HR Budgeting: Meaning, Importance, and Process
Planning an HR budget might sound like a tedious task, but that isn't always the case. A well-planned and thoughtful HR budget ensures that there's adequate funding to support employee programs and initiatives.
HR budgets are created to outline how much money to allocate for different expenses and employees across the fiscal year.
If you have a solid understanding of the organization's plans and objectives, implementing an HR budget will become easier.
If you've never prepared an HR budget before, this guide will outline the procedures you can follow to make your first HR budget a success.
What is an HR budget?
HR budgeting is a big part of the total rewards strategy in an organization. The budget provides an overview of what needs to be done and how much it will cost to accomplish the firm's objectives.
The HR Budget is a yearly forecast of costs and expenses related to human resources in an organization. It provides the company with estimated figures that will be used in the preparation of the annual budget.
Nevertheless, the term "Human Resource Budget" can be a bit misleading. It reduces the entire process to only hiring and staffing-related expenses. In reality, there's a much broader perspective. It allows an organization to have a clear idea of their need for every job position.
The trick to creating a solid HR budget is by considering the important resources needed during each stage of the year. Focus on the necessary items without overspending on employee perks that your business doesn't need. By doing this, you will be able to create a budget that helps your company grow.
"A budget is telling your money where to go instead of wondering where it went."
– Dave Ramsey
Recommended Read: A Quick And Simple Guide To Compensation Planning
Why is HR Budget So Important?
Source - Pexels
The importance of HR budgeting cannot be understated. Ensuring that your organization is well-funded allows you to recruit and retain the best and diverse talent pool.
Below are the ways that HR budget planning can help HR activities:
1. An HR Budget Prevents Over-hiring
Over-hiring occurs when an organization devotes too much effort toward hiring new employees rather than investing in training and development.
Many people are under the misconception that they can afford to hire more people if they have more money.
Employers hire more workers than they can adequately supervise and train, let alone retain.
HR-based budgeting can help curb over-spending money on hiring surplus employees.
Recommended Read: Best Hiring Strategies to Recruit Top Talents
2. An HR Budget Helps Organizations Determine Staffing Requirements
HR budgeting helps organizations manage staffing levels by providing a framework effectively. This framework is tailored to meet the unique needs of individual organizations and their key stakeholders.
Realistic budgeting helps HR leaders make smart staffing decisions. In this way, the organization can strategically plan its financial expenditures on its employees.
It helps to reckon the amount spent on each employee for various purposes enhancing your strategic planning skills.
HR budgeting also allows the organization to allocate limited resources among specific groups or individuals. Thus, it helps in achieving the desired staffing levels without waste.
The better you understand your organization, the easier it will be to allocate payroll resources effectively. You can also avoid creating unnecessary delays or straining the organization's capacity.
Further Read: 7 Staff Management Strategies That You Need
3. HR Budgeting Prevents Understaffing.
Understaffing increases costs in three primary ways.
It increases employee turnover, which increases costs for hiring and recruiting.
It reduces employee productivity, which increases costs for employers.
It reduces employee morale, which lowers team motivation and productivity.
One can cut these costs by effectively implementing a clear and consistent compensation budget that coordinates all authorized activities.
Effective budgeting ensures your organization isn't over-staffed or understaffed. It prevents costly errors that can occur when resources are stretched too thin.
An effective allocation of resources removes the issue of understaffing. It allows a workforce to achieve maximum performance expectations without jeopardizing financial results.
4. HR Budget Helps Attract Talented Employees
One way to improve your ability to attract and retain employees is to develop a comprehensive HR budgeting system.
A comprehensive HR budgeting system will help you allocate resources to the most critical costs associated with hiring new employees, including salary and benefits. By developing a set of standards for allocating resources, you'll be able to evaluate the impact of each new hire.
Top 5 pieces of information job seekers want employers to provide as they research where to work: 1) Salary/compensation, 2) Benefits, 3) Basic company information, 4) What makes it an attractive place to work, 5)Company mission, vision, values. - (Source - Glassdoor US Site Survey, 2016)
5. HR Budget Helps Reduce Employee Turnover
Budgeting strategy is critical to any organization, especially with high employee turnover. It requires considerable analytical skills and the ability to make difficult decisions analyzing employee turnover rates.
HR budget helps employees to determine how their money will be spent throughout the year. It assists managers in making good decisions about hiring, training, and developing employees.
Steps in Preparing An HR Budget
Budgeting for HR can be a difficult task if you don't have a strategic plan. A common challenge in HR budgeting is getting accurate estimates of future expenditures.
Estimating expenses can be particularly difficult in an HR department. Salaries must be accounted for at the beginning of the period, reviewed mid-period, and evaluated at the end.
Here are the steps HR managers can take to prepare an HR Budget:
1. Analyze Past Performance and Forecast Future Expenses
The first step in planning an effective HR budget is gathering historical data and analyzing past performance. Analyze and identify the major areas for improvement.
The next step is to determine where to spend the money. This could include salary and benefits, training, facilities, equipment, or any combination thereof.
Analyzing past performance can also be made easier with the help of an HR audit.
2. Analyze Organizational Needs and Priorities
Once you've determined where the money will be spent, look at the specific purpose of the funding.
Does the expenditure ensure high levels of staffing with continuous growth? Or can the funding be used for initiatives that will serve your organization well in the future?
Having a clear idea of the needs and priorities of the organization will simplify the budgeting process.
3. Find the Optimal Allocation of Funds
Without the appropriate allocation of funds, it is impossible to provide benefits and other incentives to your employees.
A common HR budgeting goal is to allocate funds to get the most out of them strategically. It's crucial that you know how to spend your HR budget wisely.
It is important to know the costs associated with your company. You should also know how they impact different departments before creating an optimal allocation of funds.
The amount of funding you allocate for employee salaries will also vary depending on the size and type of company.
4. Propose Necessary Adjustments As Needed
The HR budget should not be static. The HR manager should be able to recommend changes in the budget based on the company's needs.
These changes should reflect the changing workforce and business environment. The HR budget must also reflect the ability of an organization to compete in today's economy. It should also be able to change with the times.
57% of small firms increased employee compensation over the last 12 months. 60% said they plan to increase wages in the coming 12 months. - NSBA
Many factors can affect the process of HR budgeting. Many companies have their own set of policies on how they conduct HR planning. These can affect the format of the financial planning process.
Some expenses may be inevitable under certain circumstances. In contrast, others may only be considered to improve employees' efficiency and organizational effectiveness. Check if there are substantial costs that should not be left out as a factor in improving employees' performance. If yes, include them in your HR budget.
The costs involved in HR development programs are usually incurred during the initial phase of the program. Personnel costs make up a sizeable amount of an HR budget. They involve administrative costs, wages/salaries for instructors and facilitators, and travel expenses.
Though these costs don't show an immediate return, you must allocate money for them as well. It is because they contribute to employees' skill enhancement and overall performance enhancement.
The primary goal of the HR budget is to address the needs of the organization, which includes hiring qualified candidates for open positions, retaining high-performing employees, and reducing turnover.
The primary goal of HR budgeting is to allocate resources within an organization. It ensures that the organization meets its mission and goals while minimizing ineffective or wasteful activities.
Without proper budgeting procedures, employees can lose productivity and morale. Ultimately, it will lead to decreased productivity and an inability to perform their best.