Workforce planning and skills management: definition and guide

In a constantly evolving environment, businesses face major challenges in adapting to technological, economic, and social changes. Workforce planning and skills management (GPEC) is a strategic approach that allows organizations to anticipate their skills and staffing needs in order to support their objectives. This guide offers a comprehensive approach to implementing effective workforce planning, using the right tools and involving your employees.

What is workforce planning and skills management?

Workforce planning (GPEC) is a management approach that aims to align human resources with the company's strategy. It involves anticipating changes in jobs and skills in order to implement appropriate actions. The objective is to reduce the gap between current employee skills and those required in the future, taking into account changes in the economic, technological, and social environment.

Workforce planning (GPEC) enables skills development, professional mobility management, and the adaptation of staffing levels to future needs. It involves implementing action plans such as professional training, internal recruitment, and the reorganization of work structures.

What is the difference between GPEC and GEPP?

Workforce planning (GPEC) and career path management (GEPP) are closely related concepts. GEPP is an evolution of workforce planning, focusing on employees' career paths. It incorporates a more individualized dimension, considering employees' aspirations and supporting their professional development within the company.

The GEPP aims to build tailored career paths by offering personalized development plans and encouraging internal mobility. In this way, it contributes to career management and talent retention.

Is GEPP mandatory?

According to the French Labor Code, companies with more than 300 employees are legally required to negotiate a workforce planning agreement (GPEC) every three years. This agreement must define the implementation procedures, employee support measures, and the conditions for internal and external mobility. For companies with fewer than 300 employees, workforce planning is not mandatory, but it remains strongly recommended to anticipate needs and optimize human resources.

What is the difference between budgetary management and forecasting management?

Budgetary management involves the planning and control of a company's financial resources. Its aim is to optimize spending and ensure the profitability of operations. Workforce planning, on the other hand, focuses on human resources. Its objective is to anticipate staffing and skills requirements to support the organization's strategy.

The two approaches are complementary: good budget management makes it possible to finance the actions planned within the framework of workforce planning, such as training or recruitment.

How to assess skills needs in a company?

Assessing skills needs is a key step in workforce planning. Here are the main steps to achieve this:

• Analysis of the current situation: Conduct a skills assessment of your employees. Use job descriptions and a skills framework to identify key skills.
• Identifying future needs: Anticipate labor market trends, technological innovations, and organizational changes. Define the skills that will be required in the future.
• Determining gaps: Compare current skills with those required in the future to identify gaps.
• Action planning: Develop a skills development plan, including training, mobility or internal recruitment actions.

Management tools such as an HRIS (Human Resources Information System) can facilitate this process by centralizing information and ensuring regular monitoring.

What HR tools are available for workforce planning?

The success of workforce planning relies on the use of appropriate HR tools. Here are the main ones:

• Skills framework: It details the skills required for each position and serves as a basis for employee evaluation.
• Job mapping: It offers a comprehensive view of jobs within the company, facilitating internal mobility and career development.
• HRIS: This IT tool centralizes HR data, facilitates the monitoring of skills, training and annual reviews.
• Training plan: It groups together the professional training actions to be put in place to develop the identified skills.
• Job descriptions: These define the duties, responsibilities, and skills required for each job.

A management tool can help you optimize your workforce planning by integrating these different modules and facilitating decision-making.

How to support change with workforce planning?

Implementing workforce planning often involves changes within the company. To successfully navigate this transition, it is essential to support the change process:

• Communication: Inform your employees about the challenges of workforce planning, the objectives, and the expected benefits.
• Participation: Involve employees in the process, gather their suggestions and promote a participatory approach.
• Training: Offer professional training activities to develop the new skills needed.
• Internal mobility: Encourage internal career development to meet the needs of the company and the aspirations of employees.
• Personalized follow-up: Set up regular meetings to support each employee in their professional development.

By adopting this approach, you will encourage the involvement of your teams and create a social climate conducive to change.

The challenges of workforce planning for the company

Workforce planning (GPEC) presents several major challenges for the company:

• Anticipating changes: Faced with technological and economic developments, workforce planning allows us to anticipate and adapt quickly.
• Resource optimization: By developing skills internally, the company reduces costs related to external recruitment and enhances its human capital.
• Improving working conditions: By adapting the organization of work, workforce planning contributes to improving working conditions and employee well-being.
• Compliance with labor law: Workforce planning allows compliance with labor law and applicable collective agreements.
• Reducing recruitment difficulties: By anticipating needs, you avoid skills shortages in the labor market.

Workforce planning tools to reduce recruitment difficulties

The workforce planning approach incorporates tools to reduce recruitment difficulties:

• Talent management: Identify and develop internal talent to fill key positions.
• Internal recruitment: Promote internal mobility before resorting to external recruitment.
• Job analysis: Study jobs in depth to match the profiles sought and the skills required.

The community dimension in workforce planning

Workforce planning can also incorporate a community dimension by taking into account interactions with the professional sector and the local area:

• Partnerships: Collaborate with local stakeholders, training centers and institutions to adapt your needs to market realities.
• Social responsibility: Engage in actions that promote employment and skills development at the local level.

The role of human resource management in workforce planning

Human resources management is at the heart of workforce planning:

• Management approach: HR leads the implementation of workforce planning, coordinates actions and ensures follow-up.
• Skills management: It is responsible for the assessment, development and enhancement of employee skills.
• Recruitment process: HR optimizes the recruitment process by aligning the needs identified by workforce planning with the profiles recruited.

Workforce planning and skills management is an essential tool for companies wishing to anticipate changes and optimize their human resources.

By adopting a structured approach, involving key stakeholders and using the right tools, you can meet current and future challenges.

Consider using innovative solutions to facilitate the implementation of your workforce planning and improve skills monitoring.

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