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Staffing Requirements: 5 Ways to Determine Optimum Staffing Levels

6 min read
staffing needs being discussed

Staffing is a never-ending puzzle. Many businesses nowadays are consistently dealing with issues around turnover, retention, or workforce optimisation. The average turnover rate in the UK, for example, is around 15%, with the highest level of turnover seen in sectors including retail, media, or call centres. It’s a delicate balance that can make or break a company’s efficiency, employee morale, and, ultimately, its bottom line.

Determining optimum staff numbers is a significant part of this. Striking the right balance between having enough hands on deck to meet demand while avoiding the pitfalls of overstaffing requires a strategic and data-driven approach, and doing so requires the convergence of HR management and analytical precision.

In this article, we’ll cover HR strategies to dissect workload dynamics, delve into historical patterns, harness the potential of demand forecasting and make informed staffing decisions. We’ll look at how the integration of technology and automation is revolutionising the staffing landscape and reshaping the very nature of workforce management.

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What “Staffing Requirements” Means For Organisations

When you’re looking to address staff requirements, you’re essentially looking to discover the optimal allocation of personnel to fulfil tasks, meet demand, and drive organisational success. Nailing these staffing requirements means balancing having the correct number of employees with the necessary skills and avoiding the pitfalls of excessive staffing, which can eat into budget and impact company functions.

That said, dealing with staffing requirements isn’t just about employee numbers. Staffing requirements need to align with business goals and culture, so the employees you’ll be handling need to accurately represent these company features. For instance, for any job within your business, you’d be assessing workload, demand, employee skill sets, turnover rates, or other relevant trends to ensure that the right balance is available to fulfil expectations and responsibilities. So addressing your staffing needs will go beyond just hitting a given employee headcount.

How to Meet Staffing Requirements

Wondering how you can get started? Here are some of the most effective ways to meet your staffing requirements.

1) Workload Analysis

Workload analysis is a meticulous process that involves dissecting the various tasks, responsibilities, and projects within your organisation. You’re scrutinising the intricacies of these elements to reach a comprehensive understanding of the demands placed on your workforce. This analysis sheds light on your daily operations, exposing the peaks and troughs that dictate staffing needs. In practice, this is what it would look like:

  1. Task Identification: Begin by creating an exhaustive list of all the tasks and functions performed by your team. Categorise them into primary responsibilities, secondary duties, and occasional tasks.
  2. Quantification: Assign a quantitative measure to each task, reflecting the time and effort required to complete it. This could involve hours, complexity ratings, or any relevant unit of measurement.
  3. Time Tracking: Use a time-tracking mechanism to record the actual hours spent on each task over a defined period. This data provides a concrete foundation for analysis.
  4. Peak Periods and Patterns: Identify the periods when certain tasks experience heightened demand. Pinpoint recurring patterns, such as weekly spikes or seasonal surges, to anticipate staffing needs.
  5. Team Efficiency: Evaluate the efficiency and productivity of your current staff in completing tasks. This insight helps refine your understanding of workload dynamics.

This process can prove to be truly enlightening. Consider a retail environment. Workload analysis can reveal that checkout counters experience a substantial surge in customer traffic during weekends and holidays. You might then determine that an extra cashier is required during these peak periods to prevent long queues and ensure customer satisfaction.

Similarly, in a marketing agency, workload analysis might uncover that content creation experiences a surge in demand before major product launches. Armed with this insight, you can strategically allocate additional writers and editors to ensure high-quality deliverables are produced on time.

The end result? Precision staffing, enhanced resource allocation, and the formation of an adaptive workforce.

staffing needs being met

2) Historical Data Review

When it comes to staffing requirements, historical data offers a compelling narrative about the ups and downs of your business. Analysing patterns, trends, and performance metrics from past years lets you make informed decisions that cater to current and future demands.

Here are a few patterns to look for:

  • Sales Trends: Examining sales data over different periods sheds light on seasonal spikes, slumps, and overall demand patterns. This data aids in pinpointing when your business experiences peak and off-peak periods.
  • Yearly Fluctuations: Depending on your industry, certain times of the year, such as holiday seasons, festivals, or annual events, may bring higher or lower traffic to your business. Understanding these yearly fluctuations helps you allocate staffing resources accordingly.
  • Tenacity: Historical economic data can reveal how your business has performed during economic upturns and downturns. This insight guides your staffing decisions during varying economic climates.

It’s worth keeping in mind that data collection of historical staffing levels, at this stage, should involve various performance metrics, such as sales revenue, customer satisfaction, and operational efficiency. This helps establish connections between staffing changes and business outcomes and can be used to project future staffing needs based on anticipated changes in demand, growth, or seasonality.

3) Demand Forecasting

Demand forecasting is the process of estimating future demand for a product, service, or, in this context, staffing needs. It serves as a compass, guiding businesses through the turbulence of market changes and enabling them to harness the full potential of their workforce. Whether influenced by seasonal trends, market trends, or industry developments, this strategy equips decision-makers with insights to optimise staffing requirements.

Demand forecasting relies on a combination of quantitative and qualitative methods, each offering a unique lens into the future. Quantitative methods involve analysing historical data, statistical models, and mathematical algorithms to extrapolate future demand patterns. Qualitative methods, on the other hand, encompass expert opinions, market research, focus groups, and surveys to capture nuanced insights that numbers may overlook. Either of these approaches will enable your business to analyse the following:

  • Market Trends: Demand is intricately tied to market trends, which can be influenced by shifts in consumer preferences, economic conditions, and technological advancements. By closely monitoring these trends, businesses can fine-tune their staffing levels to meet evolving demands.
  • Seasonal Variations: Many industries experience seasonal fluctuations in demand, such as retail during holiday seasons or tourism during peak travel periods. By accounting for these cycles, businesses can scale their workforce accordingly to avoid inefficiencies, understaffing, or whether more staff is needed.
  • Economic Conditions: Economic indicators, such as GDP growth, inflation rates, and consumer spending, have a direct impact on demand. Understanding these macroeconomic factors allows businesses to make informed staffing decisions based on anticipated economic changes.
  • Competitor Analysis: A comprehensive understanding of competitors’ activities and strategies provides insights into potential shifts in demand. By staying attuned to the competitive landscape, businesses can adjust staffing levels preemptively to capitalise on emerging opportunities.

marketing managers in a meeting doing a skills gap analysis of their team

4) Employee Skills and Expertise Assessment

Skills and expertise are invaluable factors for any organisation and its team members. The key to achieving optimum staffing levels lies not only in numbers but also in the capabilities and competencies of your workforce. But an accurate assessment of these skills goes beyond simple job descriptions. It empowers you to align tasks with individual proficiencies, enhancing overall productivity and reducing the risk of overstaffing or understaffing.

When trialling this method, your organisation must conduct a thorough skills gap analysis. This process involves evaluating the current skill set of your workforce in relation to the tasks they perform and those that are anticipated in the future. Here are some of the variables you’d be looking into:

  • Identifying Required Skills: Begin by clearly defining the skills and competencies required for each role within your organisation. Consider technical skills (specific to the job) and soft skills (communication, leadership, problem-solving).
  • Assessing Existing Skills: Evaluate the skills possessed by your employees through various means, such as self-assessment, manager evaluations, and skill-based assessments.
  • Identifying Skill Deficits: Compare the skills required for each role with the skills your employees currently possess. This comparison reveals any gaps that need to be addressed.

If the above goes according to plan, your company assessment would directly influence staffing decisions in several ways:

  • Right-Sizing: By accurately gauging the skills of your workforce, you can ensure that you have the right people in the right positions. This prevents overstaffing in areas where skills are duplicated and mitigates the risks of understaffing in critical areas.
  • Tailored Training and Development: Skills assessments highlight areas where training and development are needed. This allows you to strategically invest in upskilling and reskilling programmes to bridge the skill gaps.
  • Succession Planning: Assessing employee skills aids in identifying potential successors for key roles. This proactive approach ensures a smooth transition during workforce changes.

5) Technology and Automation Integration

There’s a long list of ways in which you can now accomplish tasks with greater efficiency, reducing the need for excessive manual labour. Software solutions, cloud-based platforms, and sophisticated analytics tools are just some examples.

According to research by McKinsey, approximately 50% of global work tasks could potentially be automated using current technology, with less than 5% of occupations being fully automatable. As a result, around 60% of job roles could experience significant transformations due to automation affecting at least one-third of their tasks. So with repetitive and time-consuming tasks that once required a larger workforce now automated, you can shift much more focus on optimising your staffing needs without compromising quality.

However, it’s important to strike a balance between automation and the human touch. While technology can handle routine tasks, the human element remains crucial in areas that require empathy, creativity, and complex decision-making. First and foremost, businesses should assess which tasks can be automated without compromising customer satisfaction or overall quality. You can then lighten the load of more tedious processes with the help of streamlining technology!

Plus, while technology integration offers promising benefits, it’s essential to navigate potential challenges. Workforce resistance to technology, initial implementation costs, and the need for upskilling can pose hurdles. However, these challenges are often outweighed by the long-term advantages. Businesses that proactively address these concerns and invest in training can position themselves to thrive in a technology-driven era.

Sergio is a seasoned copy and content writer who has worked directly with company founders, CMOs, brand executives, and marketing directors from multiple industries. He's an HR geek and humble terpsichorean.

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