Our client operated within the services sector. The CEO sought to conduct a manpower optimisation study to assess whether their current workforce was sufficient to effectively manage both present and anticipated workloads. The CEO was keen to address the perceived 'Always ON' culture.
Our premise
We believe that a thorough analysis of current services and future desired work areas is necessary to determine the optimal workforce numbers for an organisation. Equally important is assessing the efficiency of the structure, processes, and job design within the organisation. Additionally, analysing factors such as resource wastage, adequacy of employee skill sets, and the level of automation can offer valuable insights for optimisation efforts. By comprehensively considering these aspects, we believe the optimisation project can boost productivity, reduce resource wastage, and help position the organisation more effectively for future growth.
What we did
Tier 1: Suggesting structure changes to address inefficiencies
We began with reviewing the structure to eradicate inefficiencies. We focused on eliminating duplication and reducing unnecessary hierarchy layers. Where possible, we centralised work, streamlined processes, and standardised workflows. We eliminated redundancies. These changes improved workflows and enhanced productivity.
Tier 2: Assessing the current workload
We meticulously assessed the current workload to understand the tasks and activities job holders are currently undertaking. We analysed the distribution of tasks amongst teams and across the departments. We studied how time was being managed to ensure optimal resource utilisation. This step provided valuable insights into areas where workload distribution was uneven or where time could be better allocated to enhance effectiveness and improve efficiency.
Tier 3: Redesigning the jobs
We redesigned job roles to minimise low-value tasks and boost efficiency. As a result of these changes, we effectively generated surplus manpower capacity, enabling the client to accommodate additional workload without expanding their workforce
Tier 4: Estimating future requirements
Following our assessment of the current workload and processes, we focused on identifying new areas and potential future services for the organisation. We carefully analysed market trends, customer demands, and emerging opportunities within the client's industry.
Upon identifying these new areas and future services, we calculated the potential impact on job scope and workload for the workforce. We completed 'What-if' modelling to forecast the impact of these new services on the volume of tasks performed by the employees. By conducting this analysis, we were able to anticipate changes in workload distribution, identify potential areas for skill development, and suggest reallocation of resources.
Tier 5: Arriving at optimum workforce numbers.
While estimating the optimum workforce numbers, we ensured employees have the necessary bandwidth to handle the current workload effectively, and the manpower model could be scaled to accommodate future additions or reductions in workload.
By carefully calibrating the manpower numbers, we aimed to enhance operational efficiency, support growth initiatives, and ensure that our client's workforce remained agile and adaptable to evolving organisational needs.
Additionally, we focused on aligning the workforce numbers with the organisation's strategic priorities, particularly in areas related to new services and initiatives identified. Our goal was to strike a balance between optimising manpower resources for existing operations and providing the capacity for employees to contribute effectively to new areas and services.
The Result: The proposed manpower headcount received approval from management, as we thoroughly substantiated and aligned with organisational needs and goals.
There was robust management buy-in to the recommendations, indicating strong support and endorsement from key decision-makers within the organisation.
Employees embraced the job design and process changes, demonstrating their willingness to adapt to new ways of working and contributing positively to the implementation of these initiatives.
Comments