The negative business impact if HR staff isnt added. HR Consultants Renewals, About Us Thank You. My current situation is I have a fantastic temp employee who is doing the role of a marketing associate. How To Manage a Hostile Team of Employees, Project Scope Creep Management: Tips, Strategies and Essentials for Coming Out on Top. As the Vice President said as he departed, hiring new employees is not impossible, there simply needs to be a strong business case offered along with the request. Step 2. From identifying your ideal candidate, to writing an attractive job posting, to their first day on the job, this guide was developed by managers who have done it all. Finally, include an action plan and proposed next steps, and propose the metrics you plan to use to measure productivity and improvements. Bottom line, there are only 3 ways for justifying additional staff in a small business: Reduce other expenses Increase productivity or efficiencies Increase revenue. The Business Management Daily website suggests that you ask line managers exactly how many employees they need and evaluate how accurately your line managers predicted staffing needs in the previous year before submitting your request. }]YEXf^h)|Z[Jw3,`pgX @C %PZqr@W03> j@Y`Y8DBMe`5ifK |@:]]oyuO\\Aoi\ 2[q';|cFfgvuN3Uj)RtVl 9\GP (KW . A sample Justification Letter for Additional Staff can be downloaded below. Regards, Tim G. Editor The Managers Resource Handbook. Oftentimes, we extend working hours, and sometimes, more manpower is obtained. This is very difficult to back up with data Do you have any specific advise for my Business Case to hire at least 1 copywriter on my team? Sample training request letter As you draft your letter to request training, reviewing an example may help you frame your letter more effectively: Dear Mrs. Ruth resides in North Carolina and works from her office in the nation's capital, Washington, D.C. This type of planning generally occurs before the company opens its doors for business. The budget for additional staff is more than just what employees earn. WITH GUIDANCE FOR COMPLETING SF 424A: SECTION B FOR THE BUDGET PERIOD. How does it change or evolve? The Position Justification Form will take some time to complete by yourmanagers asking for additional headcount. Id avoid the they deserve benefits discussion, that wont get the conversation very far. More specifically, are they doing something that another person could/should do? Working at a humane society allowed Jill Leviticus to combine her business management experience with her love of animals. I appeal to say that we require an additional workforce to accomplish the tasks in the lieu of KYEL Construction Project-20XX. Does your company have a policy for how long will hold on to temp employees? The team of the KYEL has been given the schedule of the project completion till 01-12-20XX. Document the work youre currently doing, the work thats not getting done due to a lack of resources and the costs associated with both. 0 Secondly, you might want to look at it from a turnaround time standpoint. Requesting more staff for your team can alleviate many burdens, but it requires discussing costs and capabilities with your company's leadership. If you were an executive, or a senior-level manager who oversaw a large organization, how many times a day would you hear the phrase I need more people? It made perfect sense. Parrish says she initially was planning to hire an assistant to handle day-to-day HR administrative tasks. Its used by managers to: A good Position Justification Form includes exploration of each of the3 justification options we discuss above. Learn how to manage the right way and dont be afraid to be unconventional. For example, the cost to employ someone who earns $50,000 a year is approximately $15,850, making the total cost for that employee $65,850 year. Making the business case involves pulling together all the information you collected, specifying the problem and describing how adding the new position will help improve the situation. This seems to be more challenging then asking for a no salaried employee. Portray your efforts thus far in your position. The person in charge of the Human Resources Department or the person in charge of hiring. Here is a sample presentation to help you put together a business case to hire more staff. Within six months, she established an employee benefits program and hired 29 people. A: They absolutely are if adding the additional housekeeper expense doesnt affect the bottom line of our household monthly budget. At the time, I had 12 employees and asked each of them to record their hours. Are employees working early mornings, evenings, on weekends and missing family or social engagements to work? Describe the impact on the department if the request is not approved. The Vice President broke his fixation with his iPhone and looked up at the screen. Privacy, 2006-2023, ConnectsUs HRand/or its affiliates, 1965 4th Avenue West While hiring must be carefully controlled, it does not need to be impossible. So I began my quest for data. Methods for Workload Analysis and Evaluation of Headcount 3. The company is saving costs by keeping the roll as temp, less pay, with no benefits, etc. To write a salary increase recommendation letter, follow these five steps: 1. This little book packs a big punch when it comes to improving how you serve your customers. eAuditNet eAuditNet. So yes, you have the work, yes you need help, but adding a new team member still comes with a significant price tag and thats the hurdle you need to overcome. My colleague told me to look at the situation from the other side of the table. Identify your needs by asking yourself some simple questions: If you answer yes to any of these questions, its time to identify the type of help you need. } Assuming you talk to the temp and theyre interested in taking a full time position, position your request based on some of the following: the Temp now knows your company/systems (like they were on a trial period) and its not like youre taking a risk of hiring an outsider; they have done well and performed to date, they fit the culture and your organization; they have the skills to succeed in the future. How can you explain and justify the improvement in quality? We can't keep up without temporary help during the holiday season. Also, consider how much of the work that the new hire would handle is going to be HR work. document.head.append(temp_style); You may be trying to access this site from a secured browser on the server. The conclusion of your proposal for additional staff should indicate the timeline, based on when you receive approval, because you can't usually pinpoint the exact date when you can actually bring people on board. Justifying Additional Staff Download Premium Form. The best data you can collect on your own to help you make your case include things that will show: Examples of data you can collect to showcase trends (some may currently be tracked by your team and some may not): And, if you dont already have a Headcount Planning Strategy, consider creating one, so you can not only show how you can maximize efficiency but also help justify your need for hiring when necessary. 2023 Leaf Group Ltd. / Leaf Group Media, All Rights Reserved. Hiring approvals dont always happen the first time theyre submitted, Herrmann notes. Then, skip a line and address the letter starting with "Dear . Dont forget to include the intangible costs associated with things like rework, errors and decreased employee satisfaction, along with the fixed costs.. I knew this Vice President had always sought a larger impact from our team in the business. Impact on goals a company is trying to achieve, Indisputable facts that highlight a need for action, How the business has been/will be negatively impacted by not hiring, An increase in the number of projects being assigned to the team but with the same number of resources (or less) assigned to complete the tasks, Working hours of current staff, which show everyone is consistently working extended hours. We all want happy and healthy employees.Get them on their feet!. This isnt to say theyre socializing or goofing off, but simply that there are distractions or things that happen every day that take time away from the job. The take away is that there are some tough decisions and sacrifices to be made because my monthly household budget has a bottom line. I am compelled to ask for more staff because I am afraid a smaller number of people dealing with lots of customers might impact the satisfaction of the customers. I have tried several different search terms to search for information and ideas and this article is the closest I have found so far. creating happy careers with meaningful connections. Explain how the lack of manpower is preventing you from accomplishing your goals. Is employee satisfaction down. %PDF-1.6 % This letter is written in response to the letter or email in which the rationale behind this request has been demanded. This way you will be able to get your request accepted. Melanie Parrish started conducting staffing assessments shortly after joining Quicksilver Scientific as its HR director in 2017. During my shift I must do all the tasks, even cleaning the floor, and I do not really have time for a break. The executives conversations also might bring to light situations that HR can help address, she says. After all, their team was very busy and they could really use some more people. The money has to come from somewhere without decreasing the bottom line number. Thanks for the comment Feben! As part of my strategy, however, I included the need to increase staffing. Great question and certainly a fair point. The plan outlined new product development ideas which we believed would help make the firm more competitive. Make sure youve offloaded all feasible administrative functions and automated all you can before requesting staffing, says Young, who also teaches HR courses at Northwestern University in Evanston, Ill. Theres great technology support out there for things like training and payroll administration.. Describe how each of the requested employees will enable your department to complete work on schedule. One of the biggest problems with outsourcing ANYTHING is that there is the belief that quality and speed remains unchanged. Use clear headings, concise wording and focused answers to ensure that your manager can quickly identify what is being requested and why. Factors such as company growth, increased revenue, expansion into new markets and employee attrition also can require additional staff. $("span.current-site").html("SHRM MENA "); Sample Letter: Requesting Training from Employer. 2. Summarize the contents and provide information about how you intend to carry out the plan for additional staffing. The company finalized its proposals and started working on this project with the partnership of W-IT Groups, CA. Justifying an Increase in Headcount A Sample Presentation 2. Does the position have to be full time? Can the additional headcount be a temporary expense? The Position Justification Form And more importantly, how can you overcome the common objections raised by the decision-makers when it comes to hiring more employees? I would like to hire one other full-time sales associate for the new branch office. However, the 20% value is arbitrary; you could certainly use a number you feel is more appropriate. Everyone wants rock star employees! Do your team members seem more emotional and/or sensitive than usual? Benefits include paid time off, insurance and retirement savings contributions. Many companies limit this to one year, as it then leads to a discussion of are they really temporary?. Follow a professional letter template or format. If shareholders/investors think these changes will increase profitability, it will increase the value of company stock. Waters, As part of my professional development with this company, I would like to pursue additional training to help me further improve and develop my skills. Point out some of these consequences to the decision-makers: Compare the current state to the future desired state. Filter & Search. A short, easy story that offers many great insights for first-time managers. 2. Eliminating employees increases equity for owners and decreases costs associated with benefits, salaries, equipment, training, etc.Productivity Companies sometimes downsize to increase productivity. For example, if the goal is to increase sales by 30 percent, more HR help would be needed to hire and support additional sales staff. They did though, tell me I could hire a temp. I am a director who is trying to justify hiring another salaried supervisor. Use clear headings, concise wording and focused answers to ensure that your manager can quickly identify what is being requested and why. ID. Team ConnectsUs This is a letter that a manager may be writing to the Human Resource department requesting them to replace a staff member who has resigned. Suite 202 The following points can be kept in . The ABC Company Human Resource Manager, [insert name], submits this proposal, dated [insert date] to justify the addition of five additional staff across two departments: Corporate Sales and Accounting. Explain in detail what type of work each new employee will perform and how completion of the work will help the department meet goals and deadlines. Ariane Laird Ariane Laird is CEO & Founder of ConnectsUs HR, a company that provides tools & resources to quickly set up a Human Resources department. Employee Sample Intranet Increasing staff size in the HR department is never an easy sell. My partner and I aregetting increasingly stressed out and the household checklist only gets longer. Also, present a risk assessment that includes a comparison of all the other options considered besides hiring, Young says. If you dont get those people, what might be some of the impacts? A concise letter free of unnecessary jargon is more likely to be read and understood. So, what are some of the reasons its so hard to advocate for more staff? Whether you are starting your first company or you are a dedicated entrepreneur diving into a new venture, Bizfluent is here to equip you with the tactics, tools and information to establish and run your ventures. HR Consulting Website, HR Templates We are actually working on something now that we hope to be released this fall. Opening salutations. 8120 Penn Ave. S. #220 Bloomington, MN 55431 Privacy Policy. Identify the Need of the Department for the Additional Employees. If an exception is needed to hire outside the standardized hire date . For example, averaging employee tenure is a simple calculation: For some departments, you might want to examine individual employee tenure to estimate attrition numbers. Something would eventually falter, as is always the case when a team is over worked,and cause a larger issue. In either case, downsizing can increase the companys perceived value.Failed Evaluation Some managers fail to critically evaluate their needs and the type of help required.Outsourcing Some companies overextend the number/types of services they offer which leads to the elimination of products/services or outsourcing certain activities. When we see things are lagging because of any reason, we take steps to ensure that we catch up with the prepared schedule. The steps are quite simple. Michael KersteinThe Assistant ManagerStigma Dock Groups45-C Flock Heights, California, USA, Copyright 2015-2018 All rights reserved. Activities that add the greatest value, such as policy development and performance management, should be handled internally, whereas high-risk, low-reward transactional HR tasks, such as payroll and benefits administration, might be candidates for outsourcing. Indicate how business is being negatively impacted. Re. Thanks for the comment. Further, firms that use head hunters or professional recruiters will often pay an additional onetime fee of nearly 30% of the employees starting salary. Youve probably witnessed that discussion more times than you can count. Valentine's Day Crafts and Activities for Kids, Secret Santa 2022 - How to Plan the Perfect Secret Santa, How to Organize Christmas on a Budget in 2022, Making Christmas Fun for Kids in 2022 - Useful Tips, Celebrating Thanksgiving at Home with Kids, Fun Ideas to Celebrate Halloween With Your Kids in 2022. With this monetary state, we still can achieve more than $1.8M which is our goal for this project. Which best describes the metrics you track in your organization? HR department staffing decisions should be analyzed based on risks and rewards to determine which activities should be handled in-house and which ones can be outsourced, says Paul Young, SHRM-SCP, HR manager for the American Association of Endodontists in Chicago. There are also costs to recruit, train and onboard employees, which depend on the time and wages of human resources team members engaged in the hiring process. However, we can't expect them to keep working 12-hour shifts. Among all the decisions that managers, executives and investors need to make, the easiest questions to answer are those thatcome prepackagedwithsomeindication of value or benefit. An additional budget request letter is a document requesting more money from a company or institution to complete a project. Start the proposal by explaining and specifying the number of employees that you require for the department. Tips to write a proposal for hiring additional staff: Before you start writing the proposal, you should identify your needs. If a hiring freeze prevents you from replacing employees who resign, mention this fact. Please log in as a SHRM member before saving bookmarks. Provides food for thought for the manager to look at alternatives to opening a new full timeposition. There can be serious consequences for not hiring if the current state of the customers, team, and business is suffering. Create a business case for opening a new position that does not currently exist or was not included in the current years budget, Justify additional stafffor the next fiscal period, during budget reviews. This is Michael Kerstein, the Assistant Manager, Stigma Dock Groups. Learn to be a Fred! Letter #1 Re. Who will the staffer report to, and what specific work will be performed? The contracted project was to be initiated on 01-02-20XX which has not been initiated well till today. That said, I am very familiar with the challenges you are facing. The recruitment of additional staff on a temporary basis of eleven months can be of great importance as it has much importance in the project accomplishment. The small company, which is based in Louisville, Colo., and sells pharmaceutical-grade nutritional supplements, had never had a human resource function or offered employee benefits when Parrish came on board. Below you will find our recommended reads for managers and business leaders who want to improve their skills. Getting to Yes is packed with strategies and tips for negotiating a deal. Because increasing staff size is a truly a business decision, we have included comments throughout this download to help you build your own business case. In turn, this often leads to a decrease in employees. For 30 years we have proudly connected 600+ companies with over 5,000 candidates. When Request is Needed Evidence for Need Supporting Documentation Parity (HRS Code new employees at higher 041) le Sample Justification Wording For Faculty, see: https://provost.wisc. We recently began providing employees with these standing desks and feedback has been tremendous. Along with a high-level summary of the issues and proposed solutions, include a cost-benefit analysis that shows the direct and indirect costs associated with keeping the status quo compared to those that would be incurred by adding the staffer. Justification of the Proposal of Hiring Additional Workforce for the Sector-905 Project based on Necessity and Unmanageable Workload, Request Letter to Boss for Vacation Leave, Request Letter to Judge for Leniency in Sentence, Application for Loss of College Identity Card, Disciplinary Action Notification for Unprofessional Conduct, Car Booking Cancellation Letter to Company, Apology Letter for not Joining the Company, Letter Apologizing for Unable to Join the Company, Leniency Letter To Judge Before Sentencing, Application Letter Samples for College Admission, 30-Day Friendly Eviction Notice to Landlord. I had never thought about it in those terms, but it was completely true. Focus on the impact. Great question and one that others can probably relate to. With 30 additional seasonal employees we would be able to expand hours of operation and work 24/7 during the holiday rush. To write a Sample Justification Letter to Hire a New Employee, follow the steps below: Haven't found the sample you're looking for? Sample Headcount Justification Presentation, https://www.managersresourcehandbook.com/tools-and-templates/, Ignorethe title this book packs in loads of great ideas for ANY company looking to connect with customers. Lets face it, being under staffed is REALLY frustrating. On the next line, add your manager's official title. Probably never. Jurisdiction. Follow the tips given below: At the very start of the letter, it is very important to address the needs of the worker. var currentLocation = getCookie("SHRM_Core_CurrentUser_LocationID"); But as she defined the positions responsibilities, she determined it was necessary to hire an HR generalist who could oversee recruiting and open enrollment so she would be freed up to handle all negotiating and strategic planning. Vancouver, BC #mc_embed_signup{background:#fff;clear:left;font:14px Helvetica,Arial,sans-serif}

, How to Justify the Cost of Hiring a Specialist. Here are two other ways to look at the same problem. This scenario transfers the 'bad cop' labelto an external entity. Keep it simple, Herrmann says. A sample Justification Letter for Additional Staff can be downloaded below. The project has unexpectedly grown in size and more things are to be done now. Build specialized knowledge and expand your influence by earning a SHRM Specialty Credential. All Rights Reserved. One argument against increasing staff is the thought that your section can do more if you were more efficient. Please email me at[email] for further evaluation or queries. It requires some calculations and work up front, but is well worth the effort. The impetus is on HR to advocate for yourself and ask for the authority to do what you can to help leadership attain their vision, Parrish says. Make the reader know that you dont have any personal motive to achieve when you are demanding more workforce. 1. You can use data like this to calculate a specific deficit in your needs. Do the gaps frequently change? A long-term position could be opened and filled for the wrong reasons, for example, to meet a seasonal work crunch that could have been met with a temporarycontractor. Customize the documents to include your company's due diligence requirements when adding additional headcount. Be prepared. Talking about the fiscal acclivity, it will cost the company $8230 to hire the aforesaid staff on a temporary basis for a period of six months (until the project completes). Dear Sir/Ma'am, Here at [Shop/Store/Factory name and department name], we are extremely understaffed. Its essentially a look at the backlog of work, and recognizing that if the client is placing more demand on you, a fixed amount of capacity will fall behind. In addition, they are unable to guide people appropriately. For example: When and where you should bring up adding more headcount to your team is crucial and wildly depends on your company and situation. A company might also downsize to increase productivity by replacing workers with technology.Value Downsizing generally signals restructuring or change. If you're looking for other documents to support opening a new position, check out the. It is highly recommended that you insist your managers followthis process. Clause: Justification for the Request. We're paying close to that right now in overtime. Human resource planning begins with determining workforce needs: the levels, positions and numbers of people the organization needs to carry out its mission and objectives. This could be a broad assertion, such as saying that the resources you're requesting will help increase sales or cut costs.

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