Skill: 1kalin/afrexai-workforce-planning (version 1.0.0)

# Workforce Planning Framework Build a data-driven workforce plan that aligns headcount, skills, and costs with business goals. Covers demand forecasting, gap analysis, succession planning, and contingent workforce strategy. ## When to Use - Annual or quarterly headcount planning - Post-merger workforce integration - Scaling teams for new product lines - Reducing labor costs without layoffs - Building succession pipelines for critical roles ## How It Works ### 1. Current State Audit Map every role against these dimensions: | Dimension | What to Capture | |-----------|----------------| | Headcount | Filled vs open vs frozen positions by department | | Skills inventory | Technical + soft skills rated 1-5 per employee | | Tenure risk | Years in role, flight risk score (low/med/high) | | Cost profile | Fully loaded cost (salary + benefits + overhead) | | Utilization | Billable/productive hours ÷ available hours | **Benchmark:** Fully loaded cost typically runs 1.25x-1.4x base salary (US), 1.3x-1.5x (UK/EU). ### 2. Demand Forecasting Three methods — use all three and triangulate: **Revenue-per-employee model:** ``` Required headcount = Target revenue ÷ Revenue per employee ``` - SaaS benchmark: $200K-$350K revenue per employee (2026) - Professional services: $150K-$250K - Manufacturing: $180K-$300K **Driver-based model:** ``` Support staff needed = (Projected customers × tickets/customer/month) ÷ tickets/agent/month Engineers needed = (Planned features × avg dev-weeks/feature) ÷ available dev-weeks/quarter ``` **Managerial span model:** ``` Managers needed = Total ICs ÷ Target span of control ``` - Engineering: 5-8 ICs per manager - Sales: 6-10 reps per manager - Support: 10-15 agents per manager ### 3. Gap Analysis For each department, calculate: | Metric | Formula | |--------|---------| | Headcount gap | Demand forecast - Current headcount - Pipeline hires | | Skills gap | Required skill level - Current avg skill level (by competency) | | Experience gap | Roles requiring 5+ years - Employees with 5+ years | | Diversity gap | Target representation - Current representation | | Budget gap | Required fully loaded cost - Approved budget | **Priority scoring:** ``` Priority = (Business impact × 3) + (Time to fill × 2) + (Availability risk × 1) ``` Each factor scored 1-5. Anything scoring 20+ gets immediate action. ### 4. Supply Strategies Match each gap to the right channel: | Gap Type | Strategy | Timeline | Cost Index | |----------|----------|----------|------------| | Critical skill, long-term need | Full-time hire | 45-90 days | 1.0x | | Critical skill, short-term need | Contract/freelance | 5-15 days | 1.5-2.0x | | Emerging skill, current team | Upskilling/reskilling | 3-6 months | 0.2x | | Leadership pipeline | Internal promotion + coaching | 6-12 months | 0.3x | | Volume scaling | Outsource/offshore | 30-60 days | 0.4-0.6x | | Repetitive tasks | AI agent automation | 2-8 weeks | 0.1x ongoing | **2026 stat:** Companies using AI agents for workforce tasks report 30-40% reduction in administrative HR workload (TimeTrex, Feb 2026). ### 5. Succession Planning For every critical role (role where vacancy causes >$50K/month revenue impact): - **Identify 2-3 internal successors** rated on readiness (ready now / 6 months / 12+ months) - **Build development plans** with specific skill gaps and training - **Set emergency coverage** — who steps in tomorrow if this person leaves? - **Track flight risk** quarterly — compensation competitiveness, engagement scores, tenure patterns **Key number:** Replacing a senior employee costs 100-200% of annual salary. Succession planning cuts this by 50-70%. ### 6. Contingent Workforce Strategy Map your workforce mix target: | Category | Typical % | Best For | |----------|-----------|----------| | Full-time employees | 70-80% | Core competencies, IP, culture | | Contractors/freelancers | 10-15% | Specialized skills, surge capacity | | Outsourced teams | 5-10% | Non-core operations, scale | | AI agents | 5-15% | Data processing, scheduling, reporting | **Compliance flags:** - IRS 20-factor test (US) — misclassification penalties up to $50/filing - IR35 (UK) — inside/outside determination required before engagement - EU Working Time Directive — applies to some contractor arrangements ### 7. Annual Workforce Plan Template ``` WORKFORCE PLAN — [COMPANY] — [YEAR] Executive Summary: - Current headcount: [X] - Planned end-of-year headcount: [Y] - Net change: [+/- Z] - Total labor budget: $[amount] - Key risks: [top 3] Department Plans: [For each department] - Current: [X] FTEs, [Y] contractors - Planned: [X'] FTEs, [Y'] contractors - Key hires: [role, level, Q target] - Skills to develop: [skill, # employees, program] - Automation opportunities: [task, estimated savings] - Budget: $[amount] (+/-% vs current) Succession Pipeline: - Critical roles at risk: [count] - Roles with ready-now successor: [count] ([%]) - Development investments needed: $[amount] Contingent Workforce: - Current mix: [X]% FTE / [Y]% contractor / [Z]% outsourced - Target mix: [X']% / [Y']% / [Z']% - Estimated savings from mix optimization: $[amount] ``` ### 8. Quarterly Review Cadence | Quarter | Focus | |---------|-------| | Q1 | Full plan build, budget approval, hiring roadmap | | Q2 | Mid-year check — actual vs plan, adjust for business changes | | Q3 | Succession review, performance calibration, retention risk | | Q4 | Next-year demand forecast, budget submission, strategic shifts | **Each review should answer:** 1. Are we on track with hiring plan? (within 10% = green) 2. Any critical roles unfilled >60 days? 3. Has business direction changed enough to reforecast? 4. Are we spending within 5% of labor budget? 5. Any retention risks that need immediate action? ## Resources - [AI Revenue Leak Calculator](https://afrexai-cto.github.io/ai-revenue-calculator/) — Find where AI agents can reduce workforce costs - [AI Agent Context Packs](https://afrexai-cto.github.io/context-packs/) — Industry-specific frameworks ($47/pack) - Recruitment Pack: hiring pipelines, candidate scoring, interview frameworks - Professional Services Pack: utilization tracking, capacity planning, resource allocation - [Agent Setup Wizard](https://afrexai-cto.github.io/agent-setup/) — Deploy workforce automation in minutes - **Bundles:** Pick 3 for $97 | All 10 for $197 | Everything Bundle $247


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