The nominal number of employees is the number of required employees with which you can achieve your goals and develop the company. Beginning businessmen, especially in the early stages, have many questions related to this concept. How to calculate the staffing, which specialists are needed in the first place. Without understanding these issues, it will not be possible to launch even the smallest production or company.
Why do you need to determine the staffing?
The number of employees is what no successful and efficient enterprise can do without. It is important to take into account and monitor this indicator, since the ultimate success of your entire business depends on it.
It is necessary that the head and the head of the personnel department do not forget to control these parameters, constantly update statistics, providing relevant information. Data on the number of employees should be regularly recorded in reporting documents. Their compilation is regulated by relevant legislative acts and requirements.
Determination of staffing levels
In a broad sense, the number of employees is the number of employees in a company or enterprise that is part of its staff. Or this is the number that appears in the approved by the head (this is a mandatory requirement) staffing.
Separately, it is worth noting that seasonal workers or employees with whom you conclude temporary employment contracts are not included in the general staffing table. Therefore, they do not need to be taken into account.
The use of this concept has become especially common in business planning in determining the value of the number of employees. It also occurs quite often when discussing the most effective solutions to managerial issues related to the development of an enterprise or company.
How to document the number of employees?
In order for the number of employees to be officially fixed and there should be no complaints to you either from the tax authorities or from the labor inspectorate, it is necessary to carefully and scrupulously keep the relevant documentation.
The nominal number of employees is an indicator that is desirable to be written in the company's charter. However, this is an optional requirement. Typically, this indicator is calculated at large enterprises, mainly state-owned. This is strictly monitored there. On the contrary, in commercial structures it is given less importance, which is not always justified. Most specialists are inclined to believe that this accounting is necessary, even though it is often difficult to do.
Seasonal workers
In fact, enterprise managers often face a situation where the number of employees on the staffing table is significantly less than originally planned. This is due to the fact that it is much more profitable for companies to hire seasonal or temporary employees than to conclude formal contracts and include an employee in the staff.
In the latter case, all relevant taxes and insurance payments must be paid for it - to the compulsory medical insurance fund, the Russian pension fund. If the employee works on a temporary basis, then all this can be saved. This is often done by the heads of usually small firms and companies.
In addition, when the structure and number of employees is low, it is easier to keep records.And if the needs for the services of a particular employee arise irregularly, then he does not need to pay monthly wages, but you can limit yourself to payments in fact for the amount of work directly performed.
By the way, a convenient hiring system for temporary or seasonal work is common in many countries of the world. This is done by specialized agencies that are looking for the necessary employees for a predetermined time period.
Often, such agencies recruit workers who then transfer from one company to another for leasing operations. So you can carry out the full functioning of the company, without changing the average number of full-time employees. As a rule, this applies to industrial and economic specialties. For example, employees of cleaning companies, security guards, repair workers.
The calculation of the number of employees
Currently, several techniques have been developed with which you can carry out the necessary calculations of the staffing of your employees. But there are methods that are more common than others; most companies and organizations successfully apply them.
The calculation of the number of employees based on the concept of labor standards seems to be the most promising and effective. With this method, it is necessary to carefully record absenteeism for various reasons, including good ones, which ultimately must comply with the approved plan. All these calculations are included in the annual and quarterly financial statements.
At the same time, one should not forget that every enterprise, no matter how small it is, has the legal right to independently develop standards and adopt methodological recommendations for the staffing level. In the future, it can stick to them when making calculations as long as necessary.
Number of staff
Recommendations for determining the number of employees are closely related to such a concept as the number of employees. In fact, this is the product of the normative number of employees and the corresponding coefficient, which should take into account the planned absenteeism of staff to work. Naturally, absenteeism takes into account only good reasons, such as illness, maternity leave, business trips, circumstances of an urgent family nature. This determines the number of employees that your company needs to function fully, taking into account all possible life circumstances.
This is calculated as follows. The planned coefficient of absenteeism is added to the percentage of absenteeism, which, in turn, is converted into shares by a systematic division by 100. This method of determining the number of employees is considered one of the most promising.
Reporting on the number of employees
Often in enterprises, management requires official documentation of the number of employees. To do this, compiled list data that takes into account the standards for determining the size of the company.
The data entered in these lists should correspond to the number of employees included in the time sheet. So you can efficiently and without unnecessary labor to record attendance.
Also, do not forget that when determining the number of employees the recommendations developed by the labor inspectorate must be followed. Indeed, the correctness of your calculations will directly depend on this.
In particular, it is necessary to include all employees in the staffing list, without exception, with which formal long-term labor contracts are concluded. It is also necessary to carefully monitor the persons who officially accrue monetary remuneration for the performance of their duties.
An interesting point is that all employees must be entered on the time sheet, even when they are not at their workplace. And it doesn’t matter for what reasons - respectful or not. The final data available in the table must strictly correspond to those data that are in the report card.
Labor time accounting standards
Since it is not easy to calculate the number of employees, it is necessary to take into account labor time accounting standards. This will greatly facilitate the work of HR specialists. This indicator captures the total costs of working time that the head of the enterprise or the corresponding department sets a specific employee or group of employees. The working time necessary to complete the task must be laid at the stage of determining the technical and organizational conditions in accordance with which the task will be carried out.
It is important to remember at the same time that the employees themselves must strictly correspond to the level of qualification that is necessary to perform a specific task. Otherwise, labor time accounting standards will have to be adjusted. Moreover, if employees are less qualified than required, then to a greater extent, which will lead to the fact that the final goal will be achieved much later than planned.
All work in the enterprise should be covered by these time limits. Only in this case will the production function clearly and smoothly. In addition, due to the accounting of labor time, you will receive objective data on the required number of staff. At this stage, it is possible to review the number of employees in the direction of increasing or decreasing the number of employees.
Calculation of time standards
Also compulsory for the human resources department is the calculation of temporary standards. They are also referred to as time costs. These include the study of the provisions of regulatory documents, the execution and sending of relevant requests, the study and analysis of materials and data related to the specific industry in which your company operates. It is also important to monitor the implementation of planned programs and plans.
Also, the time standards include those costs that are necessary for the implementation of activities, without which the fulfillment of tasks will not be possible, as well as the hours that will be spent on the preparation of the final financial statements.
These standards are determined based on the established staffing level. The corresponding numbers are included in the time sheet.
These indicators, as a rule, are set in all firms for one financial year. In this case, the number of employees must comply with the standards, the total labor costs that are necessary to complete a specific task.
When determining the final staffing, it is important to take into account and correctly calculate the absenteeism rate. It is necessary to include the time that employees spend on planned holidays, days that on average will be devoted to continuing education, training and retraining, and to take into account temporary disability.
Do not forget about the correction factors. These include the time that the employee spends on personal needs or rest in the process of work. For example, they should include smoke breaks. You must not forget about them, because otherwise the numbers at the output will be incorrect, and you will not get the result you were counting on.
Timing Planning
Another important point for which the staff number of employees is kept is an assessment of their work and potential. Ultimately, this is one of the key indicators. This number includes all employees, regardless of what the organization structure is at a particular enterprise. You just need to remember to bring in new employees on time and exclude the dismissed.
To calculate the staffing, the human resources department creates a balance of time, in which the temporary performance indicators of each employee are entered.
The basis is the calendar fund of all working time. Only holidays, weekends, as well as planned and additional holidays, which are provided to employees in accordance with the charter of your company, should be deducted from it.
Do not forget about the holidays provided to employees by the state. First of all, we are talking about a decree. The calculation of absenteeism due to illness is made in accordance with the average statistics.
Also, the number of absenteeism that may happen, as well as the length of the working day of each individual employee, must be included in this plan.
There are three sections in the interim fund. These are calendar, effective and nominal funds.
The total values of the calendar coincide with the planned indicators. If the production operates on a periodic basis, then weekends and holidays should be deducted from the calendar fund. So you get the nominal value.
And, finally, an effective fund is a nominal fund, which does not take into account the absence of employees due to illness, public assignments and planned holidays.
As a result, the staffing level of your organization’s personnel is determined on the basis of many different parameters, the main of which is a given number of employees who are needed to service all the jobs available at the factory.