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Proactive Workforce Planning: Predicting and Meeting Future Talent Demands

Proactive workforce planning entails predicting and addressing future talent requirements by aligning the workforce with those needs. This strategic approach enables organisations to foster organic growth, navigate mergers or reorganisations successfully, and avoid potential pitfalls caused by inadequate planning. Unfortunately, many companies lack a comprehensive workforce plan.


To effectively plan for upcoming hiring needs, companies should undertake specific actions to cultivate a robust talent pipeline. They should also secure the necessary personnel to achieve their objectives. By anticipating the opportunities and challenges associated with growth, companies can proactively strategise for future hiring requirements instead of merely reacting to changes in the internal and external environment. The following eight actions support the successful development and execution of a workforce planning strategy:


1. Aligning with Strategic Business Goals

Business strategy should guide workforce planning to ensure support for the company's long-term health. Staffing plans driven by individual agendas or pet projects are short-lived. For example, if expanding into a new product area is a strategic goal, the workforce plan should include provisions for expanding talent in areas that support that goal, like research and development (R&D). Additional hires can be made as the new product nears launch to bolster sales and marketing efforts.


While short-term staffing plans may span 12-18 months, building a long-term talent pipeline takes more time. The strategic workforce plan, including candidate sourcing, background screening, and onboarding, should align with the company's core strategy that extends three or more years into the future.


2. Garner Leadership Support

The effectiveness of a strategic workforce plan relies heavily on the support it receives from company leadership. To prevent workforce planning activities from being dismissed as optional or personal projects, securing senior leadership buy-in is crucial. Leadership support not only encourages others to lend their support but also demonstrates the organisation's commitment to specific initiatives or goals. For successful implementation of the workforce planning strategy, HR needs to collaborate with the senior leadership team to:

  • Promote the plan throughout the organisation.

  • Keep workforce plans on the agenda during talent management discussions.

  • Highlight areas where the workforce plan is being implemented and actively contributes to strategic business objectives.

3. Establish a Comprehensive Timeline

Strategic workforce planning is a multi-stage process encompassing sourcing strategies, company branding activities, and multiple touchpoints with candidates before hiring. Therefore, it is essential to establish a detailed timeline outlining key activities' steps and timeframes. A comprehensive timeline assists HR and recruiting teams in tracking progress and identifying delays in specific activities.


Time is always crucial when staffing. While time can work in your favour, it often involves competing pressures that necessitate wise and efficient utilisation. Hence, when developing a long-range timeline for workforce planning, it is imperative to consider the timeframes associated with key activities, such as:

  • Securing internal approvals for individual position requisitions.

  • Identifying potential candidates for newly created functions or roles.

  • Completing background and reference checks.

  • Facilitating the onboarding process and helping new hires adapt to the company culture.

4. Analyse the Current Workforce

To understand future hiring needs, it is essential to comprehensively assess all aspects of the existing talent pool within the organisation. This assessment should include factors such as headcount, turnover levels, and key skills across every function, location, and level of the company. Furthermore, gaining insight into existing employees' career aspirations can help identify potential candidates for future open positions.


A thorough analysis of the current workforce also involves identifying the licenses, certifications, and educational qualifications employees will require in the future. Taking proactive steps now to implement necessary training and screening programs will support the hiring and development of individuals possessing the required qualifications later on. Key actions to understand the existing talent pool include:

  • Conducting skills gap analyses.

  • Verifying professional licenses and continuing education credentials.

  • Conducting comprehensive talent reviews.

  • Gathering feedback through employee surveys.

5. Identify and Overcome Obstacles

Various obstacles can hinder the development or implementation of a strategic workforce plan. Neglecting a solid workforce planning strategy can have a detrimental effect on business performance.


While it may not be possible to eliminate every obstacle, it is essential to anticipate and address them proactively. This is to prevent them from derailing the strategic workforce planning process.


6. Explore Alternatives to Full-Time Hires

The rapid pace of change is already reshaping the nature of work. Emerging technologies will create new jobs and render certain tasks and roles obsolete.


Considering the potential changes that may affect the future workforce, it is crucial to view workforce planning through a future-oriented lens. For instance, a research function currently fulfilled by three full-time employees might be staffed with two employees and an AI-enabled research platform in three years. In light of such possibilities, it is critical to explore alternative approaches to fulfil future staffing needs, such as leveraging talent from the gig economy, employing part-time workers, or investing in relevant technologies.


7. Harness Appropriate Technology

A comprehensive strategic workforce plan encompasses every critical role within each function. For large organisations, managing numerous moving parts may necessitate available technology to streamline planning and implementation processes. Some examples of technology that can enhance staffing and talent management efficiency include:

  • Talent assessment software that facilitates the evaluation and assessment of existing staff.

  • Applicant tracking systems (ATS) screen and track applicants as they progress through the hiring process.

  • Organisational chart software that helps plan staffing and structural scenarios in real time.

  • Background screening technology seamlessly integrates background checks into the hiring process.

8. Continuously Evaluate and Adapt

Strategic workforce planning is an ongoing process influenced by various changes within and outside the organisation. As new technologies emerge, competitors evolve, and the talent landscape shifts, companies must revise their plans accordingly. For instance, during periods of strong economic growth and intense competition for talent, tactics related to compensation, benefits, and flexibility may be vital to attracting top talent. However, during downturns, highlighting job stability and security might yield better results. In any case, regular evaluation of the strategic workforce plan's effectiveness is essential, allowing for adjustments to align with current and future opportunities.


Plan for Future Needs

A well-executed strategic workforce plan should comprise a collection of well-timed and meticulously planned activities rather than being a mere document on paper. With the support of company leaders, a comprehensive understanding of existing talent, and a roadmap for navigating anticipated changes and obstacles, organisations can develop and implement a strategic workforce plan today that ensures sustainable growth in the future.


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