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Establishing good management practices through your staffing software
Resource management

Establishing good management practices through your staffing software

Agathe Placet
Content manager
September 28, 2023
4 min

As you already know, staffing is an essential element in the proper functioning of a business. Indeed, staffing management is sometimes complex, but well managed, it will be the engine of your performance.

Here are some best practices observed to help you optimize your staffing process:

Define your staffing rules

First of all, it is necessary to lay clear staffing rules to ensure smooth coordination between staffing managers and employees. But what does “clear” mean? Each actor involved must understand their role, but also their rights and duties in the process. Project managers should be required to make staffing requests at least 48 hours before the start of the project, to avoid having it rejected or not processed.

Let's say your employees are working on several projects at the same time. Without well-defined rules, the distribution of resources could quickly turn into chaos. To remedy this potential chaos, the implementation of best practices is necessary. This may involve using staffing tools, setting clear priorities for each project, and setting preparation deadlines for each task and project.

By setting preparation deadlines, you avoid unnecessary emergency situations, to make way for better use of available resources and more effective project execution.

For their part, staffing managers must acknowledge receipt of the request within half a day and provide a response within two working days. A good practice would therefore be to conduct staffing on commercial opportunities prior to signing. This procedure creates a working environment that facilitates communication and decision-making.

Appoint one or more staffing managers

Staffing requires a dedicated person (or team) to manage this process effectively. Several options are available to you, there are 5 main ones:

The full-time staffing manager

This mode of organization implies that one (or several) employees are hired full time on staffing management missions. Generally, these profiles deal with a defined perimeter: a business unit, an agency, a staff of consultants...

The part-time staffing manager

This mode of operation assumes that one or more employees are responsible, at various levels, for the management of staffing in the company (in addition to the missions on their job description).

The staffing manager is the project manager

Under this mode of organization, project managers and managers assign consultants directly to the projects for which they are responsible, according to their needs at the moment. They select employees within their business units and create their project teams independently.

The staffing manager is the business engineer or the salesperson

In ESNs, sales representatives and business engineers are in charge of staffing. They manage the entire chat channel with the customer.

The responsibility for staffing changes hands

In this mode, one or more people in the company (small size) are responsible for managing staffing in addition to their activity, for a limited period of time (6 to 18 months). This mode is based on “delegation” and the designated officials must be real Swiss Army knives.

To choose the best option, you must take into account several variables such as the size of your business, the complexity of your projects and even your corporate culture.. Making the right choice when it comes to managing staffing can make all the difference between a harmonious and productive team and a chaotic work environment. So, take the time to properly assess your needs and resources before making this crucial choice for the success of your projects and the satisfaction of your employees.

Create your internal staffing ritual

Setting up a regular staffing ritual is also an excellent practice. Whether you opt for weekly or bi-monthly staffing committees, or whether you decide to manage staffing requests from managers “on the fly”. A staffing ritual will ensure better coordination and better preparation for the provisional staffing of the coming month. Why not consider having a staffing meeting every first Monday of every month?

The purpose of these regular meetings is to provide an opportunity to readjust resource needs and reassess priorities as the project evolves. This ritual becomes a kind of “checkpoint” that facilitates communication between the various parties.

For example, at Napta, for companies with more than 1000 employees, only 10% hold staffing meetings every week. Whereas for companies between 75 and 1000 employees, 72% of them hold weekly meetings.

Involve your managers and employees

Finally, the involvement of managers and employees in the staffing process makes a huge difference. Managers could suggest collaborators when requesting staffing, and collaborators could have access to incoming business opportunities to visualize upcoming opportunities.

It is also interesting to offer employees the opportunity to express their interest and highlight their skills (LINK: What is the place for skills mapping in staffing?) for a project via a “likes” system, or give them access to pre-staffings before their final validation. These small touches make employees more engaged and valued, because they give them a sense of control and ownership of their work.

To remember

  • Establishing clear rules and deadlines for staffing requests and responses allows for better coordination.
  • Having one or more dedicated staffing managers ensures more effective management.
  • The establishment of regular staffing rituals promotes optimal coordination and preparation.
  • The engagement of managers and employees in the process reinforces the sense of belonging and optimizes resources.
  • Customizing the staffing process to match the culture and specific needs of your organization is crucial.

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 paperWhat metrics should you follow to properly manage your staffing and improve your decision-making?”

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