Workforce Planning: Effective Ways to Save Time and Stress

Workforce planning is a daunting task at the best of times. From rosters to annual leave and employees coming and going, it can be tough to manage everything. All the while actually running your business.  

So, how do you create an effective workforce plan, regardless of the size of your business? To provide a comprehensive answer to this question, we’ve pulled together 10 efficient workforce planning strategies that can save time and stress and help you achieve your business goals. 

 

 

First things first: What is the main purpose of the workforce planning?  

Workforce planning is critical when balancing a workforce and chasing business success. It involves forecasting the size and skills of the workforce needed to meet business goals. Effective workforce planning strategies also lead to a happy and productive workforce, resulting in satisfied customers and increased profitability.   

 

1. Put the Right People in the Right Place at the Right Time  

The foundation of any successful workforce management strategy lies in having the right people in the right place at the right time. This enables you to deliver excellent customer service and ensures the smooth operation of your business.   

To achieve this, you need to understand the needs of your employees and the needs of your business. Then, you must find ways to integrate them seamlessly. By creating effective schedules, you can optimise your workforce and maximise productivity. 

 

2. Utilise the Right Tools for Effective Workforce Management  

Managing a large workforce manually can be overwhelming and inefficient. To streamline your workforce management processes, invest in the right tools.  

Reliable software, such as SD Worx, formerly Intelligo’s Workforce Planning software, can automate scheduling based on forecasts, facilitate communication with your staff, and empower your payroll processes. With the right tool, you gain real-time visibility into your business and enhanced control over schedules, budgets, and forecasting. 

 

3. Respond to the Needs of Your Business  

To optimise your workforce planning, it’s essential to understand your business and staffing needs :  

• When your customers are most likely to show up? 
• What are your busiest times? 
• When do customers require the most assistance? 
• How is your business evolving? 

 Begin by gaining a deep understanding of your business. You can then align your workforce planning efforts with your business’s goals and ensure effective resource allocation. 

 

4. Enhance Forecasting Accuracy for Smarter Workforce Planning 

Accurate forecasting plays a pivotal role in effective workforce planning. It enables you to anticipate peak times of business and schedule your workforce accordingly. This can help you better prepare for peak times, save on unnecessary staffing costs, and learn more about your customers’ habits.  

 To create more precise forecasts, consider factors such as:  

• Historical data 
• Sales breakdowns per hour and per employee 
• Salary costs compared to sales 
• Payroll costs 
• Absence percentages 
• Optimal staffing configurations  

By leveraging data-driven forecasting, you can ensure that you always have the right number of employees in the right place at the right time. 

 

5. Create Better Workforce Schedules   

Traditional scheduling practices often leave shift workers with little control over their schedules. This in turn can cause difficulties in planning their personal lives and managing multiple tasks.   

By creating better schedules, you can empower your employees, reduce labour costs, enhance customer satisfaction and improve sales. Furthermore, modern workforce management solutions such as workforce planning software provide employees with easy access to their schedules This allows them to make changes, request leave, and manage their shifts effectively. 

 

6. Effective Communication: The Key to Successful Workforce Planning 

 Communication is vital in workforce planning and management.   

Modern workforce management solutions offer built-in communication features that enable seamless communication between managers and employees. These features include instant messaging, text notifications, and dedicated communication platforms. All in all, effective communication fosters collaboration, reduces misunderstandings, and improves overall workforce management. 

 

7. Focus on Key Metrics to Drive Decision-Making 

 To make informed decisions, identify key metrics that drive your staffing levels and business performance.   

Consider metrics such as:  

• Productivity 
• Sales 
• Customer flow 
• Footfall 
• Customer satisfaction 

 Pay close attention to customer satisfaction as it directly impacts your business’s success. By prioritising customer satisfaction and aligning your schedules and resources accordingly, you can drive sales and create a positive customer experience. 

 

8. Embrace Flexibility  

Flexibility cannot be overlooked in today's workforce. By offering flexible working arrangements, you can attract and retain top talent, improve productivity, and boost employee satisfaction.   

With the right software in place, flexible working arrangements can be integrated into your workforce planning strategies in no time. Embracing flexibility enables you to respond to unpredictable demand, accommodate employee preferences, and optimise your workforce for maximum efficiency. 

 

9. Get Your Hiring Right  

Who doesn’t want to hire the best employees, right?  

Well, effective workforce planning begins with hiring the right people. So, it’s important that your hiring process aligns with your business’s purpose and culture values. By hiring employees who share your business’s goals and values, you can build a strong workforce that is committed to your success.   

Additionally, focusing on staff retention strategies can further simplify your workforce planning efforts. This is turn reduces expenses that taking on new staff incurs.  

 

10. Prioritise Employee Engagement for Optimal Workforce Performance  

Employee engagement is a critical factor in workforce planning and management. Engaged employees are more productive, motivated, and committed to their work.   

Prioritise employee engagement by creating a positive work environment. Offer opportunities for growth and development, recognise and reward achievements, and foster open communication. By investing in employee engagement, you can create a positive work culture and drive overall workforce performance. 

 

 

As you can see, efficient workforce planning strategies are crucial for achieving business success. By implementing the 10 strategies discussed in this guide, you can optimise your workforce, improve productivity, enhance customer satisfaction, and drive profitability.  

Embrace the right tools, prioritise effective communication, and focus on key metrics. Don’t forget to foster employee engagement, either. Doing so will help to create a happy and productive workforce that contributes to the growth and success of your business. 

 

 

Wondering what the best workforce planning software is? Well, SD Worx, formerly Intelligo, has the answer.  

Our workforce planning software eases the pressure on HR and managerial teams, freeing up task time in the process. Not only that, but our automated software takes the guesswork out of workforce planning, manual processes are reduced, and there’s a reduced risk of human error.   

So, what are you waiting for? Book a demo of our Workforce Planning software today.