What Is Workforce Planning?

Workforce planning, often referred to as PEP (from the German Personaleinsatzplanung), is a crucial element of strategic human resource management. It concerns the allocation of employees to specific tasks or projects within an organisation. The overarching goal is to deploy employees’ skills, qualifications, and capacities in the most effective manner possible in order to achieve corporate objectives efficiently. Workforce planning typically comprises three dimensions: qualitative, quantitative, and seasonal planning.  

The Three Types of Workforce Planning

Qualitative Workforce Planning

This approach ensures that employees possess the requisite qualifications and skills to perform their duties successfully. It requires ongoing analysis of competencies and the provision of suitable training and development opportunities. Effective qualitative planning not only improves employee satisfaction but also enhances a company’s capacity for innovation.

Quantitative Workforce Planning

Quantitative planning focuses on determining the number of staff required to meet operational demands. Influencing factors include workload, order volume, and upcoming projects. Through precise forecasting and the use of statistical tools, this form of planning helps prevent both staff shortages and overcapacity. When well-executed, it guarantees that sufficient resources are always available to ensure the smooth running of operations and processes.

Seasonal Workforce Planning

Seasonal planning is especially vital in industries subject to periodic fluctuations, such as tourism, agriculture, and retail. It involves aligning staffing levels with seasonal peaks in demand. Forward-looking planning and operational agility are indispensable here. By employing temporary or seasonal workers, organisations can manage workloads during busy periods and control costs during quieter times.

What Makes a Good Workforce Plan?

A workforce plan is a detailed document that links employees’ availability with their technical competencies. To be truly effective, it must involve an accurate assessment of existing resources as well as a reliable projection of future capacity. Key characteristics of a robust plan include:

1. Transparency: Employees should have a clear understanding of when and where they are expected to work.  
2. Flexibility: The plan must allow for adaptations in response to unforeseen events or fluctuating requirements.  
3. Efficiency: The goal is to maximise productivity whilst avoiding both overburdening and understaffing.  
4. Fairness: Equitable distribution of workloads and consideration of individual preferences and circumstances help foster employee satisfaction.  

What Should You Keep in Mind When Planning?

1. Legal Framework: Although there are no laws specific to workforce planning, in Switzerland, the Labour Law (Arbeitsgesetz, ArG) governs working hours, breaks, rest periods, and overtime.  
2. Qualifications and Skills: Employees’ competencies must match the requirements of their assigned tasks. If there is a mismatch, the solution may lie in adjusting the role, reassigning the employee, or offering further training.  
3. Availability: Staff preferences and availability should be considered wherever feasible.  
4. Health and Safety: Both the physical and psychological wellbeing of employees must be protected in the planning process.  
5. Operational Requirements: Seasonal fluctuations, project demands, internal restructures, and other organisational factors must be integrated into the plan.  

Efficient Planning Starts with Recruitment

Thoughtful workforce planning is only possible when the right talents are available at the right time. Refline supports you in sourcing the ideal candidates early on—digitally, efficiently, and tailored to your specific needs.