Headcount planning software is a tool used by businesses to plan their workforce.
Many companies rely on spreadsheets for headcount planning. With software, all of the scenarios, approvals, hiring plans, employee information, and budgets are housed in a single software platform.
Headcount planning software should sync with your other employee data systems. Those include the Human Resources Information System (HRIS) and Applicant Tracking System (ATS). With these integrations, the headcount planning tool can remain up to date and accurate – without any manual work.
One of the most important elements of a headcount planning tool is that it is accessible and easy to use for all key stakeholders in the process. Most often, Finance, HR, Talent, and budget owners (i.e. hiring managers, team leads) are important contributors to workforce planning.
Unlike spreadsheets, a tool should enable these folks to plan their teams, track hiring, forecast budgets, and more with role-based access controls.
Headcount planning software is really helpful for companies to ensure their hiring plan stays on track.
Talent acquisition teams can easily monitor the progress of their recruitment plan and share updates with everyone who's part of the process, including hiring managers, finance, and executives.
This way, the whole team can track hiring in real-time with streamlined communication and collaboration.
The tool should also include ways for recruiters to be more efficient, as well. The most important thing is knowing which roles are approved and ready to hire. Headcount planning software organizes this information in a simple way so that recruiters only work on approved roles.
Companies that utilize headcount planning software are one step ahead when it comes to workforce planning.
These specialized tools can save up to 30 hours per month by automating busywork and keeping financial forecasts updated in real time.
Importantly, companies can become proactive rather than reactive when managing headcount. Because headcount is usually the biggest expense in the company, it’s critical to proactively track and forecast it. Accurate forecasts are the foundation of efficient growth.
Before you can get started with a headcount planning software, you should set goals for what the tool will help you achieve.
Do you want to save time? Do you need a more standardized process? Are you trying to forecast with greater accuracy? Do you need better workflows for your hiring managers?
Once you have clear goals framed, you can choose the tool that works best for your company.
Our customers typically are looking for the following outcomes:
Select a tool that matches the size and scope of your business, as well as provides features and functionalities that match your desired outcomes.
Consider things such as scalability, time-saving, data security, reporting capabilities, user experience, and customer support when making an informed decision.
Once you’ve made your selection, you will need to configure it for use. For our customers, this means connecting their HRIS and ATS, and uploading their existing headcount plan into the system.
In addition, it involves setting up user accounts and defining roles and permissions. This is a key functionality of TeamOhana’s system, as we’re able to provide highly customized views and capabilities based on each individual’s role in the system.
For example, only allowing people to see team members from their own department, or hiding salaries for certain users but not others.
One of the biggest benefits of headcount planning software is that it automates busywork. The next step is to get started implementing workflows that are going to help your team be more efficient.
Some of the common workflows in the TeamOhana system include:
It is important to take the time to thoroughly configure the system so it functions properly for current and future requirements.
Another great feature of headcount planning software is that it enables you to collaborate with all key stakeholders.
Ensure that these folks are trained in how to utilize it effectively. This will look different for each user.
Recruiters should learn how to do one-click job creation in the ATS. Department leaders should understand how to request headcount, track hiring, and manage their budget. Finance should know how to approve roles and use the headcount ledger to forecast in real-time.
When the tool is utilized properly, it creates seamless communication and collaboration with everyone on the team.
Headcount planning software is a powerful tool that all companies should be exploring in 2023. It enables you to track hiring progress, budget more accurately, eliminate busywork, and help build a more collaborative environment.
Not only will you save time in the short term, the long-term ROI is all about creating a more efficient, cross-functional, and proactive planning process. With all the features headcount planning software offers, there is no denying it should be integral to every business and its growth strategy.
TeamOhana’s platform has helped companies like Docker, Invoca, and Newsela save time and plan more efficiently. Schedule a demo to see how it works →