Job vacancies can spell disaster for companies. Without the right people in the right places, customer service may suffer and internal processes may not be completed on time or at all. Vacancy reports can be particularly helpful to large organizations that need assistance identifying and coping with vacancies.

Vacancy reporting is often offered as one small feature that comes with the analytics and reporting functionality in HR software packages. Using this feature can help companies to maximize the impact of their HR software in improving their processes.

What Is Included In a Vacancy Report?

A vacancy report compiles all of the current vacancies in an organization into one place so that it’s easy to look at. Vacancy reports generally include fields like location, position, vacant date, salary, and full time/part time status that can help to give a little more information about vacancies at a glance. These fields can also be used to filter vacancies so that strategies can be formulated.

Using Vacancy Reports

Vacancy reports can provide a wealth of insights. Beyond simply highlighting current vacancies, vacancy reports can show employers that a particular location displays a higher than normal vacancy rate or that a certain position has been vacant for an extended period of time. Insights like these can be useful in determining how to address vacancies for maximum future effectiveness.

Addressing Vacancies Based on Reports

While the primary objective of utilizing vacancy reports may be to fill vacancies, reports can be used to come up with different strategies to accomplish this task in the most impactful way possible. For example, if a certain position seems to become vacant at much higher rates than other positions, it may be helpful to raise the salary or investigate issues with skills gaps. This may assist with keeping the position filled on a more long-term basis.

Additionally, vacancy reports can bring less obvious systemic factors to light. For example, if a position has been vacant for an extended period of time and there is no obvious impact to productivity or other organizational functionality, it may be worthwhile to consider eliminating the position altogether.

Vacancy Reports and Succession Planning

When read by the right eyes, vacancy reports can be used to assess skills gaps that may be leading to vacancies in high level positions.  If this type of issue is identified, the insights provided in the vacancy report could be useful in determining how to optimize succession planning. When there is a succession plan in place for filling high level positions immediately using internal resources, vacancy reports can also be used to track the effectiveness of these plans.

Vacancy Reports as an Instrument in Strategic Hiring

Many companies are beginning to see the benefits of strategic hiring over reactive hiring. Vacancy reports show where there are issues with staffing, so this can be helpful in evaluating what areas, locations, and departments are still using reactive hiring. After determining which areas need to change, steps can be taken to switch to a more strategic staffing plan.

Vacancy reports are helping some companies to resolve their issues with staffing and retention. Since talent demand is expected to outpace the supply of new talent entering the market in the coming years, it’s practical to develop strategies to combat this potential dilemma.