Workforce Planning, Rostering & Scheduling
Whether you are a F&B, Hospitality, Health or Aged Care business - Workforce Planning and Scheduling is critical to delivering the right service, at the right costs.
Workforce Planning, Rostering & Scheduling Solutions by Trace Consultants
Workforce shortages, fluctuating demand, and rising labour costs are major challenges for government agencies, healthcare providers, aged care facilities, retail, hospitality, and logistics operators. Ensuring that the right people, with the right skills, are in the right place at the right time—at the right cost is critical to achieving operational efficiency, service reliability, and financial sustainability.
At Trace Consultants, we specialise in data-driven workforce planning, rostering, and scheduling solutions that help organisations optimise labour costs, improve workforce agility, and enhance service outcomes. By leveraging AI-driven forecasting, automation tools, and best-practice workforce design, we help businesses build resilient, flexible, and efficient workforce strategies.
Why Workforce Planning, Rostering & Scheduling Matter
🔴 Labour Shortages & Skill Gaps
Many industries are facing critical workforce shortages, making it essential to plan staffing requirements effectively.
🔴 Rising Labour Costs
Labour is often the largest operating cost, and inefficient rostering leads to unnecessary overtime, penalty rates, and administrative overheads.
🔴 Fluctuating Demand & Service Expectations
Many industries, especially healthcare, aged care, retail, hospitality, and logistics, experience unpredictable demand and require agile workforce management.
🔴 Compliance & Fair Work Regulations
Organisations must ensure compliance with award rates, penalty rates, fatigue management laws, and workforce agreements to mitigate risks.
Effective workforce planning and scheduling enable organisations to:
✅ Ensure adequate staffing levels while avoiding overstaffing or understaffing
✅ Optimise workforce costs by reducing unnecessary overtime and agency reliance
✅ Improve employee engagement by creating fair and balanced rosters
✅ Enhance customer and patient outcomes by ensuring service coverage
How can effective workforce planning benefit aged care providers?
Our Workforce Planning, Rostering & Scheduling Service Offerings
1. Workforce Demand Forecasting & Planning
Poor workforce planning often leads to staffing mismatches, where organisations either struggle to meet demand or carry excess labour costs. We help businesses:
✔ Develop demand-driven workforce models that align staffing levels with business needs
✔ Implement AI-driven workforce forecasting tools for better planning accuracy
✔ Balance permanent, casual, and contingent workforce requirements
✔ Optimise workforce composition for flexibility and cost efficiency
Industry-Specific Applications:
🏥 Healthcare & Aged Care: Matching workforce levels to patient care demand while reducing agency dependency
🚛 Logistics & Warehousing: Ensuring sufficient shift coverage for peak and off-peak periods
🛍 Retail & Hospitality: Optimising rosters to handle seasonal and promotional peaks
2. Rostering Strategy & Workforce Scheduling Optimisation
Many organisations over-rely on manual rostering, leading to inefficient shift allocation, excessive overtime, and compliance risks. We help businesses:
✔ Design dynamic rostering strategies that match workforce supply with demand
✔ Implement automated rostering tools to reduce administrative overhead
✔ Minimise costs by optimising shift allocation and reducing overtime
✔ Ensure compliance with industry-specific workforce regulations
Key Outcomes:
📉 Reduce labour costs by optimising shift patterns and minimising penalties
🛠 Improve workforce flexibility through better scheduling practices
📊 Enhance visibility with real-time rostering analytics
3. Workforce Technology & Automation Solutions
Technology plays a key role in streamlining workforce planning and rostering. We assist organisations in selecting and implementing:
✔ Workforce management systems (WFM) and rostering software
✔ AI-powered scheduling tools for demand-driven workforce optimisation
✔ Microsoft Power Apps-based rostering solutions to automate workflows
✔ Mobile rostering and employee self-service solutions for shift flexibility
Common Workforce Technology Deployments:
📅 Automated Shift Bidding & Fair Rostering Systems – Enabling equitable shift allocation
📊 Real-Time Workforce Dashboards – Providing insights on shift coverage, attendance, and costs
🛠 AI-Powered Demand Matching – Aligning workforce supply with demand fluctuations
4. Cost & Workforce Efficiency Reviews
We conduct detailed workforce cost analysis to help businesses:
✔ Identify and eliminate excessive overtime and labour inefficiencies
✔ Benchmark workforce costs against industry best practices
✔ Optimise full-time, part-time, casual, and contractor mix
✔ Reduce reliance on external agencies while ensuring service continuity
Example Cost-Saving Initiatives:
💰 Reducing labour expenses by improving shift planning and utilisation
📉 Lowering administrative costs through automated rostering
⚖ Ensuring compliance with modern awards and Fair Work regulations
5. Change Management & Workforce Transition Support
Workforce planning and rostering impact employees directly, and poor change management can lead to staff resistance and engagement issues. We provide:
✔ Stakeholder engagement and workforce transition strategies
✔ Training and capability building for HR and operations teams
✔ Employee communication plans to support adoption of new rostering models
✔ Ongoing support to fine-tune workforce strategies post-implementation
Why Work With Trace Consultants?
1. Industry-Specific Workforce Expertise
We have deep experience in workforce planning across healthcare, aged care, retail, logistics, hospitality, and government agencies, ensuring tailored workforce solutions.
2. Data-Driven Approach
We leverage AI-driven forecasting, benchmarking, and workforce analytics to ensure workforce models are scientifically optimised rather than based on guesswork.
3. Proven Track Record in Workforce Optimisation
We have successfully helped businesses reduce labour costs, improve rostering efficiency, and enhance workforce agility through automation and strategic workforce planning.
4. Hands-On Implementation, Not Just Advice
We don’t just recommend solutions—we implement them, supporting organisations through system selection, process redesign, and workforce transition.
Unlock Workforce Efficiency with Trace Consultants
Optimising workforce planning, rostering, and scheduling is key to reducing costs, improving efficiency, and ensuring seamless service delivery. Whether your organisation is looking to enhance workforce forecasting, automate rostering, or drive down labour costs, Trace Consultants has the expertise to help.
Need a smarter approach to workforce planning? Contact us today to discuss how Trace Consultants can help.