Understand the essentials of building a staffing plan that aligns with your objectives. Gain insights on effective workforce planning and recruitment strategies.
In today’s ever-changing world, having a clear plan for your team isn’t just helpful — it’s necessary. A staffing plan is a straightforward way to connect your hiring, employee growth, and company values with your bigger business goals. In this guide, we’ll break down how to create a staffing plan that actually works, so you’re ready for whatever comes next.
What is a staffing plan?
A staffing plan is a simple roadmap that helps you figure out what your team looks like now, what it should look like in the future, and how to bridge the gap. It goes beyond counting heads—it’s about understanding which skills you have, which you need, and how to find or grow the right talent.
When done well, a staffing plan ensures the right people are in the right roles, helping your business stay ahead, expand, and hit its goals.
Key elements of a staffing plan
To understand staffing plans, let’s break down the core components:
- Current workforce analysis: Know who’s on your team and what they bring to the table
- Future needs forecasting: Predict what roles and skills you’ll need as your company grows
- Gap analysis: Identify where there are skill shortages or overlaps
- Recruitment strategy: Plan how you’ll fill open roles — whether through hiring or promoting from within
- Training and development: Upskill current employees to meet evolving needs
Why is a staffing plan important?
A staffing plan isn’t just a document — it’s a game plan for your company’s future. Here’s how it helps:
It connects your team’s growth to your business goals
A good staffing plan makes sure hiring and employee development are in step with your company’s bigger moves, like launching new products or entering new markets. HR should work closely with managers to spot these opportunities. Say you’re expanding into a new city — your staffing plan will map out how to find, hire, and train the right people to make that move a success.
It helps avoid skill gaps and high turnover
Nobody likes being short-staffed. A staffing plan helps you spot missing skills early, so you can fill gaps before they slow you down. It also helps reduce turnover by giving employees a clear path forward, whether through training, promotions, or new opportunities.
It makes hiring smoother and saves money
Hiring can be expensive and time-consuming. A good staffing plan helps you hire smarter by focusing on what your team really needs. It also cuts costs by reducing last-minute hiring and helping teams work more efficiently.
It supports employee engagement
A staffing plan isn’t just about filling seats — it’s about building a team that works well together. When employees feel like they’re in the right roles and have room to grow, they’re more likely to stay motivated and engaged.
How to create a staffing plan
There’s no one-size-fits-all approach, but here are seven practical steps to get you started:
1. Define your business and team goals
Start by looking at where your company is headed. Are you growing? Launching a new product? Seasonal hiring? Your staffing plan should reflect these goals and outline what roles and skills you’ll need.
2. Take stock of your current team
Look at your existing employees. What skills do they have? Where are the gaps? Tools like the Great Place To Work Trust Index Survey can help you understand how your team feels about leadership, culture, and their day-to-day work.
3. Spot the gaps
Once you know where you stand, figure out where you’re falling short. Are you missing future leaders? Lacking technical skills? Identifying these gaps early lets you plan for training or new hires.
4. Pay attention to the outside world
Stay on top of job market trends, industry shifts, and new regulations. For example, if unemployment is low, it might be harder to find skilled workers. Knowing this helps you adjust your hiring strategies.
5. Forecast future needs
Based on your goals and market trends, predict what roles you’ll need to fill and when. This helps you stay ahead and avoid scrambling to hire last minute.
6. Build a hiring strategy
Decide how you’ll fill roles — whether by promoting from within, hiring externally, or developing a talent pipeline. Companies with strong employer branding tend to attract better candidates. In fact, our 2023 survey showed that 76% of job seekers prefer to work for a Great Place To Work® Certified™ company.
7. Invest in training and development
Don’t forget about your current team. Upskilling and leadership programs can fill gaps and help employees grow. Mentoring programs and creating a fair path for promotions also boost retention.
Common challenges when creating a staffing plan
Even with the best intentions, building a staffing plan can come with hurdles. Here are some common challenges and how to tackle them:
Inaccurate forecasting
Predicting future staffing needs isn’t always easy. Market changes, new technology, or unexpected growth can throw off your plans. To minimize risk, revisit your staffing plan regularly and adjust as needed.
Resistance to change
Introducing a new staffing plan can sometimes face pushback from employees or managers. Clear communication about the benefits and involving team leaders early in the process can help ease the transition.
Budget constraints
Hiring and training can be costly. Align your staffing plan with your budget by prioritizing the most critical roles and exploring cost-effective training solutions.
Tips for maintaining an effective staffing plan
Creating a staffing plan isn’t a one-and-done task. Here’s how to keep it working for you:
- Review regularly: Check in on your staffing plan quarterly or during major business shifts
- Stay flexible: Be ready to adapt as business needs change
- Gather feedback: Regularly ask managers and employees how the plan is working and make improvements as needed
What are the benefits of a staffing plan?
A solid staffing plan can:
Keep your team balanced
It helps avoid overstaffing or understaffing, keeping your team running efficiently.
Cut costs
Planning ahead reduces last-minute hiring and overtime costs, saving time and money.
Boost employee happiness
When employees feel supported and see growth opportunities, they’re more engaged and less likely to leave.
Prepare for the future
Staffing plans help spot future leaders and provide clear career paths, ensuring your company has a steady talent pipeline.
Strengthen your company culture
A good plan makes sure new hires fit not just the role but also your core company values—like the values we champion here at Great Place To Work: Excel, Care, One Team One Mission, Curiosity, and Integrity.
Real-life examples of successful staffing plans
How IDOC used Certification to supercharge its staffing strategy
IDOC, a healthcare company with just 30 employees, faced a common challenge: standing out to job seekers in a crowded market. Competing with larger, well-known companies for top talent wasn’t easy — and with ambitious growth goals, IDOC needed a smart staffing plan to expand its team.
In 2021, they found the perfect solution. As part of their recruitment strategy, IDOC pursued — and earned — Great Place To Work Certification™. But it wasn’t just about adding a badge to their careers page (though it did look great there, and at their event booths and on marketing materials). It was about what that badge signaled to potential hires: We care about our people, and it shows.
And it worked — exactly as planned.
Job seekers began mentioning the Certification in interviews. It gave IDOC instant credibility — the kind usually reserved for bigger brands. Within a year, IDOC nearly doubled its team to 57 employees. Even better? A remarkable 90% of new hires said the Certification played a big role in their decision to join.
IDOC continues to maintain its Certification year after year, ensuring its staffing strategy stays strong and its employer brand remains a magnet for top talent. It’s still a Great Place To Work customer today — and it’s still growing.
A simple badge. A strategic move. A staffing plan that paid off.
How The Breakers transformed retention with a smart staffing plan
The hospitality industry is notorious for high turnover. But The Breakers Palm Beach, Inc., a family-owned business with 2,400+ employees, approaches staffing differently. Rather than cycling through endless recruitment, it focuses on building long-term careers. Employee longevity isn’t just a goal — it’s part of The Breakers’ identity.
To make that vision a reality, it needed a staffing plan tailored for retention, not replacement. Instead of relying on constant hiring, the HR team focuses on making sure their employees feel cared for and using data to uncover what keeps employees engaged. For example, based on employee feedback, the resort developed a financial wellness program that offered hands-on education, one-on-one advising, and easy-to-access planning tools.
The impact speaks for itself. The U.S. Bureau of Labor Statistics reports an average hospitality industry retention rate of 41%. At The Breakers, it’s 88%. By prioritizing employee well-being and showing true care, it created a workplace where people choose to stay.
This is how a people-focused and data-driven staffing plan can create a supportive environment that reduces turnover and enhances overall company performance.
Building a team that supports your success
A staffing plan is more than a hiring tool — it’s a roadmap for building a strong, engaged team that helps your business thrive. By planning thoughtfully and focusing on your company’s unique needs and culture, you can create a workforce that’s ready for whatever comes next.
Want to dive deeper? Try our employee engagement survey tool to get started.
