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A comprehensive guide to Workforce Planning Analytics for CEOs and HRs

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Imagine your sales pipeline looks strong, projects are stacking up, and your expectations are quite high.

But suddenly, your HR comes in and shows you the number of people, and suddenly, you are hit with reality.

You don’t have the right talent that can deliver!

This is something that every employer faces. They feel that they’ve got the right set of people who can carry out their tasks efficiently. But how would they if they don’t have the right people in the first place? That gap between business goals and available talent is where workforce planning analytics earns its place.

It gives you data about your workforce that you can trust. By leveraging workforce analytics, you can forecast employees’ demands effectively and plan for tomorrow.

Workforce planning analytics: An overview

Workforce planning analytics is about using workforce data and forecasting to understand your current workforce and how it will perform in the future. It integrates people analytics, workforce metrics, and key performance indicators (KPIs) to ensure your HR strategies support business outcomes.

It focuses on answering questions like:

  • Do we have the right number of people with the right skills to carry out the latest projects?
  • Where are we likely to face talent shortages or skill gaps?
  • How do hiring, turnover, and productivity trends affect future goals?

In essence, it transforms historical data into actionable insights, enabling HR teams and key stakeholders to make strategic decisions that improve employee satisfaction, employee performance, and overall organizational success.

Workforce management analytics Vs employment analytics

People often believe that workforce management analytics and employment analytics are the same. However, there is a difference between the two.

Workforce analytics focuses on improving overall business efficiency through strategic workforce planning, resource allocation, and optimized scheduling. It uses workforce metrics and key performance indicators (KPIs) to align workforce operations with business objectives and organizational success. Essentially, it’s about optimizing labor costs and performance at a broader, company-wide level.

Employment analytics is more individual-centric. It looks at the employee experience, job satisfaction, and employee performance to understand how people feel and perform at work. This supports better employee engagement, higher employee retention, and improved talent management outcomes.

Why does workforce planning analytics matter to businesses?

Importance of workforce planning analytics

The purpose of workforce planning analytics is to ensure the right talent with the right skills is in the right roles at the right time. If you look carefully, the keyword here is “right.” When executed properly, it connects business goals with workforce strategies and improves organizational success. Let’s explore why it matters:

Effective in understanding workforce requirements:

Workforce analytics helps identify workforce gaps before they impact business outcomes. By forecasting future workforce trends, companies can anticipate future demands, retirements, or turnover and take proactive steps in talent acquisition and strategic workforce planning.

Controls costs:

When you compare your staffing levels with actual demand, you come to a position where you can prevent both overstaffing and understaffing. This balances payroll costs while making sure there are enough people to handle customer and project needs.

Improves efficiency:

Analytics gives you detailed insights into areas that need to be taken care of. These insights help you keep productivity on track.

Data- driven decision-making:

Guesswork and intuition have a limit. They can’t help you in the long run. Data from workforce analytics provides a reliable foundation for decisions about hiring, promotions, or training. This ensures choices are tied to measurable business needs.

Enhances engagement:

Analytics highlights trends like high turnover. Early detection enables you to retain skilled talent instead of constantly hiring new employees or looking for replacements.

Drawbacks of workforce planning analytics

Workforce planning analytics drawbacks

Workforce planning analytics has several drawbacks, and not being aware of them can create issues in the long run. Let’s take a look at them.

Lack of clarity:

There is no denial that workforce planning analytics is critical in organizational decision-making. But it’s not an instant solution. When you try to solve issues of attrition, retention, onboarding, and others simultaneously, it reflects a lack of clarity. This makes the entire analytics complex.

Poor data quality:

Imagine if the data you contain is actually inconsistent, incomplete, or inaccurate? Even you know the result. Poor data quality generates flawed analysis and results. On top of that, if your data is stored across different platforms, chances are that it can also lead to poor data quality.

Data silos:

Data silos create inconsistencies. It happens because each department collects and reports information in its own way. Bringing that data together takes time, and the effort often stretches already limited resources. Breaking down silos isn’t simple either. The process is expensive and slow.

Lack of stakeholders’ support:

If the key stakeholders of your business don’t see its value or understand its benefits, chances are that they will back up and won’t commit.

Ethical concerns:

There are also ethical and compliance issues with workforce planning analytics that can’t be ignored. If you are a manager or an HR, it is your sole responsibility to ensure that employees’ data is completely secure. Then there is compliance. Employers often fail to establish clear communication with their staff regarding what data will be gathered and how it will be gathered. This keeps the workforce in the dark.

Types of workforce planning analytics

Now that you know the pros and cons, it’s time to look at the types of workforce analytics. There are four types of workforce analytics: descriptive, diagnostic, predictive, and prescriptive. Let’s understand each of them.

Descriptive Analytics:

Descriptive analytics shows your organisation’s past and current workforce data. It provides important insights into data related to retention, turnover, absenteeism, etc. Despite being the simplest type of analytics, they don’t provide context or cause for outcomes. It’s effective to get a quick overview of workforce productivity.

Diagnostic Analytics:

Diagnostic analytics looks for the “cause” that makes your workforce metrics effective. It evaluates the overall data of your organisation and presents you with the complete picture of your existing business environment. One of its biggest advantages is that it gives you the complete information you need to make informed decisions.

Predictive Analytics:

As the name suggests, this analytics primarily uses historical data to predict the outcomes of your workforce. It uses past trends and patterns to assess the future risks and opportunities. The analytics are extremely beneficial for predicting skill gaps and talent supply that may pose problems in the near future.

Prescriptive Analytics:

What this analytics does is that it goes beyond predictive analytics. It not only evaluates historical data, but also provides the best course of action for your business. It uses advanced modeling to suggest the highest-impact solutions. This analytics eliminates guesswork and offers actionable strategies to achieve objectives.

7 steps to implement workforce planning analytics in your business

Steps of workforce planning analytics

These steps will assist you in implementing workforce planning analytics in your workspace.

Define your goals and KPIs:

You must have absolute clarity about your organisational goals to begin with. Having SMART goals can help you align them with workforce planning analytics. Apart from this, you should also have clarity about the KPIs you’re going to use. Key metrics include employee turnover rate, retention rate, gap analysis, etc.

Start gathering and organising data:

Now, the next step is data collection. Instead of gathering unwarranted data, it’s best to get the best ones. Fortunately, you can do it by leveraging employee monitoring software that gives you real-time data with ease, which helps to make data-backed decisions.

Analyse your current workforce trends:

Next is to analyze the data and identify trends. Figure out answers to questions like

  • How do productivity levels compare across teams and roles?
  • Which applications do employees use most and least?
  • Has employee turnover changed over time?
  • What about retention rates?

Using the 4 analytics that we discussed above will help in getting a clear picture.

Identify future gaps:

Is your organisation protected for future changes? If not, evaluate your goals again. Identify the gaps that are coming between your current situation and future requirements.

  • What are the productivity levels of your organisation?
  • Are there skills and talent gaps? If yes, what’s your strategy to address them?
  • Which skillset are you looking to hire in the future?

When you address such questions, you’ll be able to identify gaps easily.

Develop and execute your strategy:

Once you’ve identified the gap, design a strategy to execute it. Predictive analytics is an analytics that can help you. You can also opt for prescriptive analytics for a strategic and effective action plan. Apart from that, you can also roll out new website and app usage policies to increase productivity.

Monitor your outcomes:

Merely using analytics and executing the strategy is not enough. You need to be consistent and monitor the outcomes of your strategies proactively. Along with that, make a timeline for reviewing the analytics and share it with your stakeholders. Whether you want to do it weekly or monthly?

Be open to flexibility:

No strategy lasts. Once you finish reviewing the data and you witness that there are no desired results, be ready to make changes. Evaluate the process again, detect the errors, fix them, and begin once again. The key is to refine your strategy until it actually delivers.

Workforce analysis becomes simple with Super Track

Workforce planning analytics is more than just about numbers. It connects big business goals with the people who can make them happen. When you understand your workforce more deeply, you give your company an edge over the competition.

If you also want to make your HR practices simple, you must try Superworks, an all-in-one HRMS & payroll software. It gives you clarity on your people, helps you predict tomorrow’s needs, and makes planning a repeatable, reliable process. Don’t just react to workforce challenges. Get ahead of them.

Alpesh Vaghasiya

The founder & CEO of Superworks, I'm on a mission to help small and medium-sized companies to grow to the next level of accomplishments.With a distinctive knowledge of authentic strategies and team-leading skills, my mission has always been to grow businesses digitally The core mission of Superworks is Connecting people, Optimizing the process, Enhancing performance.

Superworks is providing the best insights, resources, and knowledge regarding HRMS, Payroll, and other relevant topics. You can get the optimum knowledge to solve your business-related issues by checking our blogs.

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