AI Workforce Planning Checklist: 10 Steps for HR

published on 21 June 2024

Here's a quick guide to using AI for better HR workforce planning:

  1. Check current workforce and AI readiness
  2. Set clear goals aligned with business objectives
  3. Identify AI use cases in HR processes
  4. Gather and prepare quality data
  5. Select appropriate AI tools
  6. Plan AI implementation timeline and budget
  7. Address skill gaps with AI training
  8. Establish ethical AI guidelines
  9. Pilot test AI workforce planning
  10. Scale and optimize AI usage

Key benefits of AI in HR planning:

  • Data-driven decisions
  • Task automation
  • Skill gap analysis
  • Talent forecasting
  • Staff optimization

Quick Comparison of AI Benefits for HR:

Benefit Description
Data-driven decisions Uses facts and numbers to guide choices
Task automation Handles routine jobs so HR can focus on strategy
Skill gap analysis Identifies team skill needs
Talent forecasting Predicts future job openings and requirements
Staff optimization Helps match people to suitable roles

This checklist walks you through adding AI to HR planning step-by-step.

1. Check Current Workforce and AI Readiness

Review Existing Workforce

To add AI to your HR planning, you need to know your current workforce. Look at who works for you, what they can do, and their jobs. This helps you see where you are now and if you're ready for AI.

Check these things about your workforce:

Factor What to Look At
People Age, gender, where they work
Skills What they know how to do
Jobs What each person does at work

Check AI Capabilities

Look at the AI tools you have now and how you use them in HR. Find out what's missing and what you can make better.

Check these things about your AI:

Aspect What to Check
Current AI tools What AI programs you're using now
AI in HR How you use AI for hiring, managing people, etc.
What's missing Where AI could help more in HR

2. Set Clear Goals

Match Workforce Plans to Business Goals

To use AI in workforce planning, make sure your HR plans fit with your company's big goals. This helps your HR work support what the company wants to do. Look at your company's main ideas and plans to see how workforce planning can help.

Think about these things when matching your workforce plans to business goals:

What to Look At Questions to Ask
Company goals How can HR planning help reach these goals?
Success measures What numbers show if HR planning is working well?
Company setup Does the way the company is set up now work for HR planning? What might need to change?

Pick Key Areas for AI Use

Choose specific HR jobs where AI can help the most, like hiring, keeping workers happy, or checking how well people work. This helps you focus on using AI where it will do the most good. Think about these areas for AI:

HR Area How AI Can Help
Hiring Find good job candidates faster
Worker happiness See what makes workers happy or unhappy
Work checking Give quick feedback and help workers grow

3. Find AI Uses in HR

Look at ways AI can help HR work better and faster.

AI can help find good workers:

AI Task How It Helps
Read resumes Picks out the best ones
Find job seekers Searches for people who fit the job
Do first talks Chats with people before HR does

This saves HR time and helps find good workers faster.

Employee Satisfaction and Retention

AI can help keep workers happy:

AI Use What It Does
Check how workers feel Sees if people like their jobs
Guess who might leave Finds workers who might quit
Make plans to keep workers Suggests ways to make jobs better

This helps HR know how to make workers want to stay.

Performance Tracking

AI can help check how well people work:

AI Feature Benefit
Watch work all the time Sees how people are doing right now
Give tips to do better Tells workers how to improve
Collect feedback Gets info on how people are working

This helps bosses see how to help workers do better.

Training and Growth

AI can help workers learn:

AI Tool What It Does
Make learning plans Picks classes for each worker
Find skill gaps Shows what workers need to learn
Suggest training Tells workers what classes to take

This helps workers learn what they need to do their jobs better.

4. Gather and Prepare Data

Get the right data to help AI plan your workforce. This step makes sure your AI has good, correct data to use.

Find Data Sources

Look for data from inside and outside your company. This can include:

Data Source Description
HR systems Info about workers
Performance tracking How well people work
Learning systems What training people do
Hiring tools Info about job seekers
Worker surveys How happy workers are
Money systems Company spending info
Job market data Info about jobs outside your company

Check Data Quality and Rules

Make sure your data is good and follows privacy laws like GDPR. Your data should be:

Data Quality What It Means
Correct Up-to-date and true
Complete Has all needed info
Useful Helps with planning
Safe Protected from misuse
Legal Follows data privacy laws

5. Choose AI Tools

When picking AI tools for workforce planning, find ones that fit your company's needs and work well with your current HR systems.

Compare AI Platforms

Look at different AI tools based on what they can do, how much they cost, how easy they are to use, and if they work with your other systems. Think about:

What to Check Questions to Ask
Features Does the tool do what you need for workforce planning?
Cost How much does it cost to buy, set up, and keep running?
Ease of use Is it easy for HR staff to learn and use?
Works with other systems Can it connect to your HR, payroll, and other work systems?

Check Fit with Current HR Systems

Make sure the AI tools you choose can work well with the HR software you already use. Look at:

Area to Check What It Means
Data sharing Can the AI tool use data from your HR systems?
Fits your way of working Does the AI tool fit how you do HR now, or do you need to change a lot?
Tech fit Does the AI tool work with your company's computers and software?

6. Plan AI Implementation

Create a timeline for adding AI, set aside resources, and decide on a budget.

Make a Timeline

Plan out when you'll add AI to your HR work. Include these steps:

Step What It Means How Long It Takes
Connect Data Link AI to your HR info 2-4 weeks
Check Rules Make sure AI follows data laws 1-2 weeks
Train Staff Teach HR how to use AI 2-4 weeks
Test AI Try AI on a small scale 4-6 weeks
Use AI Fully Start using AI in all HR work 2-4 weeks

Set Resources and Budget

Figure out what you need to add AI:

What You Need Details Cost
AI Tool Software for HR planning $10,000 - $50,000
Training Classes for HR staff $2,000 - $5,000
Help Ongoing AI support $5,000 - $10,000 each year
People Staff to manage AI $50,000 - $100,000 each year

Make sure you have enough money, people, and tools to add AI to your HR work.

7. Address Skill Gaps and Training

Find out what AI skills your HR team needs and make plans to teach them.

List Needed AI Skills

Look at what your HR team knows now about AI and what they need to learn. Some key skills are:

AI Skill What It Means
Data analysis Understanding numbers and info
AI model use Setting up and running AI programs
Language processing Making AI understand words
Machine learning Teaching AI to learn on its own
Predictive analytics Using AI to guess future trends

Make a list of these skills and decide which ones are most important for your work.

Create Training Programs

Make ways to teach your HR team about AI. This can include:

Training Type Description
Online classes Courses they can take on the computer
Workshops In-person classes to learn AI skills
Mentoring Pairing workers with AI experts
On-the-job practice Learning AI while doing regular work

Make sure your training fits what your HR team needs and stays up-to-date with new AI ideas.

8. Set Rules and Ethics Guidelines

Make clear rules for using AI in workforce planning to keep things fair and open.

Make AI Use Rules

Write down how to use AI in HR the right way. These rules should cover:

Rule Area What It Means
Keeping data safe Protect worker info and follow data laws
Avoiding unfairness Make sure AI doesn't treat some people worse than others
Being clear Explain how AI makes choices

Tell everyone about these rules - workers, bosses, and outside helpers.

Keep Things Open and Fair

Make sure AI choices are clear and treat everyone the same:

What to Do How to Do It
Check AI for problems Look at AI often to see if it's unfair
Use good data Make sure AI learns from info about all kinds of people
Explain AI choices Tell people how AI decides things
Fix problems Have a way to fix things if AI is unfair

9. Test AI Workforce Planning

Try out AI tools in small parts of HR work, watch how they do, and check the results.

Pick Areas for Testing

Choose specific HR jobs to test AI tools. This helps you see how well AI works for planning your workforce. You might test AI in:

HR Area What AI Could Do
Hiring Find good job candidates
New worker setup Help new workers start their jobs
Checking work See how well people are doing their jobs
Training Help workers learn new skills

By testing in these areas, you can see where AI helps and where it needs to get better.

Check and Assess Results

Keep track of how AI is doing and what people think about it. This helps you see if AI is working well and where you need to fix things.

Look at these things:

What to Check Why It Matters
How much work gets done See if AI helps people work faster
How happy workers are Find out if people like using AI
How many people stay in their jobs See if AI helps keep good workers

Also, ask workers, bosses, and others what they think about the AI. This tells you where AI is helping and where it needs to work better.

10. Grow and Improve AI Use

Make AI work better for planning your workforce. This means using AI in more HR jobs and making it work better over time.

Spread Successful AI Uses

Use AI in more HR areas after testing it. Look at where AI helped a lot and use it in other parts of HR, like:

HR Area How AI Can Help
Finding new workers Make hiring easier
Keeping workers happy Help workers like their jobs more
Checking how well people work See how good workers are at their jobs

For example, if AI chatbots helped new job seekers, use them to help new workers start their jobs or learn about their benefits.

Keep Improving

Update AI tools and plans often to fit what your company needs. Learn about new AI ideas and see if they can help with workforce planning. This keeps your company using the best AI tools.

Here are ways to keep improving:

What to Do Why It Helps
Use AI to read what workers say Understand how workers feel
Use AI to guess future job needs Get ready for new skills workers will need
Keep learning about new AI tools Find better ways to use AI in HR


This checklist helps HR teams use AI for better workforce planning. By following these steps, HR can:

Benefit Description
Work faster AI does routine tasks, saving time
Make better choices Use data to guide decisions
Keep good workers Understand what makes employees happy
Plan for the future Guess what jobs and skills will be needed

Using AI in HR can help companies:

  • Grow and do well
  • Have workers who like their jobs
  • Be ready for changes in business

To make AI work well in HR:

  1. Start small and test AI tools
  2. Ask workers what they think about AI
  3. Keep learning about new AI ideas
  4. Update AI tools to fit your company's needs

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