Number of employees is Definition, calculation methods

2024 Author: Howard Calhoun | [email protected]. Last modified: 2023-12-17 10:16

Staff is the number of employees necessary for the normal functioning of the company, established by the head, taking into account the current standards. Usually it is drawn up by an internal document, where all the structural divisions represented in the organization are recorded. They call such a document “Structure and staffing.”

Documents: Ensuring that the company operates in accordance with the norms

How to draw up this internal document of the organization? The current legislation does not establish any mandatory formalization standards, so you need to focus on the standards adopted within the company, as well as on the Office Work Instructions approved by the CEO.

Approval of staffing levels - what is it? As a rule, the procedure involves the formation of an order for the enterprise. The paper is signed by the chief manager - the general director or another employee holding the highest position in the hierarchy. In some cases, approval is provided by order of the person to whom the director has delegated the appropriate authority. Be sure to describe in detail the hierarchical structure of the company. Subdivisions are listed according to subordination. Opposite each position indicate how many units in the enterprise are necessary for the full-fledged work of the company. The document is the basis for drawing up the staffing table. A sample document of staffing for a clerk developing internal papers is actually not needed. The main thing is to correctly indicate the positions and write the text correctly. The main difficulty is the actual calculation of the regular number of employees, which is usually done by accounting.

Theoretical base

A structural unit is a department that is highlighted by official documents in the structure of the company. He has specific functions, a task, the unit (its chief) is responsible for the core tasks.

The structural subdivision has no signs of a legal entity. It should not be confused with separate divisions of the organization. The staffing of the department largely depends on the direction of its work. Highlight:

• services;
• production area;
• lab rooms;
• sector;
• governing body;
• bureau.

Working system and number of workers

It's no secret that in any company, employees have a narrow range of tasks assigned to them. It is written into the employment contract. Additional functionality can be given to an employee by concluding an agreement with him to an employment contract. Different employees in different positions can decidesimilar tasks. This allows you to combine them into some structural unit. But this is not always necessary.

Standards and the actual number of employees of the company come to the rescue. They analyze how many people work at the enterprise, then study the standards and decide whether to create a department or not. In fact, the standards are needed precisely to standardize the process of forming divisions at enterprises throughout our country. In addition, the standards by which the staffing is determined make it possible to correctly distribute work among the company's employees and formulate job responsibilities for all staff.

In numbers using an example

Suppose there is some enterprise. According to the lists, it employs more than seven hundred workers. Such a number of personnel makes it possible to form a bureau responsible for labor protection. In this case, the number of employees is not more than five people (but not less than three). This number also includes a responsible person - the head of a new structural unit.

But if six people or more are responsible for labor protection, then the new formation is called a department. Some companies introduce internal regulations - at least 4 employees must be responsible for labor protection.

Regulations in private companies

What can be the maximum number of staff in a private enterprise? Usually the head of the organization chooses the standards. The state is structured by division into departments. Necessarilymake sure that small departments with no more than three employees do not take a dominant position. Otherwise, responsibility is divided among a large number of people, in fact, no one is responsible for the decisions made, and this leads to the decline of the company.

If staffing allows, it is necessary to create sufficiently large departments. The more people are subordinate to the head of the department, the higher the level of responsibility, the more thoroughly the person approaches the work. But it must be admitted that with the growth of responsibility, people's demands for wages grow.

Documents as justification

When creating a new division at an enterprise, the staffing for it is usually not chosen by chance. The experience of large, successful firms, regulatory documents valid on the territory of our country, internal LNA come to the rescue.

The most important official papers are:

• Decree of the Ministry of Labor, adopted in 1995 under the number 56, which contains the standards of accounting, financial activities.
• Resolution number 10 issued by the same body in 2001, declaring the size standards for bodies responsible for labor protection.
• Orders of the State Construction Committee of 1999 under numbers 65, 69. They indicate the size standards for some individual areas.
• Order of the Ministry of Fuel and Energy of 1998, number 252, declaring what the staffing should be in the fuel and energy complex.

How to countright?

At the moment, there are no generally recognized and approved by laws algorithms for calculating the actual, maximum number. The actual, as follows already from the term itself, is determined by a simple calculation of the number of employees in the organization.

The staff limit is determined by the chief executive officer of the company. Typically, the assessment is made taking into account the structure of the firm, as well as the functions of a particular department. In general, the head of the enterprise has the right to choose professions, the number of employees for each production function, to his taste. But there are separate organizations, institutions to which the standards established by laws are applicable. State departments and institutions are squeezed into the narrowest framework.

Rules and restrictions

The restrictions imposed on state institutions are especially obvious if you study the staff list of executive authorities. Take the central office as an example. There is a leader here who can approve the number of employees, but the payroll is set from above. That is, even if there is a desire to hire more people, this is impossible, since the salary is simply not enough. The payroll is approved by the President and the Government. For this, positions are taken into account in accordance with the centralized register, and they are also guided by some other legal acts, from which it follows what the number of personnel in the department should be. Officially, the process is described by a government decree adopted in 2005, issued under the number 452.

The manager, having calculated the maximum, actual number, draws up reports. In order not to be mistaken, it makes sense to request information from the responsible authorities, that is, those where you need to send a report on the number of employees of the enterprise. But be careful: all such appeals must be in writing, registered under the incoming department number. Otherwise, there is a high probability that the question will remain unanswered and simply lost.

Delimiting concepts

Analyzing the normative, legal documents that are currently valid, you can see that they use two terms:

• average headcount;
• average headcount.

In the first variant, those who work at the enterprise as at the main place are considered. The second involves taking into account all part-time workers, as well as persons with whom the GPA is concluded.

Features

The average number includes the average headcount, but in addition to them, it assumes taking into account the number of external part-time workers, as well as the number of people involved in the GPA, on average.

The average list includes those people who work in the company on a permanent basis. Take into account workers on a full-time, part-time basis. They also count those with whom open-ended, fixed-term contracts are concluded. It is necessary to take into account seasonal workers, temporary staff.

If the company has internal part-timers, they are considered one unit for payroll. If some personpart-time job came from another company, it is not included in the payroll. Separate records are maintained for those who are accepted according to the rules of external part-time employment.

Optional required

There are such legal acts that were adopted by the authorities of the country and approved as advisory. Of course, there are similar documents regulating the staffing at the enterprise.

The most comprehensive and restrictive recommendations apply to budget organizations. They oblige to refer to labor standards, from which it follows how many people are needed at the enterprise for normal and efficient work.

Formula: it's good

You can calculate the number of employees based on labor standards as follows:

(Annual spending for the full amount of work in hours): (Standards for one employee in hours) x (Coefficient taking into account holidays, absenteeism, sick leave)

Standards are usually estimated at 2000 hours per calendar year.

Summing up

Staff is a quantitative assessment of the company's employees. It is established by the head of the company, taking into account current standards and recommendations. Most of the legal documents are non-binding, but desirable for execution. But in budgetary organizations, it is important to comply with the norms and rules for determining the staffing level introduced by the laws of the country.

The head of a private organization may be guided by the same standards asperformed by state-owned enterprises. At the same time, it is recommended, if possible, to avoid splitting the company into small divisions, otherwise the hierarchical structure is violated, the boundaries of responsibility are blurred. In order for the structure of the company to be clear and efficient, it is declared by an internal document approved by the director.