- 1). Allocate a portion of time in your personal planner. Assess the frequency -- weekly, monthly, quarterly or annually -- with which you will perform a staffing and job analysis. Inform the management team of the dates on which the analysis will occur.
- 2). Acquire the necessary data from the human resources department. Do this a few days in advance to ensure that you have the resources needed to perform the task. Request information related to productivity, outstanding staffing requests, job functions and worker resumes.
- 3). Dedicate the slowest days or times to the task. If you know your phone rings off the hook from applicants on Mondays and Fridays, choose early mornings on Wednesdays and Tuesdays. Reserve a small conference room, to review confidential paperwork, such as that related to pay or disciplinary actions, away from the view of subordinates.
- 4). Increase the time allotted for peak seasons. For example, retailers should allocate more time to staffing during holidays and other days known for spikes in consumer spending. Use this time to forecast customer demand and how many workers are necessary to accommodate the increase in sales.
- 5). Utilize time efficiently. Develop an outline of objectives you wish to achieve during the analysis. Tackle the workload by department; for example, review the accounting department's staffing needs separately from those of the research and development department. Handling groups by department enables you to stay better organized with paperwork and job descriptions.
- 6). Conduct reviews periodically to adjust staffing profiles so you can accommodate changes in the industry. Thomas Davenport, author of "Strategic Management in the Innovation Economy," describes how Miller Brewing Company conducts 3- to 5-year initiatives to target current jobs and find prospective employees with skills to match industry demands.
- 7). Coordinate with other members of the management and human resources teams. If possible, include department managers when devising job functions and help-wanted ads. Ask for feedback regarding their groups' workloads and stress levels. Strategize how to handle cross training and promotions in a way that does not interrupt the daily work flow.
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