Strategic Workforce Planning Template
Current & future workforce analysis
Instructions
1. Fill in the required information in the first section for an overview of the organization's current workforce.
2. In the next section, list the existing roles in the organization and fill in the relevant job details for each one.
3. In the third and final section, detail the organization's future workforce needs based on ongoing and anticipated challenges.
Existing departments
Department Team size Job title Employee name Contract type Contract hours Reporting to Start date Email address
Number of hours the Date on which the
Different departments Total headcount in each Official designation of Name of each employee, Type of current contract employee works each Name of the employee's employee's first contract Employee's work email
across the organization department each employee as stated on their contract the employee signed week, according to their line manager with the organization address
contract began
Engineering Permanent / full-time
Engineering Part-time
Engineering Fixed term
Finance Temporary
Finance Casual
Finance Internship
Marketing Apprenticeship
Marketing Permanent / full-time
Marketing Part-time
Operations Fixed term
Operations Temporary
Operations Casual
Sales Internship
Sales Apprenticeship
Sales Permanent / full-time
Existing roles & job descriptions
Department Employee name Job title Seniority Reporting to Start date Tenure Current status
Date on which the How long the employee
Employee's level of
Different departments Name of each employee, Official designation of Name of the employee's employee's first contract has been employed at the Employee status (e.g., full-
seniority in the
across the organization as stated on their contract each employee line manager with the organization organization (in years and timer, contractor, etc.)
organization
began months)
Engineering Entry-level Full-time
Engineering Mid-level Part-time
Engineering Senior Contractor
Finance Entry-level Temp
Finance Mid-level Freelance
Finance Senior Trainee
Marketing Entry-level Intern
Marketing Mid-level Full-time
Marketing Senior Part-time
Operations Entry-level Contractor
Operations Mid-level Temp
Operations Senior Freelance
Sales Entry-level Trainee
Sales Mid-level Intern
Sales Senior Full-time
Future workforce needs
Internal factors External factors Future skills analysis
Anticipated changes to Annual employee Anticipated changes to New skills and
Projected growth Economic trends Industry-related factors
processes turnover rate technology competencies required
Changes in business Turnover rate (annual) =
The estimated increase in The expected changes / Skills and competencies
processes that would #Terminates (annual)/ # Economic trends (e.g., Factors unique / specific to
revenue, profits, and additions to the lacking in the workforce
impact future workforce Employees at the unemployment, recession the industry in which the
market share over the next organization's current tech that the organization
needs (e.g., a shift from beginning of the annual or GDP growth) organization operates
X months / years to support its growth needs to support its goals
fully remote to hybrid) period
Contact number
Employee's phone number
on file
Skills Gap Analysis Template
Key skills & competencies
Instructions
1. Fill in the name of the team.
2. Enter the team's required skills and briefly describe each skill.
3. Rate the skill's importance on a scale of 1 to 5 based on the first table on the right-hand side.
4. Rate the skill level required on a scale of 1 to 5 based on the second table on the right-hand side.
TEAM
Skill / Competency Skill description Skill importance Required skill level Skill importance levels
Mastery of Customer Relationship Management tools to
CRM proficiency track interactions, manage leads, and analyze sales 4 Rating Meaning
metrics.
Utilizing software and methodologies to interpret sales Not important: Peripheral to the job; 'nice to have' but
Sales analytics data, forecast trends, and set targets.
3 1
not essential.
Comprehensive understanding of product details,
Somewhat important: Occasionally useful but not
Product knowledge specifications, and benefits to effectively communicate 4 2
central; improves results in certain cases.
value to potential customers.
Moderately important: Regularly used; expected for the
Skill 4 3
role.
Very important: Frequently used so absence hinders
Skill 5 4
performance; defining for the role.
Critically important: Indispensable for primary
Skill 6 5
responsibilities; must-have for the job.
Skill 7
Skill 8
Skill 9
Skill 10
Skill level requirements
Rating Meaning
Novice: Limited understanding of the skill. Requires
1
significant guidance and is in the early stages of learning.
Basic: Has foundational knowledge but lacks hands-on
2 experience. Can perform simple tasks with some
assistance.
Competent: Comfortable with the skill. Can perform tasks
3 independently but may require occasional guidance for
complex challenges.
Proficient: Strong understanding with extensive hands-
4 on experience. Can handle complex tasks and resolve
issues effectively.
Expert: Mastery of the skill. Recognized as a go-to
5
person for challenges and can guide or train others.
Skills Gap Analysis Template
Team skills gap analysis
Instructions
1. Fill in the name of the team.
2. Enter the names and roles of the team members.
3. The skills will be filled in automatically based on the Key Skills & Competencies tab. Delete the formula to fill in the skills manually.
4. Rate employees' skill levels on a scale from 1 to 5 based on the table on the right-hand side.
5. Average and total scores will be calculated automatically.
6.Once completed, review the table to evaluate skills gaps, and recommend next steps.
Team
Date
Overall skill level Overall skill level Comments and next Comments and next
Employee name Role CRM proficiency Sales analytics Product knowledge
(average) (total score) steps steps
Enroll in a specialized sales
analytics course, focusing on
Joshua Smith Junior Sales Representative 3 9 4 N/A 2 3
tools like Tableau or Power
BI.
Average will be calculated
Employee 2 0
automatically
Average will be calculated
Employee 3 0
automatically
Average will be calculated
Employee 4 0
automatically
Average will be calculated
Employee 5 0
automatically
Comments and next Comments and next Comments and next Comments and next Comments and next
Skill 4 Skill 5 Skill 6 Skill 7
steps steps steps steps steps
Schedule and attend 6
biweekly training sessions
with the product
development team.
Comments and next Comments and next Comments and next
Skill 8 Skill 9 Skill 10 Skill levels
steps steps steps
Rating Meaning
Novice: Limited understanding of the skill. Requires
1
significant guidance and is in the early stages of learning.
Basic: Has foundational knowledge but lacks hands-on
2 experience. Can perform simple tasks with some
assistance.
Competent: Comfortable with the skill. Can perform tasks
3 independently but may require occasional guidance for
complex challenges.
Proficient: Strong understanding with extensive hands-
4 on experience. Can handle complex tasks and resolve
issues effectively.
Expert: Mastery of the skill. Recognized as a go-to
5
person for challenges and can guide or train others.
Not applicable Not applicable: The skill is not applicable to the role.
Skills Gap Analysis Template
Training needs analysis
Instructions
1. Review the example data in this table.
2. Go to the "Empty Training Needs Analysis Template" tab and fill in your own data for the goals, job behaviors, skills and knowledge
and their levels, need for training, and training recommendations.
Job for analysis Email Marketing Executive
Skills/ Knowledge Training
Goal Job behaviors Skills / Knowledge Need for training
level recommendations
What are the levels of the
Which job behaviors required skills and What type of training is
What organizational goal Which skills and knowledge components are required to display the relevant What is the level of need
contribute to achieving this knowledge on a scale of 1- needed to close the skills
are we trying to achieve? behaviors? for training?
goal? 5 (1 = lowest, 5 = and knowledge gaps?
highest)?
Conducting market research: Collecting and analyzing a
Skill 4 Low Online training course
variety of relevant data.
Email copywriting: Aligning email campaigns with key
Skill 4 Low Online training course
company messaging.
1. Understanding customer A/B testing: Conducting A/B tests, then analyzing and acting
Knowledge 3 Moderate 2-day intensive training course
on the results.
behavior: Making sense of
customers' buying habits and
patterns, and factors
influencing this behavior.
Increase email conversion Email automation: Working knowledge of segmentation and
Knowledge 5 None
rate from 3% to 4% workflows.
2. Making data-informed
improvements:
Ability to analyze and use
data to make decisions that Data interpretation: Interpreting data to determine actionable
will support the goal. Skill 5 None
insights.
Data communication: Presenting findings to communicate
Skill 3 Moderate Workshop
their value to colleagues and managers.
Email analytics: Working knowledge of how to monitor and
Knowledge 4 Low Online training course
analyze email metrics.
Strategic Workforce Planning Template
Simple succession planning template
Instructions
1. Determine the specific job title, current position holder, and the timeline for succession planning.
2. List key competencies required for the role, identify potential succession candidates, and rate their readiness.
3. Outline a development plan for candidates, set performance metrics and KPIs, and establish a monitoring process.
For a more detailed template, you can check out our Resource Library.
Position for Current position Succession planning Succession Succession Performance metrics Type of performance
Key competencies Readiness rating
succession holder timeline candidates development plan and KPIs monitoring
Rating system (0-10) to
assess candidate's KPIs used to evaluate the
Person currently Steps to implement to Process for tracking
Specific position or job title Timeline for identifying, Essential skills and Individuals selected as readiness for the role effectiveness of the
occupying the role develop candidates' skills candidates' progress, and
the succession plan is assessing and preparing qualifications required for potential candidates for (based on qualifications, succession plan and the
covered by the succession and prepare them for the offering feedback and
intended for candidates for the position the position the position experience, skills, current candidate's performance
plan position coaching as necessary.
performance, and in the role
development plan)
Strategic thinking, decision Revenue growth, customer
Executive leadership Quarterly performance
CEO John Smith 12 months making, leadership, financial [Enter name/s] 9 satisfaction, employee
training, mentorship program reviews
acumen engagement, cost control
COO [Enter name] [Enter timeline] [Enter key competencies] [Enter name/s] [Enter rating]
Director of Finance
Head of IT
Human Resources Director
[Enter position]
[Enter position]
Emergency contact
Designated contact person
or group for emergencies
Board of Directors
Strategic Workforce Planning Template
Workforce planning action plan
Instructions
1. List the organization's main strategy and the goals set to support it.
2. Fill in the organization's future workforce needs based on the information in the Workforce Analysis tab.
3. List the gaps in the workforce (unfilled positions, or new positions to be created, skills gaps, etc.).
4. List the key elements of the organization's workforce strategy.
5. Detail the actions the organization must take to achieve its goals, meet future workforce needs and fill workforce gaps.
Organizational Future workforce
Workforce gaps Workforce strategy Actions to take
strategy & goals needs
Required actions in
Organization's overarching
Predicted workforce needs Gaps in the workforce in Strategy to develop and different areas (e.g.,
strategy and the goals that
in the future (based on terms of skills and strengthen the workforce timeline and budget) to
must be set to support it
factors like skills gaps, competencies, and vacant, via recruiting, training and meet organizational goals,
(e.g., long- and short-term
projected growth and new and redundant development, and and the person / people
business objectives, KPIs,
expected changes) positions succession planning responsible for each
etc.)
action
Short-term business Projected business
Skills gaps Recruitment plans Initiative
objectives growth
Long-term business New skills and Training and
Unfilled positions Responsibility
objectives competencies required development initiatives
Key Performance Anticipated changes in
New positions Succession planning Timeline
Indicators technology
Anticipated changes in
Redundant positions Budget
processes
Success
Metrics
