The 6 essential steps to optimize your staffing

Estelle

Content manager

April 22, 2021

3 min

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Optimize your process of Staffing, when you don't have a dedicated staffing tool or when you manage your employees using a simple Excel, it's always not easy. It is necessary to take into account the skills of the employees but also their professional aspirations, the start and end dates of the project, the suggestions of the managers, the customer's requirements...

To support you in your staffing decisions and to make your life easier, we decided to share with you our methodology to quickly obtain an optimal resource allocation process.

Here are the 6 essential steps to follow to ensure a new staffing process much more efficient! 👇

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01. Define rules for a clear and actionable staffing process

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First of all, it is essential to define the new staffing rules that will apply to the entire company. These rules must be clear to be understood by all stakeholders and actionable to facilitate their implementation. Here are a few examples:

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Each staffing request expressed by a manager must contain the following elements: geographical location, required skills, duration of the mission, client's sector of activity (list to be personalized).
Managers must make staffing requests as soon as possible before the start of a project.
HR managers must commit to providing a rapid response to staffing requests (2 working days for example).

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02. Implement a centralized digital solution

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Once the rules inherent to the new staffing process are perfectly defined, it is essential to find a platform that can support your new process and meet your needs. When choosing your Staffing tool, remember to check:

that it integrates with your existing tools;
that it is customizable according to your needs and processes in place (skills framework, project feedback, employee profiles) or that it helps you build them;
that it has a matching algorithm based on technology that includes your most decisive criteria.

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03. Appoint one or more staffing managers

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When undertaking a change, it is important in the first months to support it by recalling the best practices defined in advance, in order to ensure their adoption. In our case, this involves designating one or more staffing managers. They will be responsible for the implementation of the new process and will coordinate it impartially.

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04. Create an internal staffing ritual‍

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At Napta, we recommend that our customers set up a weekly or bi-monthly meeting between staffing managers and managers to communicate and align with Staffing challenges /related topics of the moment. For this appointment to be effective, make sure that:

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the managers prepared for the meeting by completing the staffing tool set up;
the staffing managers prioritized staffing requests well in advance of the meeting.

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05. Involve your employees‍

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Nothing is more effective for onboarding your employees in a new process than involving them in one or more stages of the process. Making your employees actors in their staffing allows you to guarantee the adoption of the process. To easily include your collaborators, they will need access to a tool that will allow you to:

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give them visibility on future projects;
update their profile (skills, aspirations);
position yourself on the desired projects.

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06. Request a Napta demo

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Finally, when you want to set up a new process of optimal staffing in your business, consider surrounding yourself with experts who will advise you on the best practices to adopt and who will support you throughout your initiative.

‍To find out the details of our support, consult our page dedicated to Implementation of the staffing process.‍

Do you want to go deeper into the subject? We have lots of resources at your disposal to help you go further.

In addition to this subject, find our White paper “What metrics should you follow to properly manage your staffing and improve your decision-making?”

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