Drafting A Staffing Plan For Your Organization

Drafting a Staffing Plan for Your OrganizationBy: Mary PeabodyYour organization may never have all the money or time it needs to fully realize its mission, but thatdoes not stop you from trying. Likewise, the fact that you do not have all the resources that you need inhand should not stop you from having a staffing plan in place. What happens when we can’t affordall these positions? What is a staffing plan?First, keep in mind that not all the positionsA staffing plan is a “map” that outlines thewill require a full time commitment. It maystaffing requirements of your organization.be possible to bundle key functionsWho do you need on staff and what typestogether so that a single position is coveringof tasks would be getting done? A staffing2-3 key functions. Also, it is possible thatplan is not necessarily what yoursome key functions can be handled by aorganization looks like right now, but whatvolunteer or a committee of the board.it could look like if all the critical functionsIdeally, your staffing plan would cover yourwere being attended to.organization for 2-3 years. When anopportunity to add staff arises, you can act What are the advantages of having aquickly and with confidence.staffing plan?Opportunities often arise unexpectedly; in Who should draft this staffing plan?order to be able to act on an opportunityThe broader the participation in thisquickly, it is useful to have a plan in place. Aprocess, the better the final result.second important reason to enable theMinimally, input should be collected fromorganization to make good staffingcurrent staff, board members, and keydecisions, for example, hiring on emotionstakeholders. With that input, a small teamrather than on the needs of theshould be able to pull together a draft planorganization. Often smaller organizationsin a short time.are tempted to promote someone fromwithin the organization without considering How do we get started drafting ourthe needs of the position or thestaffing plan?consequences if that decision does notAs with most activities of your organization,work out successfully. While this strategy isyou begin with the mission. What businessunderstandable, it is often not in the bestare you in? Who do you serve? Knowinginterest of the organization or thewho your customer is can help you identifyindividual.what types of staff you need on board. Youwill also need to consider the key functionsthat keep your organization afloat. Ifcommunicating with your clients/membersis a critical activity, then you need someoneIssued in furtherance of Cooperative Extension work, Acts of May 8 and June 30, 1914, in cooperation with the United States Department ofAgriculture. University of Vermont Extension, Burlington, Vermont. University of Vermont Extension and U.S. Department of Agriculture,cooperating, offer education and employment to everyone without regard to race, color, national origin, gender, religion, age, disability,political beliefs, sexual orientation, and marital or familial status. August 2011.

UVM Extension’s Building Capacity Project: Drafting a Staffing Planwho is in charge of communications. If youneed to raise money to operate, then youmay need a fundraiser. If your organizationrelies on volunteers, then a volunteermanager should be part of your staff.Developing your staffing plan is not an exactscience and there is no ‘right’ or ‘wrong’way to approach it. Like most planning, it isnever fully finalized and you should revisityour staffing plan on a regular basis.Circumstances will change over time andthose changes may impact your staffingneeds.The table on the following page is for you to begin identifying your staffing needs and how they arecurrently being met. Function should include any task category that is necessary to your organization’s operations.Hours/week should include an approximate range of the hours that task requires. You may wishto include a range for some tasks. If a task is specific to a certain time of the year, then make anote of the number of hours over what period of time.Primary person refers to who most often is responsible for this task.Importance of task details whether the task is critical to meeting the mission (C)-these are the tasks which the organization exists to do; (OS)-Organization Support includes tasks that must be done in order for theorganization to function (accounting, grant writing, fund-raising, etc.); (I)-Important includes other types of tasks not covered in the other categories.If there are tasks that do not belong in any of these categories, just leave them blank for now, you canrevisit them in later drafts. Estimated cost is the actual cost to the organization of having that activitydone. This includes salary/benefits but may also include office equipment, internet access, telephoneexpenses, etc.Issued in furtherance of Cooperative Extension work, Acts of May 8 and June 30, 1914, in cooperation with the United States Department ofAgriculture. University of Vermont Extension, Burlington, Vermont. University of Vermont Extension and U.S. Department of Agriculture,cooperating, offer education and employment to everyone without regard to race, color, national origin, gender, religion, age, disability,political beliefs, sexual orientation, and marital or familial status. August 2011.

UVM Extension’s Building Capacity Project: Drafting a Staffing PlanFunction:[Ex. Marketing; OfficeManagement;Fundraising; Outreach;communications; etc.]Hours/Week*[Low-High]*note seasonal orinfrequent tasks whereapplicablePrimary Person:Who is the personresponsible for thisfunction now? [B BoardMember; V volunteer;C Paid Consultant;S Staff; N No one]RelativeImportance :Of task to organization:C Critical to mission;I Important;OS OrganizationalSupportEstimated Cost:( /year) for thisfunction. [Note: thisshould includesalary/wage benefits (ifany), office space,operating money, etc.]Notes:Issued in furtherance of Cooperative Extension work, Acts of May 8 and June 30, 1914, in cooperation with the United States Department of Agriculture. University of Vermont Extension, Burlington,Vermont. University of Vermont Extension and U.S. Department of Agriculture, cooperating, offer education and employment to everyone without regard to race, color, national origin, gender,religion, age, disability, political beliefs, sexual orientation, and marital or familial status. August 2011.

UVM Extension’s Building Capacity Project: Drafting a Staffing PlanRelated Functions:Combine functions thatwould require a similarskill set from theprevious tableJob 1-Total hours/week:Who wouldsupervise thisposition?Added cost to theorganization?Advantages to theorganization:Priority:Rank these positions ashigh-medium-low.[Reference thesepriorities when budgetsand strategic plans arebeing developed].Issued in furtherance of Cooperative Extension work, Acts of May 8 and June 30, 1914, in cooperation with the United States Department of Agriculture. University of Vermont Extension, Burlington,Vermont. University of Vermont Extension and U.S. Department of Agriculture, cooperating, offer education and employment to everyone without regard to race, color, national origin, gender,religion, age, disability, political beliefs, sexual orientation, and marital or familial status. August 2011.

UVM Extension’s Building Capacity Project: Drafting a Staffing PlanThe Next Step:Working from the chart on the previous page, you can now begin to identify where certainfunctions might be combined with other functions to create a position, by using the chart onthe previous page. Do this carefully however, since there are skill sets and functions that do notusually combine easily. For example, a web designer usually has a specific set of skills thatmight not combine well with say, bookkeeping. On the other hand, a communications personmight make a great volunteer coordinator.You should also be able to identify where you need staff vs. where you might be able to useindependent contractors. The Internal Revenue Service (IRS) has some strict guidelines in thismatter so we suggest that you first review Publication 15-A Employer’s Supplemental Tax Guideat: http://www/irs.gov/pub/irs-pdf/p15a.pdf for more information before making finaldecisions. As a general rule of thumb, if hours are less than 10/week and the skills required arenot a direct fit with the mission and/or require specialized training, then contracting for thoseservices is probably a good choice(provided you have reviewed the IRS guidelines and there isno reason to believe that work should be considered employment).Related Resources:The following resources are related to hiring, training and evaluating your organization’semployees. These resources and more are located at the UVM Extension Building Capacitywebsite: acity/ Now I Get It! More from Staff ildingcapacity/?Page webinars staff.html#web1Writing a Position /buildingcapacity/?Page tools.htmlCombining Inspiring Leadership With Effective buildingcapacity/?Page tools.htmlLaying the Foundation Through Mission and dingcapacity/?Page tools.htmlHiring, Managing & Terminating Employees and Volunteers: Basic Legal ingcapacity/?Page webinars staff.html#web2Issued in furtherance of Cooperative Extension work, Acts of May 8 and June 30, 1914, in cooperation with the United States Department ofAgriculture. University of Vermont Extension, Burlington, Vermont. University of Vermont Extension and U.S. Department of Agriculture,cooperating, offer education and employment to everyone without regard to race, color, national origin, gender, religion, age, disability,political beliefs, sexual orientation, and marital or familial status. August 2011.

A staffing plan is a “map” that outlines the staffing requirements of your organization. Who do you need on staff and what types of tasks would be getting done? A staffing plan is not necessarily what your organization looks like right now, but what it could look like if all the critical functions were being attended to. What are the .File Size: 301KBPage Count: 5Explore furtherSample Staffing Plan - Bureau of Primary Health Carebphc.hrsa.govHow to Create a Staffing Plan: A Step-By-Step Guide The .www.fool.comStaffing Plan Templateimages.template.netExamples of a Staffing Plan Your Businessyourbusiness.azcentral.comStaffing Agency Business Plan [Sample Template for 2021]www.profitableventure.comRecommended to you b