ConductinganEnvironmentalScan-CPSHRConsulting.docVIP

Conducting an Environmental Scan Collecting Data The first step to conducting an Environmental Scan is to collect external and internal data relevant to the workforce. An agency needs to thoroughly understand the external and internal factors, and trends, that may affect its current workforce in order to successfully plan for the future. An Environmental Scan/SWOT Analysis can be completed by the human resources staff or by a team with membership representing a cross section of the agency. Using a team with a varied membership to collect the external and internal data shares the workload, encourages participation throughout the agency, and promotes a diversity of perspectives. A team approach to completing an Environmental Scan includes these steps: Each team member researches one or more of the external or internal factors. Each team member prepares a list of relevant factual data for the individual external or internal factor they are researching. While some of the information collected may be based on perceptions, it is important that the information have its basis in sound data or reasoning so that future planning decisions can be made confidently. For example, it could skew a workforce plan to assume that workers won’t retire until at least age 62 because that is the age when the workers may qualify for Social Security benefits. Employees may consider factors other than age in determining when they will retire, including availability of reasonably priced health insurance, financial situation, family considerations, or job satisfaction. It is important to be aware of these motivations so that they can be addressed in the workforce plan. Members share their completed lists of external and internal factors with the entire team – each team member should have a complete list of all of the factors. External Factors – Some of the types of external workforce data that you should collect include: Colleges’ and educational institutions’ enrollments and specialties. C