Workforce Planning Template

Part of the HR templates hub. It is free, printable and placeholder-based — read it here, copy the block, or use the print/save-as-PDF button. For the wider practice, see the related employer-operations guides and the HR metrics it supports.

Template overview

The template captures the goals for the period, the capabilities and roles they require, the current versus needed capacity, and the timing and sequence of changes. It is the planning document the recruitment and headcount templates draw from.

When to use it

• Planning the workforce for a quarter or year.
• Translating goals into the roles you need.
• Reviewing current capacity against what’s ahead.

Who it is for

• Founders and leaders planning the workforce.
• Operations and HR owning the plan.
• Managers forecasting their team’s needs.

Template structure

• Goals for the period — what the workforce must enable.
• Capabilities and roles required.
• Current vs needed capacity — the gap.
• Timing and sequence — when changes happen.
• Assumptions and risks.

Printable template

Copy the block below and replace every [bracketed] placeholder. It contains no real names or data — adapt every part to your situation.

Print or save as PDF

Example (placeholder version)

An illustrative version using placeholders only — it shows the kind of content each part holds, with no real employee or company data.

Customisation guidance

• Start from goals, then derive roles — not the other way around.
• State assumptions and risks so the plan can be challenged.
• Keep it a living document and revisit it as reality moves.
• Record capacity in real terms, not a theoretical maximum.

Common mistakes

• Listing roles with no link to goals.
• A one-off plan that is never revisited.
• Ignoring current capacity and only counting new hires.
• Hiding the assumptions the plan depends on.