What is an Operating Budget?
An operating budget is a comprehensive financial plan that estimates an organisation’s projected revenues and operational expenses over a defined period—typically a fiscal year. It covers elements such as income from sales or services as well as the costs required to run day-to-day business operations (e.g., salaries, rent, utilities, supplies).
Why the Operating Budget Matters in HR
For HR professionals, understanding the operating budget is essential because it directly influences staffing, salaries, benefits, training and HR program investment. A well-constructed operating budget helps HR ensure that resources are aligned with business goals, enables cost control, and allows for meaningful performance monitoring.
By reviewing actual results against the budget, HR can identify variances, justify adjustments and support strategic decision-making. This financial clarity elevates HR from an administrative function to a business partner in managing workforce cost and value.
How to Build and Use an Operating Budget
Building an operating budget involves several key steps:
- Forecast revenue: Estimate all expected sources of income for the period.
- Identify fixed and variable costs: Fixed costs (e.g., rent, salaries) remain largely constant, while variable costs fluctuate (e.g., commissions, utilities).
- Allocate departmental budgets: Ensure each function, including HR, receives funds based on planned headcount, training, technology and benefits.
- Monitor and adjust: Regularly compare actual expenditures and revenue to the budget and revise forecasts or actions when there’s a significant variance.
A robust operating budget gives HR teams the financial framework to plan workforce initiatives, manage change and deliver measurable value to the organisation. By keeping budget-to-actual tracking transparent and dynamic, HR can proactively manage costs while supporting growth and performance.
