Your workforce is your most valuable—and often most expensive—asset. HR KPIs provide the practical insights needed to manage this asset effectively. As the year concludes, reviewing these metrics reveals the health of your workforce: where you're retaining talent, where you're losing it, how effectively you're developing people, and whether you're meeting compliance requirements. This analysis informs better decisions about hiring, training, culture, and retention strategies for the year ahead.
Effective HR software with integrated onboarding provides the foundation for meaningful KPI tracking and analysis. This guide covers essential HR metrics to review, how to interpret your results, and practical strategies for improving workforce outcomes while maintaining compliance with Fair Work and other regulatory requirements.
Quick summary
- Track turnover, retention, and compliance as core HR KPIs
- Analyse turnover by tenure, department, and reason to identify patterns
- Review compliance metrics to identify audit risks before they become issues
- Set improvement targets that link HR metrics to business outcomes
Essential HR KPIs to review
Focus your annual review on these critical workforce metrics:
Employee turnover rate
The percentage of employees who left during the year. Calculate by dividing departures by average headcount. Distinguish between voluntary and involuntary turnover to identify improvement areas. Most Australian industries target 15-20% or lower.
Retention rate by tenure
Track retention separately for different tenure periods. First-year retention is critical—early departures waste hiring and training investment. High retention beyond two years indicates effective engagement and career development.
Time to hire
Average days from job posting to accepted offer. Long hiring times increase vacancy costs and may result in losing candidates to competitors. Track by role type—some positions legitimately take longer to fill.
Training completion rate
Percentage of required training completed on time. Incomplete training creates compliance risks, particularly for mandatory certifications. Track by training type to identify where completion lags.
Compliance audit scores
Results from internal or external HR compliance audits. Track completion of required documentation, policy acknowledgements, and record-keeping requirements. High scores indicate thorough HR processes.
HR file completeness
Percentage of employee files with all required documents. Missing contracts, tax declarations, or certifications create compliance exposure. Regular audits identify gaps for remediation.
Analysing turnover to drive improvement
Turnover rate alone tells you there's a problem. Deeper analysis reveals what to do about it:
Segment by tenure
When do people leave? High turnover in the first 90 days suggests onboarding or job expectation issues. Departures at 1-2 years may indicate limited career progression. Long-tenured departures often signal management or compensation problems.
Analyse by department or manager
Compare turnover across teams. Significant variation between departments with similar roles often indicates management effectiveness differences. Some managers consistently retain talent; others consistently lose it. Address the pattern, not just individual departures.
Review exit interview themes
Aggregate exit interview feedback to identify patterns. Common themes reveal systemic issues. If multiple people cite scheduling inflexibility, address rostering practices. If compensation appears repeatedly, benchmark your pay rates against market.
Calculate turnover costs
Put a dollar value on turnover. Include recruitment costs, training time, productivity loss during vacancy and ramp-up, and administrative processing. Studies suggest replacement costs 50-200% of annual salary. This calculation builds the business case for retention investments.
Compliance KPIs that matter
Compliance failures create legal exposure and damage employee trust. Focus on these compliance-critical metrics:
Contract completion
Every employee needs a signed employment contract or letter. Track percentage with current, signed contracts on file. Outdated contracts after significant changes also create risk.
Certification currency
For roles requiring certifications (RSA, first aid, working with children), track expiry dates and renewal completion. Expired certifications may invalidate insurance coverage and violate regulations.
Policy acknowledgement
Track acknowledgement of key policies: code of conduct, workplace health and safety, privacy, and anti-discrimination. Signed acknowledgements demonstrate employees were informed of expectations and obligations.
Setting improvement targets
Use your annual review to establish meaningful HR targets for the coming year:
Focus on high-impact metrics
Prioritise KPIs that most affect your business. If turnover is your biggest cost driver, focus retention targets. If compliance gaps create risk, prioritise documentation completion. Don't try to improve everything simultaneously.
Set realistic increments
Base targets on current performance plus achievable improvement. Reducing turnover from 25% to 20% is realistic. Targeting 10% may not be achievable in one year. Build momentum through consistent progress.
Link to business outcomes
Connect HR targets to business results. Calculate the cost savings from reduced turnover, the risk reduction from improved compliance, or the productivity gains from better training completion. Business-linked metrics get executive support.
Plan quarterly reviews
Don't wait until next December to assess progress. Set quarterly checkpoints to track improvement and adjust strategies. Early warning of off-track metrics enables course correction before problems compound.
How RosterElf supports HR management
RosterElf provides integrated HR capabilities that support better workforce decisions:
Centralised employee records
Store all employee documents in one secure location. Track contracts, certifications, and policy acknowledgements with expiry alerts. Maintain audit-ready records accessible when needed.
Compliance alerts
Receive notifications before certifications expire or required documents are missing. Proactive alerts prevent compliance gaps from becoming issues during audits or incidents.
Workforce reporting
Generate reports on employee data, attendance patterns, and workforce composition. Export data for HR analysis or integrate with your existing HR systems for comprehensive workforce insights.
Frequently asked questions
What are the most important HR KPIs to track?
The most important HR KPIs include employee turnover rate, time to hire, cost per hire, training completion rate, employee satisfaction scores, compliance audit results, absenteeism rate, and retention rate by tenure. Using HR software helps track these metrics efficiently.
How do you calculate employee turnover rate?
Calculate turnover rate by dividing the number of employees who left during a period by the average number of employees, then multiplying by 100. For example, if 12 employees left during a year with an average headcount of 100, the annual turnover rate is 12%.
What is a good employee retention rate?
A good employee retention rate depends on industry but generally falls between 80-90% annually. Higher retention reduces recruitment costs and preserves organisational knowledge. First-year retention is particularly important as early departures represent lost investment.
How do HR KPIs affect business performance?
HR KPIs directly impact business performance through labour costs, productivity, and compliance risk. High turnover increases recruitment costs (typically 50-200% of annual salary per departure). Low compliance scores create legal exposure. Effective HR management reduces costs while improving outcomes.
What HR KPIs indicate compliance risks?
HR KPIs indicating compliance risks include incomplete employee files, expired certifications, overdue training requirements, missing signed contracts, poor record-keeping audit scores, and documentation gaps in termination processes. High rates signal potential Fair Work issues.
How often should HR KPIs be reviewed?
Review HR KPIs monthly for operational metrics like absenteeism and quarterly for strategic metrics like turnover and engagement. Conduct comprehensive annual reviews to assess year-over-year performance and inform workforce planning.
What causes high employee turnover?
High employee turnover typically results from poor management practices, inadequate compensation, limited career development, poor work-life balance, ineffective onboarding, toxic workplace culture, and misaligned job expectations. Exit interview data helps identify specific causes.
How do you improve HR KPI performance?
Improve HR KPI performance by identifying root causes through data analysis, implementing targeted interventions, investing in HR technology, training managers on people management, regularly reviewing policies, and benchmarking against industry standards to set realistic improvement targets.
Related RosterElf features
Manage your workforce with confidence
RosterElf helps Australian businesses maintain compliant HR records and make better workforce decisions.
- Centralised, secure employee records
- Certification and compliance tracking
- Integrated workforce management
Disclaimer: This article provides general guidance only and does not constitute HR or legal advice. Workforce management requirements vary by industry and circumstances. Always verify current requirements using official Fair Work Ombudsman resources and consult with qualified HR professionals for specific situations.
