Headcount Approval Process Flowchart
Organize your headcount workflow across multiple perspectives.
Use this process flowchart to organise your approval workflows. Typically this would be owned by Recruiting Operations.
Why use the Headcount Approval Process Flowchart
This Headcount Approval Process Flowchart is designed to assist HR teams and managers in navigating the process of headcount approval within an organization. It helps teams streamline the headcount approval process, ensuring that all necessary steps are followed and approvals are obtained in a timely manner. By using this flowchart, HR teams and managers can effectively manage the hiring process, from initial role approval to final recruitment.
How to use the flowchart
To get the most of this template for you and your team, follow these step-by-step instructions:
1. Customize the first row of boxes entitled "Stage." These indicate the stages of the headcount approval process. Tailor them to represent your organization’s headcount approval steps.
2. Describe the stage in the “What does this mean?” box below each.
3. Next, find the "Hiring Manager" box. This represents the individual responsible for initiating the headcount approval process. This is typically where you’ll start building out the flowchart, since typically the hiring manager kicks off the process, though you can begin your flowchart in any of the rows indicated on the chart.
3. Continue following the flowchart by selecting the appropriate boxes based on the current stage of the process. Each box represents a specific action or decision point.
4. Read the text within each box to understand the actions or decisions required at that stage.
5. Follow the arrows connecting the boxes to progress through the flowchart. The arrows indicate the logical sequence of actions and decisions. Add flowchart steps in by creating new shapes and arrows as needed to accurately represent your process.
7. Repeat steps 3-6 until you reach the end of the flowchart, which signifies the completion of the headcount approval process.
Key steps in the headcount approval process
To provide a clearer understanding of the flowchart, below are some key steps involved in the headcount approval process. These can be edited and adapted to your processes within the template:
1. Role approval: Determine whether the role has been approved in the budget. If it is an approved role, proceed to the next stage. If it is a non-approved role, follow the process for requesting a brand new role.
2. Recruiting kick-off: Initiate the recruiting process by notifying the recruitment team and reviewing/finishing the Kick-off (KO) document with the recruiting team.
3. Role approval confirmation: Confirm if the role is approved with a PID (Project Identification Number), or other identifying numbers used by your systems. If not, the Hiring Manager (HM) flags the KO document to the leadership team member to obtain approval.
4. Finance approval: Ensure that the role is approved by Finance. If not, the role may be placed on hold/pause.
5. Kick-off call: Send the KO document to the HM and schedule a kick-off call. Open the role in your company’s HR platform/system and attach the KO document(s).
6. Interview team preparation: Schedule a KO call with the interview team and review the role and expectations with them.
7. Recruiting process: Begin the recruiting process by posting the job online.
8. Stream lead involvement: Involve additional leadership and stakeholders throughout the process as needed.
9. KO approval: Note that this step does not apply to evergreen roles.
Get started with this template right now.
Data Flow Diagram Template
Works best for:
Flowcharts, Software Development, Diagrams
Any process can get pretty complex, especially when it has multiple components. Get a better grasp of your process through a data flow diagram (DFD). DFDs create a simple visual representation of all components in the flow of data and requirements in an entire system. They’re most often used by growth teams, data analysts, and product teams, and they’re created with one of three levels of complexity—0, 1, or 2. This template will help you easily build the best DFD for your process.
Cross Functional (Swimlane) Chart
Works best for:
Flowcharts, Mapping, Diagrams
The Cross Functional (Swimlane) Chart template offers a visual tool for mapping out processes or workflows with multiple stakeholders or functional areas. It provides swimlanes for organizing tasks and responsibilities by department or role. This template enables teams to visualize process flows, identify handoffs, and improve coordination and collaboration across functions. By promoting transparency and accountability, the Cross Functional (Swimlane) Chart empowers organizations to streamline workflows and drive cross-functional alignment effectively.
Org Unit Visual Guide
Works best for:
Org Charts, Operations, Mapping
Org Unit Visual Guide template offers a visual reference for understanding organizational units and their relationships. By mapping out departments, teams, and reporting lines, this template enhances clarity and transparency. With customizable features for adding annotations and descriptions, this template facilitates communication and alignment across organizational units.
AHA! Moment Flowchart 🎈
Works best for:
Mapping, Flowcharts
The AHA! Moment Flowchart template offers a visual tool for mapping out the journey of users or customers and identifying key moments of realization or insight (AHA moments). It provides a structured framework for documenting user interactions, emotions, and pain points throughout their journey. This template enables teams to understand user experiences, identify opportunities for improvement, and enhance product or service offerings. By promoting empathy and customer-centric design, the AHA! Moment Flowchart empowers organizations to create meaningful and impactful user experiences effectively.
Website Flowchart Template
Works best for:
Flowcharts, Mapping, User Experience
A website flowchart, also known as a sitemap, maps out the structure and complexity of any current or future website. The flowchart can also help your team identify knowledge gaps for future content. When you’re building a website, you want to ensure that each piece of content gives users accurate research results based on keywords associated with your web content. Product, UX, and content teams can use flowcharts or sitemaps to understand everything contained in a website, and plan to add or restructure content to improve a website’s user experience.
Cross Functional Flowchart
Works best for:
Org Charts, Business Management
Have a quick look at everyone on a project and see exactly what they’ll contribute. That’s the clarity and transparency a cross-functional flowchart will give you. These are also called “swim lane” flowcharts because each person (each customer, client, or representative from a specific function) is assigned a lane—a clear line—that will help you visualize their roles at each stage of the project. This template will empower you to streamline processes, reduce inefficiencies, and make meaningful cross-functional relationships.