As the year draws to a close, it's the perfect time to review your rostering performance. Key performance indicators (KPIs) tell the story of how effectively you've managed your workforce—where you've succeeded, where you've struggled, and where opportunities for improvement exist. A thorough annual review transforms raw data into actionable insights that can dramatically improve next year's rostering outcomes.
Effective rostering software provides the data foundation for meaningful KPI analysis. Paired with effective staff communication, these tools enable data-driven decisions. This guide walks you through the essential rostering metrics to review, how to interpret your results, and practical strategies for setting and achieving better targets in the year ahead. Whether you're managing a small team or hundreds of staff across multiple locations, systematic KPI review is essential for continuous improvement and compliance with Fair Work requirements.
Quick summary
- Review labour cost percentage, roster accuracy, and overtime rates as core KPIs
- Compare year-over-year performance to identify trends and patterns
- Set realistic improvement targets based on historical data and benchmarks
- Use insights to refine rostering processes and technology for next year
Essential rostering KPIs to review
Start your annual review by examining these fundamental rostering metrics:
Labour cost percentage
The ratio of labour costs to revenue is your primary rostering efficiency indicator. Track this monthly and compare against industry benchmarks. Hospitality typically targets 25-35%, retail 10-20%. Variations indicate rostering effectiveness relative to business performance.
Roster accuracy rate
Compare planned hours against actual worked hours. A rate of 90-95% indicates effective forecasting and schedule stability. Lower accuracy signals understaffing, poor demand prediction, or excessive last-minute changes that drive up costs.
Overtime percentage
Overtime as a percentage of total hours worked reveals scheduling efficiency. High overtime often indicates understaffing or poor roster planning based on award rates. Target keeping overtime below 5% of total hours unless operationally necessary.
Shift fill rate
The percentage of shifts filled without last-minute scrambling. High fill rates (95%+) indicate good staff availability management and effective communication. Low rates suggest availability visibility problems or staffing shortages.
No-show rate
Track the percentage of scheduled shifts where staff fail to appear without notice. High no-show rates indicate engagement issues, communication problems, or scheduling conflicts. Target keeping no-shows below 2%.
Time to publish rosters
Measure how far in advance rosters are published. Fair Work requires reasonable notice periods. Publishing rosters at least two weeks ahead improves staff satisfaction and reduces last-minute changes.
Analysing your annual results
Raw numbers only tell part of the story. Effective analysis reveals the insights behind your KPIs:
Compare against previous years
Year-over-year comparison reveals improvement or decline. If labour cost percentage increased from 28% to 32%, investigate why. Consider external factors like award rate increases alongside internal changes. Multi-year trends are more meaningful than single-year snapshots.
Identify seasonal patterns
Break down annual KPIs by month or quarter to identify seasonal variations. Most businesses see predictable patterns—retail peaks at Christmas, hospitality spikes during holidays. Understanding these patterns helps you plan better for next year's busy and quiet periods.
Segment by location or department
If you operate multiple locations or departments, compare KPIs across each. Significant variations often reveal effective approaches in high-performing areas that can be replicated elsewhere, or problems in underperforming areas that need attention.
Correlate metrics for insights
Look for relationships between KPIs. Does higher roster accuracy correlate with lower overtime? Do locations with better fill rates have lower turnover? These correlations help identify which improvements will have the greatest impact.
Identifying what worked well
Before focusing on improvements, acknowledge and document successes. Understanding why certain approaches worked helps you maintain and build on them:
Process improvements
Document any process changes that improved KPIs. Did implementing availability requests reduce scheduling conflicts? Did publishing rosters earlier reduce no-shows? Record these wins so they become standard practice.
Technology adoption
If you implemented new rostering technology, measure its impact. Automated shift allocation, mobile app adoption, or integrated time tracking often show measurable improvements in efficiency and accuracy metrics.
Team achievements
Recognise managers or locations that achieved strong KPI performance. Understanding their approaches—communication styles, planning methods, team engagement—provides templates for improving underperforming areas.
Setting targets for the new year
Use your annual review to set meaningful, achievable targets for the coming year:
Base targets on data
Use historical performance as your baseline. If current roster accuracy is 85%, setting a target of 98% is unrealistic. Aim for 5-10% improvement—achievable progress that compounds over time.
Consider external factors
Factor in known changes for next year. Award rate increases, planned business growth, new locations, or seasonal variations all affect achievable targets. Build these into your planning.
Prioritise high-impact KPIs
Focus improvement efforts on KPIs that most affect your business outcomes. For most operations, labour cost percentage and roster accuracy have the greatest impact on profitability and compliance.
Build in review checkpoints
Set quarterly review milestones to assess progress toward annual targets. This allows course correction if you're falling behind and prevents year-end surprises. Regular reviews maintain focus and accountability.
How RosterElf supports KPI tracking
RosterElf provides comprehensive tools for rostering KPI management:
Built-in reporting
Access pre-built reports for all key rostering metrics through payroll integration. View labour costs, overtime trends, roster accuracy, and more without manual calculation or spreadsheet exports.
Trend analysis
Track KPIs over time with visual trend charts. Identify patterns, compare periods, and measure improvement against targets with intuitive dashboards.
Multi-location comparison
Compare KPI performance across locations, departments, or managers. Identify top performers and areas needing improvement with side-by-side analysis.
Frequently asked questions
What are the most important rostering KPIs to track?
The most important rostering KPIs include labour cost as percentage of revenue, roster accuracy (planned vs actual hours), shift fill rate, overtime hours as percentage of total hours, no-show rate, time to publish rosters, and employee satisfaction with schedules. Tracking these metrics with rostering software helps identify efficiency and areas for improvement.
How often should you review rostering KPIs?
Review rostering KPIs weekly for operational adjustments and monthly for trend analysis. Conduct comprehensive annual reviews to assess year-over-year performance and set targets for the coming year. Regular review cycles help identify issues early and track progress toward improvement goals.
What is a good roster accuracy rate?
A good roster accuracy rate is 90-95%, meaning actual worked hours closely match rostered hours. Higher accuracy indicates effective demand forecasting and schedule stability. Lower accuracy often signals understaffing, poor planning, or excessive last-minute changes that increase costs and reduce employee satisfaction.
How do you calculate labour cost percentage for rostering?
Calculate labour cost percentage by dividing total labour costs by total revenue, then multiplying by 100. For example, if monthly labour costs are $50,000 and revenue is $200,000, the labour cost percentage is 25%. Industry benchmarks vary: hospitality typically targets 25-35%, retail 10-20%, and healthcare 40-50%.
What causes poor rostering KPI performance?
Poor rostering KPI performance typically results from inaccurate demand forecasting, lack of historical data analysis, manual rostering processes prone to errors, insufficient staff availability visibility, poor communication of roster changes, and failure to account for seasonal variations.
How do rostering KPIs affect employee retention?
Rostering KPIs directly impact employee retention. Metrics like schedule predictability, advance notice of shifts, fair distribution of desirable shifts, and accommodation of availability preferences influence staff satisfaction. Poor rostering practices lead to higher turnover, while consistent, fair scheduling improves retention.
What rostering KPIs indicate compliance risks?
KPIs indicating compliance risks include excessive overtime hours, insufficient break periods between shifts, minimum engagement violations, roster changes without adequate notice, and penalty rate exposure exceeding budgets. Monitoring these metrics helps identify potential Fair Work compliance issues before they become costly problems.
How do you set realistic rostering KPI targets?
Set realistic rostering KPI targets by analysing historical performance data, benchmarking against industry standards, considering seasonal variations, and accounting for operational constraints. Targets should be challenging but achievable—typically aim for 5-10% improvement on current performance.
Related RosterElf features
Track rostering KPIs with confidence
RosterElf helps Australian businesses track, analyse, and improve rostering KPIs with built-in reporting and trend analysis.
- Comprehensive KPI dashboards and reports
- Year-over-year trend comparison
- Multi-location performance tracking
Disclaimer: This article provides general guidance only and does not constitute financial or legal advice. KPI benchmarks and requirements may vary by industry and circumstances. Always verify current requirements using official Fair Work Ombudsman resources and consult with qualified professionals for specific business decisions.
