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How to Create a Staffing Management Plan? | Learn from Tutorial

Last updated on 24th Aug 2022, Blog, Tutorials

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Janki Pandey directs recruitment, selection, training, development, and promotion. She has 6+ years of experience in direct advertising, talent pool databases, Boomerang employee promotions, recruitment agencies, and professional organizations.

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Staffing management plan pmp

What is a staffing management plan?

A staffing management plan is a plan designed to help organizations first identify and then acquire the workers they require at all levels and in all the departments.Ideally, this plan will address the needs of the organization in more ways, depending upon its structure, its business model, and the way in which it finish projects and meets deadlines.Despite an attempts to construct a simpler explanation , a staffing management plan is multi-faceted, to say the least.Because of this, it must be a comprehensive in nature but not convoluted.It must be effective and not bloated.The types of workers that the clients are hiring.After all, that does affect the plan.

Those workers are basically broken into 2 categories:

  • Direct hire workers.
  • Contract workers.

Direct hire staffing:So, what is direct hire? Direct hire positions are typically full-time positions with the benefits.Companies usually made these hires when they have a long-term need.When the person is hired, they go directly into the company’s payroll.

Contract staffing:Contract staffing positions are usually tied to a temporary required.As a result, while the person might work 40 hours (or more) per week, their employment is only for a set amount of time, anywhere from a some weeks to several months.In this case, the worker does not go directly into the company’s payroll and an instead paid an hourly rate.Keep in mind that in situations, a company will hire a worker on a contract basis and then convert that worker to a direct hire position after a specific amount of time.This situation is called as a contract-to-direct hire, or contract conversion.So with that in mind, let’s attack their inner workings of the staffing management plan.

Example of a staffing management plan

What is a staffing plan going to consist of in terms of the hiring strategy? A staffing management plan should take into an account all types of hires within an organization.Because the company will employ whatever approach of recruitment is most appropriate in a given circumstance.In most cases, it’s best to go with a direct hiring.But that’s not the case every time.No one would be employed for the contract position if such were the case.Never forget the need of a well-rounded strategy for managing your workforce.In more ways, a staffing plan example will have close similarities to the recruitment process steps.As a result, developing a staffing plan should included all of those contingencies.

Below are the steps involved in the developing a staffing management plan:

1.Identify staffing need.

This is always the first and most crucial step, because how can get what want unless know what want?In this case, though, an organization certainly need more than one thing.

As a result, there is more than one need to an identify:

  • Department business goals and/or project deliverables
  • Candidate hard skills
  • Candidate soft skills
  • Type of worker or workers (direct hire, contract, or contract-to-direct)
Staffing Management Plan

2.Establish timelines.

There are 2 types of timelines associated with the staffing plan:

  • The hiring timeline.
  • The employment guideline.

Hiring timeline:When should the workers be hired? Now? In two months? Six months from now?Without a timeline for when the hired should happen, there won’t be deadlines associated with a hires.Missing hiring deadlines within a framework of a staffing management plan is a no-no.It delays the meeting of all the needs outlined above.

Employment timeline:In other words, how long will person be employed by the organization? In a direct to hire situation, the answer is simple.They’ll theoretically be employed for as long as they need to be employed… or as long as the company need to employ them.However, in a contract situation, the worker is hired for a set amount of time, as explained above.Refer to these workers as a contingent workers.This is an important consideration when dealing with the special projects that bring with them definite deadlines.

3.Establish (and clarify) budget considerations.

Who’s going to pay for all of this hiring? Good question, and it’s one that must be answered in each staffing management plan.Direct hire workers and contract workers often paid from the separate budgets.Since that’s the case, the way in which they are handled are varient.For example, during a hiring freeze, there are no direct hires, but there can still be the contract hires.More than anything, hiring budgets must be established, clarified, and approved before the hiring ball gets to rolling.Those people who have attempted to hire without official budget an approval can be attest to the headaches that follow.

4.Devise and implement talent acquisition strategies.

Now we’re to the fun stuff: actually hiring people! As might imagine, there are more different ways for recruiting top talent.One reason is that there are various types of talent.

That talent can be divided into 2 categories:

  • Active job seekers.
  • Passive candidates.

Active job seekers:As the name indicates, these are people who are actively looking for the new positions. They’re doing so because they are either unemployed or they are employed but they’re unhappy with their current job.

Passive candidates:These are people who are entirely employed.While they may not be actively finding a new job, they would be open to exploring opportunities, especially if they are better than the one they current have.The point is this: various types of candidates require different types of strategies.An active job seeker will jump at online job board posting.A passive candidate? They won’t. Why? Because they probably haven’t ever seen it. They’re not looking for the jobs online.If the staffing plan is only going after active job seekers, it may seems to like there is a skills gap.Hunting for those great passive candidates is going to help with the bridging the skills gap .But if a search consultant contacted with them and presented an opportunity? That might intrigue to them.An organization cannot hire the people they want if those people don’t even know that an organization is trying to hire.

5.Assemble and implement an on-boarding program.

When an organization hires a worker, the organization wants the worker to become as productive as possible in as the little time as possible.Another reason is that new employees need to feel as though they make the correct decision.They want to know that accepting the company’s offer an employment was the right thing to do.If they’re on-boarded in an appropriate fashion, then they are more likely to think that’s the case.When does the on-boarding process begin? As soon as the candidate accepts an offer! It does NOT start the day of the person begins their employment with a company.If on-boarding measures are not taken during the 2 week period between offer acceptance and the start of employment, then that the person is at risk for a fall-off. Just like failure, nobody likes fall-offs.

6.Identify and create the appropriate training materials and procedures.

To be sure, training should be part of the on-boarding process.However, not talking about just that training.Talking about any and all training that will help to the new employee meet the needs of the organization, as outlined in the first item on the list.Training is not something that’s just done once and the stops.Training should be ongoing, specially in the terms of how said training can help the employee become more productive and provide many value to the organization. Training that will help to the employee in their career should also be considered, because any training that helps the employee will theoretically also help to the company.Identifying training materials is just one part of this step, though. The generate of a process or procedure for implementing that training is just as important.If the training exists, but nobody uses it, then what the good is it?

7.Track the effectiveness of the plan.

As they say (whoever they are can’t increase something unless measure it.How effective is the staffing management plan? In other words, how good are the hires? Of course, this is something that can only be traced over time.

There are a number of things that should be traced during that time:

  • How productive and the valuable an employee is?
  • The engagement level of an employee.

If the employee is more productive and valuable, how long the employee stays with a company .The effectiveness of the staffing plan can be broadly measured by the quality of the hires it produces, as well as a retention rate of those hires over the time.

project management

Staffing Management Plan Template

Now what consider as the articulate plans, now let’s look at what to include in the staffing management plan template:

Overall staffing approach:Plan should be include details on how intend to acquire employees for the project. Would it be much costlier to use employees in an rganisation, would it be better if made use of outsourcing firms and contractors?All these should be the talked about.

Location:This section offers details on the locations of members of the team.For example, some projects made use of teams working from home, others may be gathered, while other organisations even made use of virtual teams.

Training:That having an adequate number of staff for the project doesn’t necessarily guarantee success.Thus, also need to make proper arrangements for the training.This will give them to required skills to perform their obligations.

Reassignment:Since a project is the temporary endeavour, there ought to be a plan for reassigning members of the project team at the close of a project.

Discuss rewards and consequences:Staffing resource management plan should be contain data about staffing rewards for exceptional performances as well as the consequences.It is always a better idea to go into details about the rewards, including conditions for eligibility.

Other considerations:This is where discuss other matters that are related to the staffing and human resources for the project.Staffing management plan (PMBOK) plays a great role in the project management.And seeing how crucial human resource is in the success of any project management endeavour.Thus, must ensure that clarity in the staffing management plans.


Staffing is the most important part of the project management.It is the staff who will actually finish the project work. Staff will also consume the majority of project estimate.Hence it is extremely more important to be very precise in planning and acquiring the right staff at the right time for the right duration.It is also important to maintain the staff members motivated and ensure their safety and well- being.The staffing management plan help to capture all these aspects precisely for effecting staff management for the project.Take PMP Classes to know more about the staffing management plans.

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