The end of the year presents a natural opportunity to step back and evaluate how your rostering practices have performed. Have you been consistently overstaffed during quiet periods? Are overtime costs creeping up? Do managers struggle to fill shifts at the last minute? These patterns reveal opportunities for improvement that strategic planning can address. A well-designed rostering strategy aligns staffing with business demand, controls labour costs, supports compliance with Fair Work requirements, and supports employee wellbeing.
This guide walks through the key elements of rostering strategy planning for Australian businesses. We'll cover how to review current performance, set meaningful goals, forecast capacity needs, and implement improvements that deliver measurable results. Whether you manage a small team or coordinate staff across multiple locations, taking time to plan your rostering approach for the year ahead pays dividends in efficiency, cost control, and workforce satisfaction.
Quick summary
- Review current rostering performance using data, not assumptions
- Set specific, measurable goals tied to business objectives
- Forecast capacity needs based on growth plans and seasonal patterns
- Evaluate technology and processes to support strategy execution
Review your current rostering performance
Before planning improvements, understand where you stand. Evidence-based review prevents assumptions from distorting your strategy:
Labour cost analysis
Track labour cost as a percentage of revenue across the year. Identify months where costs exceeded targets and investigate causes. Were these planned peaks or inefficiencies? Understanding the pattern guides goal-setting.
Overtime patterns
Analyse when and where overtime occurs. Is it concentrated in certain departments, shifts, or under specific managers? Consistent overtime often signals roster design issues rather than genuine demand spikes.
Staffing level accuracy
Compare rostered hours against actual demand. Were there periods of consistent understaffing causing stress and service issues? Overstaffing that eroded margins? This data reveals forecast accuracy problems.
Compliance review
Check for award compliance issues including break violations, minimum engagement failures, and incorrect penalty rate applications. Review the retail award requirements if applicable. Any Fair Work complaints or queries should inform strategy adjustments.
Set meaningful rostering goals
Effective goals are specific, measurable, and connected to business outcomes. Vague intentions like "improve rostering" don't drive action. Consider these goal categories:
Cost efficiency targets
Set specific labour cost targets such as reducing overtime by 15% or maintaining labour costs below 28% of revenue. Base targets on current performance plus realistic improvement expectations. Overly aggressive targets demotivate rather than inspire.
Process improvement goals
Target improvements like publishing rosters 14 days in advance consistently, reducing last-minute shift changes by 30%, or achieving 95% roster acceptance rates from staff. These process metrics drive operational stability.
Compliance objectives
Aim for zero break compliance violations, 100% correct penalty rate application, or complete audit readiness at any time. Compliance goals protect the business and demonstrate commitment to fair treatment of staff.
Employee experience goals
Include goals around roster fairness, shift preference accommodation, and work-life balance support. Satisfied employees are more reliable and productive. Consider metrics like shift swap approval rates or preference fulfilment percentages.
Forecast capacity needs for the year ahead
Capacity forecasting predicts how many staff hours you'll need throughout the year. Accurate forecasting prevents reactive rostering decisions:
Seasonal patterns
Map known busy and quiet periods. Retail peaks at Christmas, hospitality surges on weekends and holidays, healthcare has predictable demand patterns. Build these into your annual capacity plan.
Growth projections
Factor in business growth plans. New locations, service expansions, or increased trading hours all require additional staff. Plan recruitment and training timelines to have capacity ready when needed.
Turnover assumptions
Account for expected staff turnover based on historical rates. If you typically lose 20% of staff annually, plan recruitment accordingly. Don't wait until vacancies create rostering crises.
Location-specific needs
Different locations may have different capacity requirements. Urban sites might need extended hours while suburban locations follow standard patterns. Plan capacity by location, not just overall.
Skill requirements
Consider not just total hours but skill mix. Do you need more trained supervisors? Specialist skills? Capacity planning should address qualitative needs alongside quantities.
Flexibility buffers
Build in capacity buffers for unexpected demand. A workforce running at 100% utilisation has no flexibility for sick leave, sudden demand spikes, or growth opportunities.
Evaluate technology and processes
The right tools and processes make strategy execution possible. Assess whether your current setup supports your goals:
Rostering software capabilities
Does your current system support automated scheduling, award interpretation, mobile access for staff, and real-time cost tracking? If not, the new year may be time to upgrade. Modern rostering software dramatically reduces manual effort and improves accuracy.
Integration requirements
Consider how rostering connects with time and attendance, payroll, and HR systems. Disconnected systems create data entry overhead and error risk. Integrated systems with staff communication features simplify operations and improve data accuracy.
Manager training needs
Strategy only works if managers can execute it. Identify training gaps in rostering techniques, award compliance, or system usage. Budget time and resources for capability building before the new year.
Process documentation
Document rostering procedures, approval workflows, and escalation paths. Clear processes ensure consistency across locations and managers. They also support training and provide reference material for complex situations.
Plan your implementation approach
A strategy only delivers value when implemented. Create a realistic implementation timeline:
Prioritise initiatives
You can't change everything at once. Identify which improvements will deliver the most value and focus there first. Quick wins build momentum while larger projects develop over time.
Assign accountability
Each initiative needs an owner responsible for delivery. Without clear accountability, strategy documents gather dust. Make sure owners have authority and resources to execute.
Set review checkpoints
Schedule quarterly reviews to assess progress against goals. This allows course correction if initiatives aren't delivering expected results. Regular review maintains focus and momentum.
Communicate the plan
Share strategy with managers and staff. People support what they understand. Explain how changes benefit both the business and employees. Address concerns proactively rather than letting resistance build.
Frequently asked questions
When should you start planning your rostering strategy for next year?
Ideally, begin rostering strategy planning 2-3 months before year-end. This gives you time to review current performance, identify improvement areas, consult with managers, and implement any system changes or training before the new year begins. December is often too late for meaningful planning.
What data should you review when planning rostering strategy?
Review labour cost trends, overtime patterns, understaffing and overstaffing incidents, employee turnover rates, peak period performance, roster compliance with awards, and any Fair Work issues encountered. Also analyse forecast accuracy by comparing rostered hours against actual hours worked.
How do you set rostering goals for the new year?
Set specific, measurable goals based on current performance gaps. Examples include reducing overtime by a specific percentage, improving roster publication lead times, reducing labour cost as a percentage of revenue, or achieving higher roster compliance scores. Link goals to business objectives.
What role does capacity forecasting play in rostering strategy?
Capacity forecasting helps predict staffing needs based on expected demand. Consider seasonal patterns, business growth projections, new location openings, and industry trends. Accurate capacity forecasting prevents understaffing during peaks and overstaffing during quiet periods.
How should australian businesses account for award changes in rostering planning?
Monitor Fair Work Commission announcements for award changes effective in the new year. Annual wage reviews typically apply from July, but other changes can occur year-round. Update rostering systems with new rates and ensure managers understand any rule changes affecting scheduling.
What technology considerations matter for rostering strategy?
Evaluate whether current rostering tools meet your needs. Consider features like mobile access, automated scheduling, award interpretation, time and attendance integration, and reporting capabilities. The new year is a good time to implement or upgrade rostering software.
How do you align rostering strategy with business growth?
If growth is planned, factor in recruitment timelines, training periods, and gradual capacity building. Rostering strategy should support growth rather than constrain it. Consider whether current staffing models will scale and what changes are needed to support expansion.
What are common rostering strategy mistakes to avoid?
Common mistakes include planning without data, setting unrealistic goals, ignoring seasonal patterns, failing to consult frontline managers, neglecting compliance requirements, and not budgeting for training or system improvements. Also avoid planning in isolation without considering business strategy.
Related RosterElf features
Start the new year with smarter rostering
RosterElf helps Australian businesses plan, build, and improve rosters with confidence through automated scheduling, award compliance, and real-time cost visibility.
- Automated roster building with award compliance
- Real-time labour cost forecasting
- Mobile access for managers and staff
Disclaimer: This article provides general guidance only and does not constitute business or legal advice. Rostering requirements vary by industry and award. Always verify current requirements using official Fair Work Ombudsman resources and consult with qualified professionals for specific business decisions.
