the board. Check which qualifications your company needs for current and planned tasks.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Reducing personnel costs starts with a close look at everyday work<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">If you want to reduce personnel costs, you don&#8217;t automatically have to think about job cuts.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Look at your planning first. Overtime, idle time, unevenly distributed work and manual administrative processes cause costs that you often only notice late.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Especially with many changing assignments, an up-to-date overview of availability, working hours and utilization helps.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Want to reduce your personnel costs and make your personnel planning more efficient? <\/span><a href=\"https:\/\/www.teamhero.de\/en\/get-to-know-us-for-free-2\/\"><span style=\"font-weight: 400;\">Discover how Teamhero can support you.\u00a0<\/span><\/a><\/p>\n<h2><span style=\"font-weight: 400;\">FAQs<\/span><\/h2>\n<h3><span style=\"font-weight: 400;\">How can companies reduce personnel costs?<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Start by reviewing your personnel planning, utilization and working hours. Costs can often be reduced through less idle time, better distribution of work and less manual administrative effort.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Which measures help reduce personnel costs?<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Possible measures include personnel planning that is better aligned with demand, reducing unnecessary overtime, making better use of existing capacity and more efficient processes for planning and time recording.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">How can companies save on labor costs?<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Avoid overstaffing and regular idle time. At the same time, make sure not to plan staffing too tightly on a permanent basis, as this can lead to overtime and additional strain.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Can we reduce personnel costs without laying off employees?<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Yes. Before cutting jobs, you can check whether overtime, idle time, inaccurate planning or manual processes are causing unnecessary costs.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Personnel costs are among the largest ongoing expenses for many companies. Rising wages and salaries, social security contributions, overtime or high recruiting costs can quickly&#8230;<\/p>\n","protected":false},"author":71,"featured_media":"<img width=\"800\" height=\"365\" src=\"https:\/\/www.teamhero.de\/wp-content\/uploads\/2026\/09\/personalkosten-senken-c-800x365.png\" class=\"attachment-image-blogposts size-image-blogposts\" alt=\"\" decoding=\"async\" loading=\"lazy\" srcset=\"https:\/\/www.teamhero.de\/wp-content\/uploads\/2026\/09\/personalkosten-senken-c-800x365.png 800w, https:\/\/www.teamhero.de\/wp-content\/uploads\/2026\/09\/personalkosten-senken-c-300x137.png 300w, https:\/\/www.teamhero.de\/wp-content\/uploads\/2026\/09\/personalkosten-senken-c-1024x467.png 1024w, https:\/\/www.teamhero.de\/wp-content\/uploads\/2026\/09\/personalkosten-senken-c-768x350.png 768w, https:\/\/www.teamhero.de\/wp-content\/uploads\/2026\/09\/personalkosten-senken-c-1536x701.png 1536w, https:\/\/www.teamhero.de\/wp-content\/uploads\/2026\/09\/personalkosten-senken-c-2048x934.png 2048w, https:\/\/www.teamhero.de\/wp-content\/uploads\/2026\/09\/personalkosten-senken-c-600x274.png 600w, https:\/\/www.teamhero.de\/wp-content\/uploads\/2026\/09\/personalkosten-senken-c-561x256.png 561w\" sizes=\"auto, (max-width: 800px) 100vw, 800px\" \/>","comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[596,595],"tags":[],"class_list":["post-65568","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-personnel-planning","category-working-world"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.8 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Reducing personnel costs: strategies for sustainable savings - Teamhero<\/title>\n<meta name=\"description\" content=\"Personnel costs are among the largest ongoing expenses for many companies. 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