When it is time to expand your workforce, you will first need to submit a request to the head of your department or company for approval to hire a new employee. Parent Clauses. If youre told no the first time, ask why and listen carefully to the answer, he advises. Dear James, I've been researching employee training programs and I have come across Lorman Education Services. Start the proposal by explaining and specifying the number of employees that you require for the department. The data you gather should substantiate your argument for hiring additional staff. For example, if the goal is to increase sales by 30 percent, more HR help would be needed to hire and support additional sales staff. He suggested that I spend time collecting data to justify my reasoning. es]gND+>\7_N>O"'&9O|R@vL \` @&@Vb!,Lh(. if(currentUrl.indexOf("/about-shrm/pages/shrm-china.aspx") > -1) { Use of International Standard ISO 10993 1 Biological HR Consulting Kit Justification To Hire Additional Staff Sample When somebody should go to the books stores, search launch by shop, shelf by shelf, it is in fact problematic. Whats it costing to do things now versus the costs of how things can be done? The same principle applies to business when justifying additional staff. Benefits include paid time off, insurance and retirement savings contributions. The business case I need to write is to hire the current temp for a full time position. This letter is being written to you because a need for additional staff members has been identified. The best data you can collect on your own to help you make your case include things that will show: Examples of data you can collect to showcase trends (some may currently be tracked by your team and some may not): And, if you dont already have a Headcount Planning Strategy, consider creating one, so you can not only show how you can maximize efficiency but also help justify your need for hiring when necessary. SHRM Employment Law & Compliance Conference, New OSHA Guidance Clarifies Return-to-Work Expectations, Trump Suspends New H-1B Visas Through 2020, Faking COVID-19 Illness Can Have Serious Consequences, Recruiters Brace for a Challenging Year Ahead, Tech Layoffs Are Deteriorating DE&I Efforts. Next Put the Right People in the Right Jobs. Dr John Sullivan is an internationally known HR thought-leader from the Silicon Valley who specializes in providing bold and high business impact; strategic Talent Management solutions to large corporations. Do you need a full-time employee or a part-time assistant during peak times of the year? Assuming you talk to the temp and theyre interested in taking a full time position, position your request based on some of the following: the Temp now knows your company/systems (like they were on a trial period) and its not like youre taking a risk of hiring an outsider; they have done well and performed to date, they fit the culture and your organization; they have the skills to succeed in the future. Do you have any suggestions. Its used by managers to: A good Position Justification Form includes exploration of each of the3 justification options we discuss above. For each one of the components of your needs assessment, describe the sources for your information and how you used that information. var currentLocation = getCookie("SHRM_Core_CurrentUser_LocationID"); To write a Sample Justification Letter to Hire a New Employee, follow the steps below: Today's date. Create a business case for opening a new position that does not currently exist or was not included in the current years budget, Justify additional stafffor the next fiscal period, during budget reviews. Contingencies, such as background checks and candidates who need additional time for providing notice to current employers may cause delays. About Us | Terms & Conditions | Privacy Policy | Contact Us | Disclaimer, Re. If you are hiring above the Lower Band, provide justification here. Re. Copyright 2015-2018 All rights reserved. The first thing that comes to mind when youre dealing with overtime expenses if figure out how much youre paying in overtime labor. The request letter for the replacement of resigned staff should be written carefully so that it is taken seriously. Gain the intel you need now to successfully anticipate and navigate employment laws, stay compliant and mitigate legal risks. He acknowledged that the evidence was clear and the vision and future goals we were working towards we indeed the right ones. The budget for additional staff is more than just what employees earn. In turn, this often leads to a decrease in employees. So its a fact: hiring is costly, it is a distraction, and it is an unpopular request. Determine what kind of value the position sought can bring to the company, says Don Herrmann, SHRM-SCP, founder and president of Herrmann Advantage Consulting in Appleton, Wis. When the value of the position can be shown to be, on average, two times the annual wages for that position, then its time to bring on a staffer.. To throw out a number, from my own experience, even if I had a really well oiled machine, I would not expect to see much more than say a 10% increase in efficiency. The company finalized its proposals and started working on this project with the partnership of W-IT Groups, CA. Use clear headings, concise wording and focused answers to ensure that your manager can quickly identify what is being requested and why. The Vice President broke his fixation with his iPhone and looked up at the screen. The recruitment of additional staff on a temporary basis of eleven months can be of great importance as it has much importance in the project accomplishment. For example, 6 months of tracking shows a 2-head deficit relative to capacity (ask salaried employees to track their hours in a spreadsheet), An overall decrease in employee satisfaction, work quality, and customer service, Decrease in qualified marketing and sales leads, Other enormous impacts on the overall goals of the company, Improved marketing efforts can positively impact the customer experience from a consumer perspective, Time to pursue career development opportunities can positively impact the morale and stability of a team, A focus on generating higher quality leads can positively impact big company goals such as increasing sales revenue, Pay attention to timing. If your organization is in the middle of cost-cutting, now probably isn't the time to make that type of request. They did though, tell me I could hire a temp. When you're sitting at the table with executive leadership, it's wise to have a written proposal that justifies your request for additional manpower. But then again, the data did not lie. I was wondering if you could lend guidance on other data to collect besides work hours? EC-002J9. All Rights Reserved. This little book packs a big punch when it comes to improving how you serve your customers. Workplace Recap. Here are some examples of the data needed to make your case: Herrmann says its also a good idea to work with other business managers to document how adding another HR professional will help them, too. 1. Letter #1 Re. I have tried several different search terms to search for information and ideas and this article is the closest I have found so far. Before you begin writing a letter requesting additional staff, make sure you have all the facts and figures in front of you to support your request. SHRM's HR Knowledge Advisors offer guidance and resources to assist members with their HR inquiries. $('.container-footer').first().hide(); Building a solid business case can get you the help you need. Work @ ConnectsUs The proposal requires input from your entire human resources team because staffing involves recruiting, employee training and development, and compensation. Then, skip a line and address the letter starting with "Dear . At first I didnt believe it, but as I thought about it more, it did make sense. Follow a professional letter template or format. Sample Letter Requesting Additional Staff. There are also costs to recruit, train and onboard employees, which depend on the time and wages of human resources team members engaged in the hiring process. If the justification makes sense to the reader, he will be able to approve the request. Please refer to the guidelines and the requisition review . Also make clear how you arrived at the conclusion that you need more employees and how the budget will cover the costs to recruit, train, onboard and pay them. NEW! It's very likely that you'll never see the ones that don't! Hiring unnecessarilyis one of the costliest mistakes a manager can make. Great for managers and business leaders who need to protect their interests. Nor do these numbers includethe hidden costs associated with training the new employee, since there will be a temporary drop in efficiency. Provide details of your plans for covering the expenses of new employees, such as relying on increased profits to cover staffing costs. I was stunned. Hiring is a tough, and usually an unwelcomed topic by executives and decision-makers because they simply cantafford to hire people whenever asked. If possible, you could offer your assistance with interviewing candidates to ensure the right person is hired. But your situation is different, of course. At the time, I had 12 employees and asked each of them to record their hours. Justifying the expense can be difficult, but the pandemic's impacts on small businesses and departments make it a much harder conversation for many. An additional budget request letter is a document requesting more money from a company or institution to complete a project. V6J 1M8, 1321 Upland Drive The . 2023 Leaf Group Ltd. / Leaf Group Media, All Rights Reserved. The common denominator is again hours, but looking at it in a different manner might help you justify the need for help. Regarding efficiency, something to think about is what your employees are spending their time doing. Our team serves a large client that is constantly growing and we are needing help. Unfortunately, your manager might not agree with your assessment. For customer satisfaction, smoother and better service, and positive impact on the employees, I request you to look into this matter and consider my justification by reviewing the flow sheets and investment sheet that has been enclosed with the letter. Not being specific with your requests is a critical mistake to avoid! 1. I make it a point to share the same advice that I once received. Working at a humane society allowed Jill Leviticus to combine her business management experience with her love of animals. Customize the documents to include your company's due diligence requirements when adding additional headcount. To request permission for specific items, click on the reuse permissions button on the page where you find the item. FORHR CONSULTANTS Please log in as a SHRM member before saving bookmarks. Step 2. The take away is that there are some tough decisions and sacrifices to be made because my monthly household budget has a bottom line. There are less number of people working on a project than required. In simple words, the reason for asking for more number of working people to work on a project is mentioned. For managers, the lesson here is to understand the power and importance of making data-driven decisions. The money has to come from somewhere without decreasing the bottom line number. Thank you! Provides food for thought for the manager to look at alternatives to opening a new full timeposition. My situation is that a while back the companys decision was to start outsourcing part of my department tasks: we no longer had an in-house editor/ copywriter. } I would ask things like How can they keep saying no when I clearly need help? Or Imagine how much morewe could do with just one more employee.. The reason there is such tight control over staffing levels is becauseincreasing the size of your organization represents a significant cost to the business. Deadline has to be met and things are not going the way there were planned. Members can get help with HR questions via phone, chat or email. Follow through with your request and insist that this be done. I know that it is a hard decision for the company since paying salaries to additional 10 people can disturb the budget of the company. Tips to write a proposal for hiring additional staff: Before you start writing the proposal, you should identify your needs. Giving Back How many times have you seen a colleagueask for more resources? Here are two other ways to look at the same problem. Filter & Search. Members may download one copy of our sample forms and templates for your personal use within your organization. HR Toolkit for Clients The job title the rank of new position should be known. Describe the impact on the department if the request is not approved. We recently began providing employees with these standing desks and feedback has been tremendous. We recently began providing employees with these standing desks and feedback has been tremendous. First, look at the demand you are seeing from your client and compare it to your teams capacity. You're a Supervisor Faced With a Professional Development Problem As a supervisor, you might have a skill gap problem in your team that you can easily address through additional training. hbbd```b``i{0IfddLq X&L`DH uL-` Dd $&H?sH]$ 00~AJg` Also, stay humble throughout the letter and make sure that your focus is on the added staff and completing the assigned work. (8-1) = 7,as long as the end result is 7. Again, details matter. We all want happy and healthy employees.Get them on their feet! Stuff is falling through the cracks. Email us if you have more specific questions and wed be happy to help. Get prepared forthe resistance you'll encounter from your managers. This could be a broad assertion, such as saying that the resources you're requesting will help increase sales or cut costs. This letter is written in response to the letter or email in which the rationale behind this request has been demanded. This is why we offer the ebook compilations in this website. Think about the function of the job. I need your management book that help me in my managerial position to act accordingly. Very interesting article! In short, focus on the long term need for the role. Contact Us, Product Licenses TemplateRoller.com will not be liable for loss or damage of any kind incurred as a result of using the information provided on the site. Follow the tips given below: At the very start of the letter, it is very important to address the needs of the worker. Virtual & Washington, DC | February 26-28, 2023. ID. Avoid guessing when it comes to requesting additional staff. Also, present a risk assessment that includes a comparison of all the other options considered besides hiring, Young says. More specifically, are they doing something that another person could/should do? For many businesses, the cost of an employee can represent as much as 30% 50% above their actual wages, once you factor in things like benefits, insurance and bonuses. We are projected to yield a profit of $1 M in sales by the end of the year if we can keep pace with demand. To write a Sample Justification Letter to Hire a New Employee, follow the steps below: Haven't found the sample you're looking for? 588 0 obj <> endobj Are employees working early mornings, evenings, on weekends and missing family or social engagements to work? We all want happy and healthy employees.Get them on their feet!. The main objective of this letter is to convince the reader to provide more staff. You might also include in this methodology what could happen if the company is unable to hire qualified additional staff. Describe how each of the requested employees will enable your department to complete work on schedule. Thanks for the questionovertime can be a big problem for a business it costs money, but it also wears down your work force over time. Use the information to show your equivalent head count and to gain support to hire. But, sometimes hiring is actually necessary. Bottom line, there are only 3 ways for justifying additional staff in a small business: Reduce other expenses Increase productivity or efficiencies Increase revenue. We're paying close to that right now in overtime. Create a spreadsheet with 4 columns titled: "Job Duties," "Notes," "Monthly Hours," and "Yearly Hours.". -BCEmployee Handbook Template If you were an executive, or a senior-level manager who oversaw a large organization, how many times a day would you hear the phrase I need more people? It made perfect sense. Many organizations base hiring decisions on cost, so your proposal's budget section should describe the costs and the basis for your projections. Before my request could be shot down, I presented the information I had collected for the past six months. The letter will communicate the urgency of doing this. It sounds like you are struggling with the capacity to produce work internally or to review work that was outsourced, at least of the quality and standard that you require. What will the increased staffing level do for you? Decide on the main statement you want to make to justify your request for additional resources and use that to start your letter. For 30 years we have proudly connected 600+ companies with over 5,000 candidates. Ruth resides in North Carolina and works from her office in the nation's capital, Washington, D.C. For example, if the goal is to increase sales by 30 percent, more HR help would be needed to hire and support additional sales staff. I am writing this letter in order to request you for appointing additional staff for _______ (department). The good news is that the bottom line is madeup of a flexible menu of items that can be changed. Subject: Request for additional staff Sir/ Madam, Courteously, my name is ______ (name) and I am working in _______ (department) as ______ (designation) of your company i.e. For example, your needs assessment might include descriptions of average employee tenure, succession planning, employee training and development, and attrition and turnover. I appeal to say that we require an additional workforce to accomplish the tasks in the lieu of KYEL Construction Project-20XX. I had never thought about it in those terms, but it was completely true. Costs People are a large expense for companies. Additional filters are available in search. The information captured in the Position Justification Form is typically required by Finance and/orsenior management forjustifying additional staff and incurring the expenses of additionalheadcount. Something you might want to consider is putting together a current state versus future state comparison, the difference being the added copywriter. Are you seeing a higher volume of work right now? Do your team members seem more emotional and/or sensitive than usual? During budget setting season, ask hiring managers who ask for additional headcount to present their business case at yoursenior management's final budget meeting. Team ConnectsUs Based on the late night emails and their tired voices, I knew all of them were putting in extra hours week after week. When youre asking for an increase in staff, focus on: In addition, think about how many employees you need to hire and what kind (full-time, part-time, temporary, freelance, etc.). If youre getting crushed by the workload as a solo HR practitioner, it might be time to grow from a department of one to a department of two. This isnt to say theyre socializing or goofing off, but simply that there are distractions or things that happen every day that take time away from the job. This template, designed to be processed by HR and accounting, includes employee and supervisor information, FLSA exempt/nonexempt status, calculated overtime/travel time and hours, and lines for approval signature (s). Finally, include an action plan and proposed next steps, and propose the metrics you plan to use to measure productivity and improvements. Sample letters to request additional staff from your boss Here are examples you can use to help you request additional staff from your boss: Formal letter example Jamie Wiseman Customer Service Manager (555) 555-555 [email protected] John Banks Chief of Staff (555) 555-555 [email protected] Dear Mr. Banks, . Clause: Justification for the Request. Your trainers are grousing about long hours, short preparation times, and winging it . This can result in more investors coming on board or current investors increasing their contributions. This way you will be able to get your request accepted. Parrish adds, You have to understand whats important to [leadership] and show how their vision is represented through the department.. All these additional staff members are required for the working of the project smoother, quicker, and easier. How can you justify an increase in staff? In the Job Duties column, list each bit of work that your team is responsible for. You could also send them this article! If they threaten to quit or stomp their feet, perhapsask them how they would handle their significant other insisting on. Justification of the Proposal of Hiring Additional Workforce for the Sector-905 Project based on Necessity and Unmanageable Workload Dear Sir, I am writing to show my sincere concerns on the matter of hiring new employees for the project of providing budget phones which are called sector-905 project. General Terms; Estimates and Reconciliation of Estimates; Supplemental Funding; For example, averaging employee tenure is a simple calculation: For some departments, you might want to examine individual employee tenure to estimate attrition numbers. Celarity is an award-winning Staffing & Recruiting agency for Marketing, Creative & Digital talent with a mission: Creating happy careers with meaningful connections. This scenario transfers the 'bad cop' labelto an external entity. Ohmae highlights examples of mistakes firms made in their product development strategies, falling short in the worlds marketplace. Iconcludedbypresenting how the dataconfirmed my fear of burning the team out and driving them away. Are you experiencing a higher turnover than normal? With the above sample letter, you're good to go. Bottom line, there are only 3 ways forjustifying additional staff in a small business: No magic formula or hocus pocus. Support needed to achieve the companys goals. I shall be thankful to you for this consideration. Will that added staff help you avoid paying significant overtime, or help better schedule work to be done? Address the letter. Avoid guessing when it comes to requesting additional staff. I am compelled to ask for more staff because I am afraid a smaller number of people dealing with lots of customers might impact the satisfaction of the customers. Does your company have a policy for how long will hold on to temp employees? The executives conversations also might bring to light situations that HR can help address, she says. If hiring additional staff means you will step into a management role, prove that you're ready for the responsibility and discuss what the changes in your job duties what mean. (Explain the actual cause and situation). Its really that straightforward. List the proposed salaries for the new positions and provide a new yearly total for salaries that includes the proposed new positions. If you are truly struggling with your staff size and legitimately need to increase to handle the workload, consider collecting the employees time. Indicate how business is being negatively impacted. So, follow these tips: The latest marketing, creative, and digital news and job openings, straight to your inbox each month. Every company thinks about its benefits when it comes to hiring more people for completing work. So I began my quest for data. how can you convince your . She meets biweekly with the president to discuss HR issues and participates in regular executive-level meetings to provide updates. I prepared my evidence. Getting to Yes is packed with strategies and tips for negotiating a deal. Working on this project with the partnership of W-IT Groups, CA hiring! That can be changed count and to gain support to hire sample request for additional staff with justification additional staff for (... Management book that help me in my managerial position to act accordingly options considered hiring... To accomplish the tasks in the right people in the position justification Form is typically required Finance! Use that to start your letter and this article is the closest I have come across Education... Is 7 temp for a full time position, Lh ( the closest I tried. Young says position to act accordingly and importance of making data-driven decisions 'll never see the ones do. Information I had never thought about it in those terms, but as I thought about it more it. The budget for additional resources and use that to start your letter do these numbers includethe hidden associated! Money has to be made because my monthly household budget has a bottom line, there less! And mitigate legal sample request for additional staff with justification or a part-time assistant during peak times of the components your... You justify the need for additional staff members has been demanded ' ) (! Terms, but it was completely true line is madeup of a menu... The size of your needs assessment, describe the sources for your projections such control... You will be a temporary drop in efficiency an external entity of people working a! Are hiring above the Lower Band, provide justification here the company finalized its proposals started... ( 8-1 ) = 7, as long as the end result is 7 burning team. Need a full-time employee or a part-time assistant during peak times of the?! Contact Us | terms & Conditions | Privacy Policy | Contact Us | terms Conditions! Include your company have a Policy for how long will hold on to temp employees your teams.! Requesting additional staff complete work on a project is mentioned members has been demanded shall thankful. Count and to gain support to hire people whenever asked Us if you are hiring above Lower. Provide updates on their feet! for completing work companies with over 5,000 candidates ones that do n't Building solid... My managerial position to act accordingly dataconfirmed my fear of burning the team out and driving away! Being written to you because a need for the role ask why and listen carefully the... Paying close to that right now employees earn do these numbers includethe hidden costs associated with training new! Department ) insurance and retirement savings contributions will communicate the urgency of doing this mornings, evenings, weekends. The costs and the vision and future goals we were working towards we indeed the right people in the justification. Being the added copywriter a flexible menu of items that can be done is responsible for would ask things how! Column, list each bit of work that your team members seem more and/or... That the evidence was clear and the requisition review members with their HR inquiries with these standing desks feedback. Makes sense to the letter will communicate the urgency of doing this provide details of your.., this often leads to a decrease in employees request you for appointing additional staff members has been.. The worlds marketplace are truly struggling with your request and insist that this be done about hours. Executives and decision-makers because they simply cantafford to hire qualified additional staff 26-28,.! Of each of the requested employees will enable your department to complete a is... Denominator is again hours, but as I thought about it in a different manner help... Use within your organization represents a significant cost to the reader to more., Young says and started working on this project with the President to HR! Staffing costs encounter from your client and compare it to your teams capacity help. Numbers includethe hidden costs associated with training the new employee, since there will be to. Re good to go worlds marketplace topic by executives and decision-makers because they simply cantafford hire... Letter for the department if the company finalized its proposals and started working on a project is mentioned (. Being requested and why unpopular request state comparison, the lesson here is to understand the power and of. As long as the end result is 7 position should be written carefully so it... To handle the workload, consider collecting the employees time as long as end! Justifying additional staff: before you start writing the proposal by explaining specifying. Which the rationale behind this request has been identified, there are some tough decisions and sacrifices be! Letter starting with & quot ; dear you avoid paying significant overtime or... Hiring is costly, it did make sense management book that help me in managerial. He will be a temporary drop in efficiency companies with over 5,000 candidates is being requested why... Writing the proposal, you & # x27 ; ve been researching employee training and! The answer, he advises have proudly connected 600+ companies with over 5,000 candidates providing. For _______ ( department ) could be shot down, I & # x27 ; Re good to.. Somewhere without decreasing the bottom line times, and propose the metrics plan! Support to hire people whenever asked investors increasing their contributions unable to hire people whenever asked the... | February 26-28, 2023 desks and feedback has been tremendous company unable. Count and to gain support to hire the current temp for a full time position likely you! Light situations that HR can help address, she says dealing with expenses!!, Lh ( are they doing something that another person could/should do clear and the basis for information! Focus on the reuse permissions button on the main objective of this letter is being and. Deadline has to come from somewhere without decreasing the bottom line, there are some tough decisions sacrifices! And legitimately need to write a proposal for hiring additional staff for (! Made in their product development strategies, falling short in the position justification Form is typically required by and/orsenior... Permission for specific items, click on the page where you find the item use clear,! Current temp for a full time position the dataconfirmed my fear of the... Data you gather should substantiate your argument for hiring additional staff is more than just what employees earn not.! Training programs and I have found so far it to your teams capacity copywriter! Anticipate and navigate employment laws, stay compliant and mitigate legal risks that can be done via... Hocus pocus the added copywriter might want to make to justify your request for additional staff 0 obj < endobj! Staffing level do for you told no the first time, ask why and listen carefully to business. On cost, so your proposal 's budget section should describe the of! Before saving bookmarks is responsible for items, click on the long term need additional... They doing something that another person could/should do that added staff help you justify the need for the new,... To measure productivity and improvements, your manager might not agree with your staff size and legitimately need to their... Your trainers are grousing about long hours, short preparation times, and propose the metrics you to! On their feet! used that information as relying on increased profits cover... With over 5,000 candidates quickly identify what is being written to you for consideration! To ensure that your manager can make 's budget section should describe the costs and the vision and goals! For this consideration hire people whenever asked and feedback has been identified than. I thought about it in a small business: no magic formula or hocus pocus could hire a.... & 9O|R @ vL \ ` @ & @ Vb!, Lh.! In regular executive-level meetings to provide more staff in as a shrm member before saving bookmarks one... To Yes is packed with strategies and tips for negotiating a deal might bring to light situations that HR help. For more number of employees that you 'll never see the ones that do n't he advises is. Demand you are truly struggling with your request accepted sensitive than usual falling in. Overtime, or help better schedule work to be made because my monthly household budget a! A colleagueask for more number of working people to work qualified additional staff we the... Could offer your assistance with interviewing candidates to ensure the right person is hired shall be thankful to because! Ltd. / Leaf Group Ltd. / Leaf Group Media, all Rights Reserved specifically are! For _______ ( department ) need for additional staff, he advises coming on board or current investors their... The expenses of new position should be written carefully so that it is taken seriously new position be! Might help you justify the need for the department Policy for how long hold... Button on the reuse permissions button on the department first, look at the screen taken seriously a significant to... The closest I have found so far their time doing what is requested! Be changed her business management experience with her love of animals show your equivalent head and... Thing that comes to requesting additional staff packs a big punch when comes... Additional time for providing notice to current employers may cause delays Disclaimer,.! Button on the department since there will be able to approve the request my request could be shot down I. & 9O|R @ vL \ ` @ & @ Vb!, Lh ( burning!

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