Workforce Planning and Scheduling: Optimising Your Team for Success

In the dynamic business landscape of Australia and New Zealand, managing a workforce efficiently is a critical driver of success. Whether you’re running a retail chain, a logistics operation, or a manufacturing plant, getting workforce planning and scheduling right can make all the difference. These processes ensure you have the right people, with the right skills, in the right place, at the right time—while keeping costs in check and employees engaged.

At Trace Consultants, we specialise in helping businesses across Australia and New Zealand optimise their workforce management. In this 3000-word guide, we’ll explore the ins and outs of workforce planning and scheduling, offering practical strategies and insights to help you build a high-performing, agile team. We’ll also highlight how Trace Consultants can partner with you to achieve measurable results.

What is Workforce Planning?

Workforce planning is the strategic process of forecasting and aligning your staffing needs with your business goals. It involves analysing current workforce capabilities, predicting future demands, and creating a roadmap to bridge the gap. Effective workforce planning ensures your organisation is prepared for growth, seasonal fluctuations, or unexpected challenges.

For businesses in Australia and New Zealand, workforce planning is particularly important due to unique regional factors, such as tight labour markets, high wage costs, and the need to serve geographically dispersed populations. A robust workforce plan can help you:

• Reduce labour costs without compromising service quality
• Improve employee retention and satisfaction
• Adapt to changing market conditions
• Ensure compliance with local labour regulations

Key Steps in Workforce Planning

Here are some essential steps to create an effective workforce plan:

1. Demand Forecasting: Analyse historical data, market trends, and business objectives to predict future staffing needs. For example, retailers in Auckland may need extra staff during the Christmas shopping season.
2. Supply Analysis: Assess your current workforce’s skills, availability, and capacity. Identify gaps in expertise or headcount that could hinder your goals.
3. Gap Analysis: Compare demand and supply to pinpoint shortages or surpluses. This could involve upskilling existing staff or recruiting new talent.
4. Action Planning: Develop strategies to address gaps, such as training programs, hiring initiatives, or outsourcing. Ensure these align with your budget and timeline.
5. Monitoring and Evaluation: Regularly review your plan to ensure it remains relevant. Use key performance indicators (KPIs) like employee turnover or labour cost per unit to measure success.

How Trace Consultants Can Help

At Trace Consultants, we take a data-driven, tailored approach to workforce planning. Our experts work with you to understand your business objectives, analyse your current workforce, and develop a customised plan that drives efficiency and growth. From forecasting demand to implementing training programs, we provide end-to-end support to ensure your workforce is ready for the future. Whether you’re expanding into new markets or navigating labour shortages, we’re here to help you succeed.

Mastering Employee Scheduling

Employee scheduling is the tactical process of assigning shifts, tasks, and resources to meet operational demands. A well-designed schedule balances business needs with employee preferences, ensuring productivity, compliance, and morale. Poor scheduling, on the other hand, can lead to overstaffing, understaffing, or dissatisfied employees—all of which impact your bottom line.

In Australia and New Zealand, scheduling is complicated by factors like award rates, penalty rates, and diverse workforce needs. For instance, businesses in hospitality or healthcare must navigate complex industrial relations frameworks while meeting 24/7 service demands.

Principles of Effective Scheduling

Creating an efficient schedule requires careful planning and flexibility. Here are some key principles to follow:

• Demand-Driven Scheduling: Base schedules on real-time demand data, such as sales forecasts or customer foot traffic. This ensures you’re not overstaffing during quiet periods or understaffing during peaks.
• Employee Preferences: Incorporate employee availability and preferences where possible to boost engagement. For example, offering flexible shifts can attract talent in competitive markets like Sydney or Wellington.
• Compliance: Ensure schedules adhere to Australian and New Zealand labour laws, including the Fair Work Act or Employment Relations Act. This includes managing overtime, breaks, and minimum rest periods.
• Cross-Training: Train employees in multiple roles to increase scheduling flexibility. This is particularly useful for businesses with fluctuating demands, such as logistics firms during peak seasons.
• Technology Integration: Use scheduling software to automate and optimise the process. Tools like Workforce.com or Deputy can streamline shift planning and communication.

Emerging Trends in Scheduling

The scheduling landscape is evolving, driven by technology and changing workforce expectations. Some trends to watch include:

• AI-Powered Scheduling: Artificial intelligence can analyse demand patterns and employee data to create optimised schedules in seconds.
• Self-Scheduling: Allowing employees to choose or swap shifts through mobile apps, improving satisfaction and reducing administrative workload.
• Gig Economy Integration: Leveraging on-demand workers to fill gaps, particularly in industries like retail or warehousing.
• Wellness-Focused Scheduling: Designing schedules that prioritise work-life balance, such as predictable hours or mental health days.

How Trace Consultants Can Help

Trace Consultants offers expert scheduling solutions to help you balance operational needs with employee satisfaction. Our team assesses your current scheduling processes, identifies inefficiencies, and designs a system that works for your business. We also help you select and implement the right technology, ensuring seamless integration and compliance. With our support, you can create schedules that drive productivity while keeping your team happy and engaged.

Integrating Workforce Planning and Scheduling

While workforce planning and scheduling are distinct processes, they’re most effective when integrated. Workforce planning sets the strategic direction, ensuring you have the right talent in place, while scheduling brings that plan to life, ensuring day-to-day operations run smoothly. Together, they create a cohesive approach to labour management that drives efficiency and agility.

Benefits of Integration

Integrating workforce planning and scheduling offers several advantages:

• Cost Efficiency: Aligning long-term staffing plans with daily schedules minimises overstaffing and overtime costs.
• Improved Agility: A unified approach allows you to respond quickly to unexpected changes, such as supply chain disruptions or sudden demand spikes.
• Enhanced Employee Experience: Consistent planning and scheduling practices create a predictable, supportive work environment.
• Data Synergy: Using the same data for planning and scheduling ensures accuracy and reduces duplication of effort.

Technology’s Role in Integration

Technology is key to integrating workforce planning and scheduling. Some tools to consider include:

• Workforce Management Systems (WMS): Platforms like Kronos or BambooHR combine planning, scheduling, and analytics in one solution.
• Predictive Analytics: Use AI to forecast demand and optimise both long-term plans and daily schedules.
• Mobile Apps: Enable real-time communication between managers and employees, streamlining shift changes and feedback.
• Cloud-Based Solutions: Ensure data is accessible across teams, supporting collaboration and decision-making.

How Trace Consultants Can Help

At Trace Consultants, we specialise in creating integrated workforce management solutions. Our consultants work with you to align your workforce planning and scheduling processes, leveraging data and technology to drive results. We provide end-to-end support, from strategy development to software implementation, ensuring your workforce is optimised for success. Whether you’re managing a small team or a multi-site operation, we’re here to help you achieve your goals.

Why Choose Trace Consultants?

Trace Consultants is a trusted partner for businesses across Australia and New Zealand. With deep expertise in workforce management, we understand the challenges of the region and deliver solutions that work. Here’s why you should choose us:

• Customised Strategies: We design solutions tailored to your unique business needs and objectives.
• Industry Expertise: Our team brings years of experience and a proven track record of success.
• Comprehensive Support: From planning to execution, we’re with you every step of the way.
• Focus on Results: We measure our success by the tangible improvements we deliver, from cost savings to happier employees.

Ready to optimise your workforce? Contact Trace Consultants today to discuss how we can help you plan and schedule your team for success.

Workforce planning and scheduling are the cornerstones of effective labour management. By aligning your staffing strategy with your business goals and optimising daily operations, you can boost productivity, reduce costs, and create a workplace where employees thrive. For Australian and New Zealand businesses, these processes are critical to navigating tight labour markets, high costs, and complex regulations.

At Trace Consultants, we’re passionate about helping businesses unlock their workforce potential. Whether you’re a small retailer or a large manufacturer, our team is ready to partner with you to build a smarter, more efficient workforce. Visit our Insights page for more expert advice, and get in touch to start your journey towards a high-performing team.

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Outlook for Supply Chain Talent in Agriculture, Consumer Goods, and Manufacturing

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As we reflect on the past 12 months and look ahead to 2025, the supply chain landscape in Australia across agriculture, consumer goods, and manufacturing has undergone a significant transformation. An evident increase in supply chain investment has sparked an uplift in critical projects—network optimisation, advanced planning systems (APS), third-party logistics (3PL) partner changes, and enhancements in warehouse and transport systems. This surge in activity is reshaping the demand for senior supply chain talent, creating both opportunities and challenges for organisations aiming to stay competitive in an increasingly complex and dynamic environment. In this co-authored article, we explore the outlook for senior supply chain professionals in these key industries and the skills they’ll need to lead through this evolution.

A Surge in Supply Chain Investment

Over the last year, businesses in agriculture, consumer goods, and manufacturing have doubled down on supply chain investments to address rising costs, fluctuating demand, and the need for greater resilience. At Trace Consultants, we’ve observed a marked uptick in projects focused on network optimisation—redesigning supply chain networks to streamline warehouse locations, transport routes, and inventory flows. This is particularly critical in agriculture, where perishable goods demand precise logistics, and in manufacturing, where just-in-time production relies on efficient supply chains. Similarly, consumer goods companies are leveraging these investments to balance cost pressures with consumer expectations for faster, more sustainable delivery.

Advanced planning systems have also gained traction, enabling organisations to improve demand forecasting and inventory management. For instance, in consumer goods, APS is helping synchronise production with retailer demand, reducing excess stock and enhancing service levels. Meanwhile, agriculture and manufacturing firms are using these tools to navigate seasonal variability and global supply chain disruptions. Alongside this, we’ve seen a wave of 3PL partner reviews as companies seek providers that can offer flexibility, scalability, and advanced technology integration. Warehouse and transport system upgrades—often incorporating automation and real-time tracking—are further evidence of this investment boom, driving efficiency and visibility across all three sectors.

The Impact on Senior Supply Chain Talent

This investment surge is reshaping the talent landscape, particularly for senior supply chain professionals. At Reimagine Talent, we’ve noted a growing demand for leaders who can not only manage these sophisticated projects but also align them with broader business strategies. The days of supply chain management being a purely operational role are gone—today’s senior talent must be strategic thinkers, capable of driving innovation and delivering measurable outcomes.

In agriculture, senior supply chain leaders are increasingly tasked with overseeing network optimisation to ensure fresh produce reaches markets efficiently while minimising waste. This requires a deep understanding of both logistics and the unique challenges of seasonal production. In consumer goods, the focus is on agility—leaders need to implement APS and manage 3PL partnerships to keep pace with e-commerce growth and shifting consumer preferences. Manufacturing, meanwhile, demands expertise in integrating advanced warehouse and transport systems to support lean operations and global trade complexities.

Across all three industries, there’s a clear shift toward multi-skilled professionals. The rapid adoption of technology—think AI-driven analytics, automation, and digital twins—means senior leaders must be comfortable with data-driven decision-making and digital transformation. At the same time, they need soft skills like change management and stakeholder collaboration to navigate organisational shifts and align cross-functional teams.

Key Challenges and Opportunities

The outlook for 2025 brings both challenges and opportunities for senior supply chain talent. One key challenge is the skills gap. While investments in technology are accelerating, the pool of professionals with the requisite technical and strategic expertise remains limited. Agriculture, for example, faces a long-standing talent shortage, exacerbated by an ageing workforce, competition from urban industries and a reliance on an increasingly unreliable overseas seasonal workforce. Consumer goods and manufacturing are not immune either, with many organisations struggling to find leaders who can bridge traditional supply chain knowledge with modern digital capabilities.

Yet, this gap presents an opportunity. Senior professionals who upskill in areas like data analytics, sustainability, and advanced logistics will find themselves in high demand. At Trace Consultants, we’re seeing companies prioritise candidates who can optimise networks and manage 3PL relationships while embedding environmental, social, and governance (ESG) principles into their strategies—a growing priority across all sectors. For instance, in consumer goods, leaders who can reduce carbon footprints through efficient transport systems or sustainable sourcing are becoming invaluable.

Another opportunity lies in the strategic elevation of supply chain roles. As investments in projects like APS and warehouse automation deliver tangible results—lower costs, improved resilience, higher customer satisfaction—senior leaders are gaining a stronger voice at the executive table. This is particularly evident in manufacturing, where supply chain efficiency directly impacts profitability, and in agriculture, where it ensures food security and market competitiveness.

Preparing for the Future

For senior supply chain professionals in agriculture, consumer goods, and manufacturing, 2025 will be a pivotal year. To thrive, they’ll need to embrace continuous learning and adaptability. Partnering with specialists like Trace Consultants can help organisations implement cutting-edge solutions—whether it’s optimising a network or selecting the right 3PL—while Reimagine Talent can connect them with leaders who bring the right mix of experience and vision.

Organisations, too, must play their part by investing in talent development. Upskilling programs focused on digital tools, sustainability, and strategic planning will be essential to close the skills gap and build a resilient workforce. Moreover, fostering a culture of innovation and collaboration will empower senior leaders to turn investment-driven projects into long-term competitive advantages.

The outlook for senior supply chain talent in Australia’s agriculture, consumer goods, and manufacturing sectors is one of transformation and opportunity. The past 12 months of heightened investment in network optimisation, advanced planning systems, 3PL changes, and warehouse and transport upgrades have set the stage for a dynamic 2025. Senior leaders who can navigate this complexity—balancing technology, strategy, and people—will be the linchpins of success. As partners in this journey, Trace Consultants and Reimagine Talent are committed to supporting organisations and professionals alike in building supply chains that are not just efficient, but future-ready.

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Shanaka Jayasinghe is a Partner at Trace Consultants (www.traceconsultants.com.au), specialising in supply chain strategy and optimisation. Tabitha West is the Founder & Principal of Reimagine Talent (www.reimaginetalent.com.au), a recruitment agency focused on supply chain, manufacturing, and logistics talent across Australia.

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The Workforce Challenge in Aged Care

Australia and New Zealand’s aged care sector is under immense pressure—rising demand, staff shortages, and regulatory scrutiny are stretching resources thin. For ANZ CEOs and CFOs, workforce optimisation is no longer optional; it’s a strategic necessity. At Trace Consultants, we view workforce management as a supply chain of human resources, where rostering and scheduling tools are the linchpin to delivering quality care efficiently. This article explores how these tools can transform aged care operations, with a special focus on the distinct rostering and scheduling needs for assessments versus care.

From ensuring compliance with funding models to meeting resident needs, effective workforce planning drives both operational success and financial health. Let’s dive into why optimisation matters, how rostering tools fit into the aged care supply chain, and the steps to implement them effectively.

Why Workforce Optimisation Matters in Aged Care

Aged care is a labour-intensive industry. Staff costs can account for up to 70% of operational budgets in ANZ facilities, making workforce efficiency a top priority. Rostering and scheduling tools optimise this human supply chain by aligning staff availability with resident demand, much like inventory aligns with sales in retail. The stakes are high:

• Quality Care: Understaffing risks resident wellbeing; overstaffing erodes margins.
• Compliance: Strict regulations, like Australia’s Aged Care Quality Standards, demand precise staffing levels.
• Staff Retention: Poor schedules lead to burnout, exacerbating shortages.

Tools designed for aged care rostering and scheduling address these challenges, offering data-driven precision to a sector where every shift counts.

The ANZ Aged Care Landscape: Workforce Supply Chain Dynamics

Aged care workforce management mirrors a supply chain—staff are the resources, schedules are the logistics, and care delivery is the end product. ANZ facilities face unique dynamics:

• Geographic Spread: Urban centres like Melbourne and rural regions like Tasmania need tailored staffing.
• Ageing Population: Demand for care is surging, with over 1.2 million Australians in aged care services by 2030 projected.
• Staff Shortages: A shrinking pool of nurses and carers strains capacity.
• Funding Constraints: Government models like AN-ACC (Australian National Aged Care Classification) tie revenue to documented care hours.

Optimising this workforce supply chain ensures resources flow where they’re needed most, balancing cost, compliance, and care quality.

The Strategic Role of CEOs and CFOs in Workforce Optimisation

For ANZ CEOs and CFOs, rostering and scheduling tools are strategic levers. CEOs set the vision—ensuring staffing supports resident outcomes and organisational growth. CFOs focus on financial viability, aligning labour costs with funding and revenue. Together, you turn workforce management into a competitive strength.

Your leadership drives adoption. A CEO’s push for real-time scheduling can prevent gaps, while a CFO’s cost analysis can justify tech investments. At Trace Consultants, we’ve crafted solutions to empower executives, blending operational efficiency with fiscal discipline.

Key Features of Rostering and Scheduling Tools

Effective tools streamline the aged care workforce supply chain. Here’s how they work:

1. Demand Forecasting

Predict staffing needs based on resident acuity, care plans, and seasonal trends—like flu season surges. Tools use data to match staff to workload.

2. Automated Rostering

Generate schedules that balance skills, availability, and compliance. Automation reduces manual errors and ensures fair shift distribution.

3. Real-Time Adjustments

Handle last-minute changes—sick leave or sudden resident needs—with dynamic rescheduling, keeping care uninterrupted.

4. Compliance Tracking

Log hours and qualifications against regulatory requirements, simplifying audits and funding claims.

5. Staff Communication

Integrate mobile apps for shift updates, reducing no-shows and boosting engagement.

6. Analytics and Reporting

Provide insights on labour costs, overtime, and staffing gaps—critical for CFO oversight.

Rostering and Scheduling: Assessments vs Care

Aged care involves two distinct workforce streams—assessments and care—each with unique rostering and scheduling needs. Here’s how they differ:

Assessments

• Purpose: Evaluate resident needs (e.g., AN-ACC assessments) to determine care levels and funding.
• Staffing: Requires specialised roles like registered nurses (RNs) or assessors with specific training.
• Scheduling Needs:
  • Short, Focused Sessions: Assessments are time-bound (e.g., 1-2 hours per resident), needing precise slots.
  • Flexibility: Often scheduled around resident availability or external deadlines (e.g., funding reviews).
  • Low Volume, High Skill: Fewer staff, but with advanced expertise, making availability critical.
• Rostering Priority: Assign RNs strategically, avoiding overlap with care duties.

Care

• Purpose: Deliver ongoing support—personal care, medication, mobility assistance.
• Staffing: Involves a broader mix—personal carers, enrolled nurses, and aides—often in higher numbers.
• Scheduling Needs:
  • Continuous Coverage: 24/7 shifts, with peak loads at mornings and evenings (e.g., meal times).
  • Consistency: Residents benefit from familiar carers, requiring stable rotations.
  • High Volume, Varied Skill: More staff, with roles tiered by task complexity.
• Rostering Priority: Ensure adequate headcount and skill mix across all shifts.

Key Differences

• Duration: Assessments are episodic; care is ongoing.
• Skill Level: Assessments demand higher qualifications; care needs a broader team.
• Frequency: Assessments occur periodically; care is daily.
• Tool Requirements: Assessments need precise allocation; care needs shift-pattern automation.

Rostering tools must differentiate these streams, allocating resources efficiently without compromising either function.

Benefits of Workforce Optimisation Tools in Aged Care

Optimising with rostering and scheduling tools delivers:

• Improved Care Quality: Right staff at the right time enhances resident outcomes.
• Cost Savings: Reduce overtime and agency staffing reliance.
• Compliance Assurance: Meet regulatory and funding standards effortlessly.
• Staff Satisfaction: Fair, predictable schedules lower turnover.
• Operational Agility: Adapt to unexpected demand spikes or absences.

These gains strengthen both resident experience and financial performance—priorities for ANZ leaders.

Common Workforce Challenges and Solutions

Aged care workforce optimisation faces hurdles. Here’s how tools address them:

• Staff Shortages: Gaps disrupt care. Solution: Predictive tools prioritise critical shifts.
• Manual Rostering Errors: Missteps cause over- or understaffing. Solution: Automation ensures accuracy.
• Compliance Risks: Missed standards threaten funding. Solution: Built-in tracking aligns with regulations.
• Burnout: Poor schedules exhaust staff. Solution: Balanced rostering reduces strain.
• Visibility Gaps: Lack of data hinders planning. Solution: Analytics provide actionable insights.

Trace Consultants designs tools to tackle these issues, tailored to ANZ aged care realities.

Steps to Implement Rostering and Scheduling Tools

Ready to optimise? Here’s a roadmap for ANZ CEOs and CFOs:

1. Assess Current Practices: Review existing rostering—where are the inefficiencies?
2. Set Goals: Aim for outcomes like 10% cost reduction or 100% compliance.
3. Select a Tool: Choose software with aged care-specific features, like assessment vs care differentiation.
4. Engage Teams: Train managers and staff on the system’s benefits.
5. Pilot the Solution: Test in one facility, refining for assessments and care.
6. Scale and Monitor: Roll out broadly, tracking KPIs like staff utilisation.

Trace Consultants guides you through implementation, ensuring seamless adoption.

The Future of Workforce Optimisation in Aged Care

Technology is reshaping aged care workforce management. AI will refine demand forecasts, wearable tech could track staff efficiency, and integration with resident care systems will tighten scheduling precision. ANZ facilities adopting these tools now will lead in efficiency and care quality.

Optimise Your Aged Care Workforce

Workforce optimisation in aged care—powered by rostering and scheduling tools—is a game-changer for ANZ CEOs and CFOs. By addressing the unique needs of assessments versus care, these tools align your human supply chain with resident and financial goals. At Trace Consultants, we’re here to help. Visit www.traceconsultants.com.au to explore how we can elevate your aged care operations.

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