Human Resource Planning Guide 2020
Human Resource planning can be said to be a methodical process of analyzing the current human resource, identifying future human resource needs, establishing the gap between the now and the later, as well as implementing solutions, so as to ensure that the organization accomplish its mission, goals and objectives.
Human resource planning is a procedure which expose current and future human resources needs for an organization, in order to achieve its goals. It serves as a connection between human resource management and the general plan of an organization. It is a means of ensuring you have the right levels of staff in order to meet current and future business needs. More so, human resource planning can prepare us down to meet up with the challenges that we are facing in the present economy in relation to human resource management.
Basically, Human Resource Planning comprises of:-
- Human Resource current performance Analysis
- Business Strategy Alignment
- Identifying the gaps that needs to be fill
- Planning how those gaps identify will be fill
Human resource planning guide is the major critical human resource management challenge in both the public and private sector today. In private sector, so many challenges were been face but it’s not as difficult as that encounter in public sector, due to the fact that, Private sector tends to easily find solutions to their skilled labour shortages which ends up in creating today’s changing demographic and the new economy.
Also, in order to have an effective human resource planning, we will need a strong executive leadership, vision that is clearly articulated, strategic mission and objectives, as well as cooperative and supportive exertions by employees in their various functional areas.
EFFECTS OF THE CURRENT ECONOMY (2020)
The on-going Covid-19 Pandemic has bring about dramatic changes in the labour market which are spurring up many effects. Some of these effects are:-
- Many companies are now reducing their spending, as well as stopping the preparation of business plan
- Many CEO’s has halt some of their strategic plan in which they opt to have to laid down before the emergence of the pandemic
- Many companies now see human capital as one their high-risk functions.
- Also, many companies have sacked majority of their staff without a tangible reason
However, if a company have a very good human resource planning, it will help the company in meeting their human capital needs, as well as achieving their business objectives.
Human Resource planning will discourse the recruitment implications of strategic and operational plans, comprising of managing movements of employees to, fro and within an entity. This planning will have effects on the full range of Human Resource activities which includes Recruiting, Hiring, Compensation, Employee training and development, Retention, Classification, redeployment, success planning, promotion, attrition and Transfer.
Changes in how things are done presently in work environment due to the crisis that is still on-going but has been reduced a little has got so many employers asking themselves that, How are they going to handle their work?
When there is issue with the human resource management of an organization, the person that feel it the most is the owner of the business. So as a business owner or probably a Human Resource Manager, you need to make sure that you have enough human capital to achieve your mission. Human Resource guide has become so important in an organization for a long time because, when it comes to the issues of retirement, resignation and employing additional staff, restructuring and so on come up. Then, as a human resource manager or a business owner you need to know how to handle all this and still get your business on track.
However, you must approach Human Resource Planning with flexibility so as to go in-line with evolving trends. The social contract between Staff and organization have changed due to the combination of some forces like Deregulation, globalization, technology, power of the stakeholder and the movement toward free agency.
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Moreover, there are some trends that will exist for a long period of time and organizations have to plan down for those trends so as to remain effective as the social and economic issues involved have an effect on their organization’s ability to achieve their mission. Some of the trends that will exist for a long period of time are:-
- The sheer number of people with advanced educational degrees is advancing human knowledge at an unprecedented rate
- Major technological changes may soon make keyboards and language barriers obsolete as voice recognition programs and automatic language translators eliminate barriers to different languages.
- Labor flow will be opened up further for optimum allocation through globalization and telecommuting
- Retirement at age 65 in Nigeria is threatened. Some organizations are creating work arrangements that allow seniors to work past age 70 or 80. Part-time, contingency, and consulting work arrangements allow seniors to rebalance work/personal life needs
- Organizations will need to utilize their most experienced workers, placing high value on experience, organization recall, and know-how. These are traits older people are most likely to have, and organizations are responding by hiring older workers in record
The above mentioned trend has explained the way in which work is changing and how the human resources needed for tomorrow is highly different from what we need today, also, it shows workers are different. Therefore, human resource personnel need this type of information to plan for future human resource requirements.
Human Resource planning can be said to a proactive strategy that human resource professionals will utilize to project human resource requirements for the future and as well plan how their organizations will meet their own unique needs.
HUMAN RESOURCE PLANNING: VARYING ROLE FOR HUMAN RESOURCE PROFESSIONALS
For the fact that, workplace activities is varying, the role of human resource professionals have to change too. Their varying role in organizations will enforce you to develop a new set of methods and proficiencies which will translate into the strategic Human Resource Skills and abilities you need for human resource planning. The three (3) main Human Resource roles are:-
- Change Agent – Addressing and initiating improvements that will meet the challenges that make a difference for the organization
- Leader – Having the same opportunity, responsibility and accountability, and influence as any other member of the leadership team. Being a strategic leader means you can show evidence that you have influenced the direction of the business
- Business Partner—taking a leadership position on issues that truly influence the Strategic direction of the business
HUMAN RESOURCE SERVICE DELIVERY: MODELS VARIATIONS
The roles of Human Resource varies as Labour changes and this will also make the way of providing services by human resources changes too. However, few of this model will be highlighted below:-
- Returning key elements of people-management to the line
- Developing small teams of specialists who function like SWAT teams
- Outsourcing all administrative activities
- Outsourcing all administrative activities
- Sharing HR services for administrative and transnational functions
- Decentralizing HR business partners
- Reducing the number of “HR business partners
- Distributed HR
- Developing Centers of Excellence (COE)
Therefore, in view of this, variations in the service delivery model of HR in totality will definitely have an effect on an organization’s approach to human resource planning.
ALIGNING AN ORGANIZATION
Aligning your organization will have a major impact on human resource planning. Human resource planning have a strong potential when its carried out perfectly and it is directly connected to some of the organizational issues like Concepts, Core Competencies, Structure, HR practices, Enablers, Change management and Culture.
Table 1: Human Resource Planning and aligning an organization
|Concepts||Vision, Strategy and Mission|
|Core Competencies||These are talents needed to actualize vision, strategy and mission|
|Structure||Human resources, Fiscal and Services|
|HR Practices||Through human resource planning and succession planning|
|Enablers||Technology, People and Processess|
|Change Management||Lead change, Need creation, Vision shaping, Commitment mobilization, Process development, Progress monitoring and Change Sustainment|
The above shows that Human Resource planning has a systematic impact on the functions of HR, when you organization successfully align its HR activities with its organizational strategy, everything carry out in the organization will fit into each other without stress. And this eliminates redundancy and minimizes effort that is wasted. Meanwhile, when human resource planning is perfectly completed, then the changes in HR will strengthen organizational strategy and this will end up creating strategic-fit.
APPROACHES TO HUMAN RESOURCES PLANNING
There are approaches to Human Resource Planning and among these approach, your organization can take one of them or you can as well combine all of them. The approaches are:-
- Competency Approach: – Under this approach, you will need to identify sets of competencies which are aligned with your organization’s vision, mission, as well as strategic goals.
- Workforce Approach: – This approach tends to observe the current workforce and occupations and protects the number and characteristics of jobs and the number of employees needed to fill them at a specific point in the future.
- Workload Approach:- This approach laid emphasis on the amount and type of work the organization want to handle at a specific time in the future, and it uses this information to project the number of resources (both skills and peoples) that will be needed to perform the work.
STEPS IN CONDUCTING HUMAN RESOURCE PLANNING
In conducting human resource planning, there are steps you must follow and they are:-
Step 1 – Scan of the Environment (SWOT)
In this step, you will scan the environment in which your organization functions, you will collect information needed for workforce planning. Later, you will apply this information to your planning exertions. Environmental scanning examines internal and external Strengths, Weaknesses, Opportunities, and Threats (SWOT analysis).
Step 2 – Supply and Demand Analysis
The supply and demand analysis is based on the scan of your environment (SWOT analysis), strategies, and operational direction. You can conduct this analysis whether you use the workforce, workload, or competency approach to workforce planning. Bulls Capital Limited will suggest that you should focus on competencies, but you will have to select the approach that fit into your rare organizational needs. This analysis will permit you to assess whether there is balance in the organization, or whether imbalances among the workload, workforce, and competencies exist presently or may exist later in the future.
Step 3 – Gap Analysis
Gap analysis compares information from the supply and demand analysis to identify the differences between the current and the future organizational workload, workforce, and competencies. This analysis must use comparable workload and workforce elements and the competency sets you developed in Step 2, the supply and demand analysis.
Step 4 – Plan of Acton
Plan of Action should be developed to address the most critical gaps facing your organization so human capital can support organizational strategy. Each organization should decide its own action plan based on the relationships between strategy and the gaps.
Table 2: Plan of Action Approaches
The table below will outline some of the actions you need to take and what to ask yourself when planning to take the action.
|Actions||Questions to ask Yourself|
|1||Define required staff movement by identifying internal
Sources of workers
|Is it possible to implement movement through career development programs?|
|2||Define reduction in force||It is possible for required skills to be contained through sharing resources?|
|3.||Define recruiting needs and develop recruiting strategies by identifying recruitment sources for external sources of staff||Which ways can we use to maximize recruitment and minimize the need for training of new employees?|
|4.||Define Critical Job needs and develop succession-planning programs||how can I use commitment and budget to enhance talent with my internal staff|
|5.||Define Training and development needs||Can we explore retraining and recruiting options for competency gaps?|
|6.||Review quality of work life issues to ensure you are an “employer of choice”||Can your organization be capable to retain the new talent?|
|7||Identify restructuring opportunities||Is the organizational structure correct for conducting the required work?|
However, once you have designed your action plan, then you are ready for implementation.
SEVEN STEPS TO HUMAN RESOURCE PLANNING
In order to successfully plan your human resource activities, as an human resource professionals, you need to have a forecast workforce needs within you firm and there is also a need for you to understand the global economy and its potential growth options, laws and regulations, in order to add value to any of your HR strategy and forecast.
Therefore, the seven steps in forming a human resource plan which provide a roadmap for companies are:-
- Analyze Organizational Objective
- Inventory Current Human Resource
- Forecast Demand
- Estimate Gap
- Formulate the Human Resource Action Plan
- Integrating and Implementing the plan’
- Monitoring, Control and Feedback
Analyze Organizational Objectives
Human resources management works together with other top managers so there is always a clear understanding of their ultimate goals and then they should focus on the human capital needed to meet them. You need to also know that, aligning HR practices to strategic objectives is so important to have an effective human resources plan.
Inventory Current Human Resources
If you have previously use the updated human resource information storage (HRIS) system to analyze the number of people you presently employ, along with their skills, performance, and potential. Once you determine which jobs position need to be filled based on your forecast, you can then decide whether you have enough internal candidates to fill the job requirements or if you need to go to external sources or strategies to add employee.
However, if you don’t have an HRIS system before, the template below can help you to have one.
|EMPLOYEE NAME||EMPLOYEE ID||TODAY’S DATE||REVIEWER NAME|
|POSITION HELD||DEPARTMENT||LAST REVIEW DATE||REVIEWER TITLE|
|EVALUATION RATING||EXCELLENT||%||OVERALL SCORE %|
|OBJECTIVE DESCRIPTION||SUCCESS METRIC/INSTRUCTION||WEIGHT ATTAINMENT||COMMENTS|
|Independent Work||% %|
|Attendance etc.||% %|
|EMPLOYEE SELF ASSESSMENT||Weight||% %||SCORE|
|PERFORMANCE COMPTENCIES SUMMARY||AREAS OF GROWTH/ IMPROVEMENT||% %||ADDITIONAL COMMENTS|
|MANAGER ASSESSMENT OF EMPLOYEE||Section weight||% %||SCORES|
|OVERALL PERFORMANCE SUMMARY||AREAS OF GROWTH/IMPROVEMENT||ADDITIONAL COMMETS|
|EMPLOYEE NAME||EMPLOYEE SIGNATURE||DATE|
|REVIEWER NAME||REVIEWER SIGNATURE||DATE|
Basically, there are two categories of forecasting methods and they are:-
- Quantitative: – This data is statistical and contain of more data-driven.
Below is the guide on Quantitative Human resource plan forecasting methods
|Regression Analysis (simple)||Determines the relationship between two variables and charges one variable in response to another||Data-driven||Tough to apply|
|SWOT||Use the analysis of these dimensions to support goals tactically||Good overview tool to understand internal and external forces that may likely affect the plan||More reliable if solid research and data underlie information rather than generalities|
|Ratio Trend Analysis||Demand for human resources estimates the ratio of production level divided by the number of workers available||Based on historical data an simple to calculate||An estimate, not necessarily accurate|
|Markov||So as to identify the percentage of employees who stays in their job are transfer or promoted, demoted or exit, you make use of product exiting employee changes from one year to the next.||Relies on data/historical information||Tough to apply|
- Qualitative:- this data contain subjective observations
However, you can use both methods to track the work performance of the workforce in general. You have to select the methods that will work well in your environment. For instance, the work study method which calculates the necessary working hours to produce units may not make sense in a non-manufacturing organization.
Below is the guide on qualitative Human resource plan forecasting methods
|Brainstorm||Face-to-face discussion||Multiple ideas generated||Not conclusive|
|Averaging||Average of Viewpoints||Diverse points of view||Extreme views are hidden when averaged|
|Delphi||Experts independently provide several rounds of estimates, as well as generating a written report||Incorporates future plans, expert knowledge related to markets, technology and industry||Time consuming, subjective, may or not be data-driven|
|Estimate||Internal Manager||Based on company knowledge||May be subjective|
|Group||Face-to-face discussion||Buy-in, group participation||Subjective|
|Expert||Experts forecast singly or as a group to specific scenarios||Case-specific||May or may not be data-driven|
The gap that will be detected after carrying out the forecast will be estimated. Estimating gap can be attended to by making gap analysis. And this has already been explained above. Once you know what the supply and demand for manpower will be, you can estimate where the gaps and surpluses will occur. Gap Analysis is used to determine where the company wants to be in the future and where it is now. The questions to be answered while estimating your company Gap are:-
- How many employees do we need?
- What are the skills and abilities that we will required of them?
- Do our present labour force have the required kills?
- Are current human resource management practices adequate for future needs?
Formulate the Human Resource Action Plan
Deficits or surplus in an organization are what human resource are based on. You will need to determine if you need to begin training or recruiting or you either develop voluntary retirement process and redeploying of your staff in a situation where there is surplus.
Integrating and Implementing the Plan
This sixth step is the most difficult aspect of any human resources plan. Most organization often invests time and money on plans that are kept in one place and not make use of. Company leaders need to grant buy-in, accept the plan, and bring the organization on board. Some of the Sub topic under this step is Staffing or recruiting plan, recruitment is one of the major duty of any human resources team. Searching for, vetting and identifying the right talent to come into your team are all important steps which will help in enabling success of your entity. Another one is Candidate Screening Tracker, this is make use of when you don’t have an automated system and this will help you manage applicants cover letters, applications, curriculum vitae and information about job openings.
Monitoring, Control and Feedback
Strictly monitoring progress assist in identifying sticking points in your plan and aids you avoid making changes too quickly. It’s essential to compare actions to how the plan is being implemented to ensure fidelity. The human resource plan is an ageless document that takes changing circumstances into account. Continuing measurement, reporting, and continuous improvement efforts will keep the company moving towards its stated strategic goals.
Another Six steps that can also be taken in implementing the Human Resource Plan
- Obtaining Management Leadership and Support
- Developing change management strategy
- Revising the Plan
Breaking down the steps thus:-
Obtaining Management Leadership and Support
Human Resource planning offers a way to systematically align organizational and program priorities with the money and human capital needed to meet those priorities. By beginning the planning process with identified strategic objectives, you can assist managers in your organization to develop human resource plans that will accomplish those objectives. Since there is a clear link between objectives and the budget and human resources needed to accomplish them, workforce plans also provide a sound basis to justify budget and staffing requests. Successful human resource planning demands commitment from top management and leadership. Senior-level managers must lead the planning process, ensuring that human resource plans are aligned with strategic directions, and holding subordinate managers accountable for carrying out workforce planning and using the results of the planning process.
Likewise, your organization’s program managers must lead the human resource planning process for their particular program areas and offices, with advice and assistance from HR. Program managers will gain the most immediate benefits of human resource planning because the capabilities of their own employees will improve as well as become better aligned with strategic goals and directions for the organization.
Developing change management strategy
Human Resource planning requires all stakeholders in your organization to seriously consider change, and change has to be managed. Workforce planning requires a vision of what is to be accomplished and what changes are needed to achieve that vision. Participants must be able to discard personal considerations and visualize the shape of things to come. There is need for an objective view of the change process, along with the amount and depth of analysis needed, has prompted some organizations to dedicate resources or hire contract support for all or part of the workforce planning process.
Communication is vital to the success of the human resource plan. Training of people that are accountable for human resource planning and its implementation should be part of your organization’s communication strategy. Employees throughout the organization should also be aware of the HR programs available to provide them the opportunities for growth, development, and movement.
Monitoring the activities and any other internal and external developments that might likely affect the actions plans of a company should continually be monitored. At any moment when the environment needs change, your entity should always be ready to address the matter and make the essential changes.
In evaluating your company human resource planning, you can obtain the information through meetings, surveys, focus groups and review of accomplished reports. The various question you can ask to know whether the strategies and items are effective are:-
- Were the actions and strategies completed, and do they fulfill the goals?
- Did the action plan achieve what the organization needed?
- If not, have the organization’s strategize on which the plan is based changed?
- Are other factors inhibiting accomplishment of the goals?
- Are the expectations of the demand and supply models still valid?
- Have the conditions changed so that the strategies need to be revisited
Revising the Plan
Making plans revisions is necessary after human resource planning has been evaluated and this is done in order to determine the progress of the plan. Therefore, your entity needs to communicate changes to actions plans in a prompt manner and permit questions and clarification. Likewise, achievements should be reflected in your organization’s annual accomplishments and any reports that measure progress toward attaining strategic goals. However, a successful human resource planning tends be to be an ongoing, active and dynamic process that must be repeated and adjusted.
SPECIAL ISSUES TO CONSIDER IN HUMAN RESOURCE PLANNING
Human resource planning have a great effect on all Human Resource functions especially recruitment and retention strategies, performance management, training and development. All these have a great impact on the success of an organization.
Basically, the barriers to Human Resource Planning are:-
When budgeting for over all organization expenditure, funding or staffing should be part of it so as to ensure successful human resource planning. Due to the fact, success of human resource planning is practically based on available resources to meet its need.
Effective Human resource planning requires dedicated staffing to ensure the process is ongoing, and that it is properly managed and implemented. A matrix management approach can be effective, in which HR will work with other operational areas for designing, developing, and managing the planning process.
However, there are organizations that have decided to shift resources and forgo other functions to undertake workforce planning because it is critical to the long-term success of the organization.
In order to attract employees, you need to leave them as they are in the beginning. This is an approach to make them have a sense of belonging in your organization and this may eventually force some of them to choose your organization as their “employer of choice” due to how the work environment has been productive, flexible and meaningful. Therefore, some of the strategies to consider under this are:-
- Promotion within the departments or organization
- Flexible work schedules
- Timely and Thorough communication
- Organizational assessments surveys
- Safe and attractive facilities
- Cafeteria Benefit plans
- Employee organization
- Job sharing
- Child care
- Employee input in decision-making
Training and Development: –
The nature of some jobs changes as technology and other factors changes. Therefore, employers will be force to keep staff up-to-date and prepare them for roles of increasing responsibility and leadership. However, continuous hiring individuals with the prerequisite skills is one of the option for meeting the challenges of those changed jobs. So, strategies to create a learning organization and develop employees to their complete potential include:-
- Tuition reimbursement
- Lateral transfers
- Job rotation
- Individual development
- Career counseling
- Skills/competencies databases
- On-the-job training
- Technical and developmental training
However, Human capital theory separates training into two types: general training and specific training. General training is any training provided by an organization that another organization can use. Specific training is any training provided by one organization that is specific to that organization. In other words, it is training that would have little use in other organizations. This difference is important because the first step in analyzing the strategic value of any training program lies in a determination of whether it is general or specific.
Recruitment Strategies: –
Changes in your organization’s strategies will change due to the effort you put in your human resource planning. However, Employment in all categories that require education and training—that generally require an associate degree or higher is projected to grow faster than the 14 percent average growth rate for all occupations.
Nowadays, every organization now strive to have the right people at the right place at the right time, in order to meet organizational objectives. Meanwhile, proactive approaches to recruitment include:-
- Internet recruitment
- Executive recruitment firms
- Campus recruitment and outreach, including internships
- Print media
- Radio and television advertising
- Executive recruitment firms
- Campus recruitment and outreach, including internships
- Employee referral programs
- Job fairs
- Professional associations and conferences
- Print media
- Candidate databases of interested applicants
- Hiring retirees
More so, recruitment could be seen as the way an employer initially collects information about potential job candidates. And the choice of recruitment, in turn, affects the size, quality and flood of applicants. This is why, when deciding upon a proper recruitment strategy your organization should pursue, your organization seems to be faced with a tradeoff. Therefore, your organization may need to hire employees for a position as soon as possible.
Once the quality of an applicant match and the hiring speed will both be important to your organizations and not others, recruitment choices can thus be expected to differ by firm characteristics and desired skilled levels.
Ideas that are need to make your HR Planning system in relation to recruitment strategies more adaptive in 2020 are:-
- Conclude if new applicants want a fast or a slower recruitment process. Every employee don’t want a full speed recruitment process. Therefore, asking them will let you have less capacity in your recruitment team.
- You can as well measure how happy are the participants (company’s existing employee as well as the company’s manager) are with the different aspects of the performance review process. Doing this will let you know how to offer different variant which will be matched with the users. This basically deals with matching between employees and managers/coaches and son.
Changes in Employment by Occupation
The first Indication that there are changes in the labour force is the toughness in filling positions in certain occupations. For instance, so many companies have difficult in recruiting staff that are well learned like, they have higher degree which accrued a high salary to them and this impede organizations to employ them. That’s why the position is referred to hard-to-fill positions.
Technology Enablers for Human Resource Planning
For your organization to be competitive, your organization must have business plans firmly grounded in the effective use of people and their plans which will be centered on the business plan. Technology is a key element of the relationship between these plans.
Human Resource planning is greatly enabled by an enterprise-wide human resource information system (HRIS), or human resource management system (HRMS). In the past, without these expensive systems, the only available tools for “automating” human resource planning were dozens of different niche software programs that couldn’t share information with each other or the enterprise systems.
This play a key role in human resource planning and most times it tends to be the weakest link in the talent management strategy of an organization. Performance management evolve into the human resource planning process from both the supply and demand phases. Most times, talented people want to work with other high performers like themselves.
Finally, the strategic human resource planning process may lead to indirect strategies which will go beyond the shores of your organization. This collaboration with another entity or organizations
- Sharing the costs of training and development
- Working with other organizations in the development of promising staff
- Allowing departments/workers to visit other organizations so as to gain skills and insight.
Further, Human Resource Planning can help your organization in so many ways and some this ways are:-
- HR managers are in a stage of anticipating the workforce requirements rather than getting surprised by the change of events
- Prevent the business from falling into the trap of shifting workforce market, a common concern among all industries and sectors
- Work proactively as the expansion in the workforce market is not always in conjunction with the workforce requirement of the organization in terms of professional experience, talent needs, skills, etc.
- Organizations in growth phase may face the challenge of meeting the need for critical set of skills, competencies and talent to meet their strategic objectives so they can stand well- prepared to meet the HR needs
- Considering the organizational goals, HR Planning allows the identification, selection and development of required talent or competency within the organization.
Furthermore, in Nigeria, the differences between men and women in the workplace are still wide. This is talking about gender gap. And this year 2020, will serve as a good year for more aggressive and impactful actions. Even though, some organizations have took giant steps in balancing gender gap via HR planning activities but there is still need for more steps to taken to balance the gap.
Also in relationship to Inclusive Leadership, employees have high expectations in leadership. They believed that, change has to start at the top and their leaders has to lead by example. Most times, employees wait for directive or instructions from the top and got discouraged and if their leaderships are not perfect human beings, the organization might not function well. Because, employees will do whatever their leaders told them to do. Maybe it is right or not. That’s why in 2020, transforming leadership into more inclusive leadership will be beneficial to your organizations.
Inclusive leadership focused more on the traits of the inclusive leader. It is about the traits of the organization and the approach to leadership development. So, its high time you inculcate and set-up inclusive leadership in your new approaches to HR planning.
In relation to Productivity in organizations, so many years back, organizations have used recruiting new people to solve capacity issues but after sometimes, we discovered that, recruiting more people cannot solve the issue of productivity. Therefore, there is need to focus more on increasing the productivity of the existing employees instead of hiring more staff and on improving the selection criteria. And in order to improve the productivity of your company’s employee, you can make use of people analytic – This deals with discovering the attributes of top performing people and teams, and the conditions that facilitate top performance. And using what you discover to select candidates that have the attributes of top performers. Meanwhile, when your company’s productivity increases, less people are needed to deliver the same results.
Generally, the steps employers must take in relation to their Human Resource Planning for the year 2020 can be categorized into:-
Under this steps, you the need to review the following:-
- The business continuity plans and how these would be maintained if employees are suffering from coronavirus absences.
- The existing sickness policies and procedures. Are they adequately disseminated to staff? Do they need adjusting?
- The contracts of employment. It may be relevant to establish whether or not individuals can be asked to undertake different work or at different locations or at different times from the norm.
- Review procedures in the office for preventing the spread of the virus, e.g. increased cleaning, availability of hand sanitizers and tissues etc.
- Review planning for the possibility of large scale absenteeism.
- Review the employer’s emergency procedures, e.g., if there is an infection and the workplace is closed on a temporary basis. If appropriate, carry out a test run of an emergency communication to see how robust the process is.
- Review procedures in the office for preventing the spread of the virus, e.g. increased cleaning, availability of hand sanitizers and tissues etc
At this step, your communication as a business owner or an HR manager should tends towards the following:-
- Identifying an appropriate person as communicator or updates on policies
- Ensuring managers are aware of the relevant workplace policies.
- Providing advice to encourage individuals to take a degree of responsibility for their own health and safety and to slow the spread of the virus. For example, advice on handwashing and use of sanitizer gels, coupled with a willingness to self-identify where it is possible that individuals have come into contact with individuals with the virus, have become infected themselves or have returned from private travel abroad to an area which turns out to be affected by the virus.
- Making it clear that where staff are ill, they must not come to work regardless, i.e. “struggle through”.
- Considering issuing guidance to employees on how to recognize when a person is infected with the coronavirus. What are the symptoms, and what should one do if one is taken ill at home or at work? It is also significant to highlight that individuals may not know that they have the virus and so may not be exhibiting symptoms. Employees should be informed of the reporting procedure within their employer if they have a potential infection as well as any official reporting process Updating:- Under this step, you have to do the following as a HR Manager:-
- Consider establishing a committee on the employer’s side to coordinate responses and engage with any staff consultative forum, and with particular responsibility for staying up- to-date with public health updates.
- Determine how employers will communicate to employees regular updates on the coronavirus and its spread? As news develops, it is extremely important for an employer to be issuing fact based updates, to avoid the possibility of fear being used by worried employees to make decisions about whether or not to come to work, whether to travel abroad, etc.
- Who will have the authority to determine changes to policy and issue any new communications to staff?
- Initiate a system to keep up-to-date, especially given the speed at which infection is spreading. Travelling:- This following must be done in relation to travelling in your organization:-
- Make sure employee travel is log before its booked and also check against the latest travel protocols
- Encourage staff to tell you if close family members within whom they share a house are travelling to an infected areas
- Ensure that your staff know that this applies to personal travel as well as business travel
- Replace face-to-face meetings (especially those involving travel) with video conferences, telephone conferences.
- Consult/communicate about whether to encourage varied work patterns to avoid travelling on public transport at rush hour.
MAJOR FIVE CHALLENGES TO HUMAN RESOURCE PLANNING AND IMPLEMENTATION
- Forecasting Is a Flawed Art: Because Human resource planning depend on forecasting and supply, it can never be a 100 percent accurate process.
- Resistant Workforce: Due to the fact that staff may feel that their workload will upsurge, they might resist the process, or they may be uncomfortable altering familiar patterns in their work life and tasks.
- Uncertainty and Rapid Change: Uncertainties such as labor absenteeism, employee turnover, seasonal employment, technological changes and market instabilities all affect planning.
- Incompetent Information Systems: Human resource information systems need to be reliable, comprehensive, and up to date. It makes it difficult to plan without good data about current employees.
- Cost and Time Factors: With all of the work hours involved in completing and repeating the seven steps, human resource planning is a time consuming and expensive process, so companies sometimes avoid it altogether, despite the benefits.
BENEFITS OF HUMAN RESOURCE PLANNING
HRP gives a Better View to the business decision
HR planning leads to a better general view of the business’s decisions by workers and the public. The actions taken by the organization become methodical and process-oriented, thus taking personal feelings out of the equation.
HR planning can enhance employee consumption by linking the accurate worker with the right position. This increases efficiency and leads to a more experienced workforce.
A human resource plan serves as an information base for an organization. It comprises of data on the organization’s growth, hiring strategy, training plan, and retention. This can assist the organization in making more informed decisions in the future.
Coordination is one of the result of a successful human resource plan among different departments. There must be communication between departments to guarantee accurate job descriptions and staffing predictions, for example
Ensuring that the right people are hired
A solid human resource strategy aids organizations in attracting the right person for the job. This is especially important for any type of specialized position, where a specific background or knowledge is prerequisite, but it can also extend to more general positions. Discovering a worker with the right attitude, for instance, can significantly improve the experience of customers at a convenience store.
Human Resource planning laid emphasis on training and important part of the recruitment and retention process. Even the right worker for a particular job can’t survive not having a proper training.
Hiring entry-level employees is hard and hiring management can be downright impossible. A human resource plan can leads your organization to potential employees that can be successfully groomed for management.
A human resource plan can be a wonderful asset to any corporation, predominantly larger ones or companies with multiple locations and moving parts.
HR strategies can ultimately lead to gradual growth for an organization, which is sustainable and ideal. Unchecked growth can put unnecessary strain on an organization and actually harm it in the long run.
Coping with change
Organizations must get used to the changes in the environment, both locally and abroad. A human resource plan can aid a company adapt to changes, potentially even staying one step ahead.
Retaining top talents
When a human resource plan is considerately implemented, companies can better retain top talents. As any organization knows, getting a talented individual hired in is only half the battle, where luring them to stay can be another matter entirely.
Addressing the needs for manpower by the organization
Human resource planning pinpoints a company’s needs with regards to manpower, and this gives chances for the organization to effectively address them.
Human resource planning permits companies to minimize the funds expended on the areas of attracting and retaining talents and thus reduce overall costs of the organization and lead to more efficient operations.
Adjusting with the Rapid Technological Change
Technological change occurs at a rapid pace, and it’s so important for organizations to keep up. Human resource plans can assist in making sure that your company is not left behind.
It is the HRP process which assist the management of the organization in meeting the future demand of human resource in the organization with the supply of the suitable people in appropriate numbers at the suitable time and place. Additional, it is only after proper analysis of the HR requirements can the process of recruitment and selection be initiated by the management. Also, HRP is essential in successfully achieving the strategies and objectives of organization. In fact, with the element of strategies and long term objectives of the organization being widely associated with human resource planning these days, HR Planning has now became Strategic HR Planning.
Therefore, if your company has not written a strategic human resource plan, this our guide will help you get started. Meanwhile, Human resource planning should be reviewed annually, immediately after the business completes its strategic planning and forecasting for the year. For instance, in a situation where your entity is project based and you just won a huge contract; immediately your Human Resource plan team must start to work with project managers to estimate the needs for staff; whether on a temporary basis or permanent basis, contract basis or complete hiring
Meanwhile, a properly conducted process of HR Planning by an HR Consulting Firm aid the organization in meeting its goals and objectives in timely manner with the right HR strength in action.
visit www.bullscapitalltd.com for your Human Resource Consulting services today.
About the Writer
Olusipe Abiodun Yinka is an Audit Associate in Bulls Capital Limited. He has a National Diploma in Accounting from Abraham Adesanya Polytechnic, Ijebu-Igbo, Ogun State; as well as a Degree in Accounting from Alex Ekwueme Federal University, Ebonyi State. He is a creative writer and a Trendsetter. Apart from writing, Olusipe is also an entertainer.
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