Practical tips for personnel planning

Personnel planning is a part of overall corporate planning. This is not only determined by operational factors. The economy also plays an enormous role in this. There are six different types of personnel planning.
Among the instruments used to plan personnel are the work center and job description, the position plan, the staffing plan, the qualification profile, or the personnel statistics.

Basic principles of personnel planning

The personnel requirements calculation includes the purpose of the planning, the goals of the planning and methods of the personnel requirements calculation. The headcount must be determined in order to achieve the company’s goal. This works in 3 steps.

Step 1: Calculation of the gross personnel requirement
Step 2: Calculation of future headcount
Step3: Adjustment

There are several names for the personnel adjustment, but basically it is always about the reduction of the headcount. However, it is not only layoffs that play a role here. Personnel adjustments can also be achieved, for example, through reductions in working hours or partial retirement and retirement models.

Content of the Personnel Planning Category

Influence of the economic situation
Types of personnel planning
Instruments of personnel planning
personnel requirement calculation
Determine headcount
personnel adjustment
Instruments of personnel planning

The aids in personnel planning are the so-called instruments, i.e. the possibilities that are used to organize employee planning.

Workplace/job description

One of the instruments of personnel planning is the job description. This means, which is frequently used in organizational terms, essentially describes the requirements for a particular work center and the resulting requirement profile for the employee.

In detail, the following elements belong to a work center or job description:

1. the exact description of the job
2. the integration of the unit into the organisational structure of the company
3. the superimposition and subordination
4. aim of the post
5. main tasks of the body
6. powers and authority of the post holder
7. type of proxy solution
8. relationship with other posts in the establishment
9. special requirements for the holder of the body

Establishment plan

A further instrument of personnel planning is the establishment plan. In this position plan, all jobs are listed, whether they are occupied or not, and so a position plan always has a so-called target character. Plans that serve purely organizational purposes differ from position plans in that they only show the management positions, while a position plan shows the complete performance relationships.

The position plan of a company shows the total demand for jobs and therefore also the demand for personnel that is required for the fulfillment of tasks. A position plan is usually displayed either as an organizational chart or as a list.

Staffing plan

The staffing plan is based on the staffing plan. The staffing plan only displays the actual number of occupied positions in the actual situation. It also shows which employee occupies which position. If there is a difference between the position plan and the staffing schedule, the enterprise has either a personnel surplus or a recruitment requirement.

Requirements profile

In a requirement profile all abilities and also loads are summarized, which a job applicant or job holder must do justice to. Requirement profiles are always related to the job and not to the person filling it. In Recruitment, the requirement profile plays an important role because only those characteristics are included that are to be clearly defined and checked.

Qualifications profile

All skills and burdens that the applicant for a position must meet are summarised in a qualification profile. However, this also includes the complete performance potential and expresses not only the performance in itself, but also the willingness to perform.


Career/succession plan

All positions that an employee is to pass through in an enterprise over time in order to move up the hierarchy are displayed in a career plan. Succession plans, on the other hand, are job-related specifications of the persons who are to fill a vacant position in the future.

Personnel statistics

All information about a company’s personnel planning is collected in the personnel statistics. This includes, among other things, the age structure, the qualification structure in technical and occupational terms, the level of absences and also the development of personnel costs.

Informing the works council on personnel planning

The employer must inform the works council comprehensively when planning personnel, i.e. by submitting all documents and information in good time. Timely means that the work council can still advise itself before execution of any measures and can announce possibly doubts.

The employer must communicate to the work council, in the context of which method the personnel planning is provided or became. If the personnel planning takes place in several steps, then the work council is to be informed if necessary several times.

Furthermore, the works council can propose how, for example, further training of employees is to be conducted within the framework of personnel planning. Women’s promotion plans and equal opportunities for women and men or employment measures for the severely disabled are also part of the planning.

The works council can transfer the participation rights to which it is entitled to to one of its committees, e.g. an operating or personnel committee.

Voluntary company agreements on form, design, content, implementation, deadlines and the like are also permissible.

Personnel planning is the responsibility of the local works council, unless the measures concern several companies in a company or group. In this case, the general or group works council must also be involved.

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