Sustainable workforce planning: how to make the right choices?

Making a good schedule is one thing. A schedule that is also sustainable in the long term - for your team and your results - is something quite different. Especially in sectors with flexible deployment, such as (food) retail and the hospitality industry, the temptation is great to make short-term adjustments. But sustainable planning builds stability, satisfaction and a healthier business.

Do you recognize this?

📍 "We always finish the schedule just in time."
📍 "The workload varies tremendously from week to week."
📍 "I notice that employees get tired, but I don't really know how to solve that."

Just a sampling of what team leaders and HR managers often tell us. The reality is: without a sustainable approach to workforce planning, you keep putting out fires. Every week.

Why sustainable workforce planning is necessary

Unsustainable planning costs more than you think. It increases the likelihood of:

• Absenteeism due to irregular or overcrowded schedules.
• Dissatisfaction when employees have little control over their working hours.
• Decline when people do not experience perspective or peace in their work.
• Inefficiency from constantly filling gaps or bringing in new people.

What is sustainable workforce planning?

Sustainable planning means: schedules that not only solve the short-term, but also support the long-term. In doing so, you take into account:

• Business needs: how many people, with what skills, are needed when?
• Needs of employees: how many hours do they want/are able to work, and when?
• Laws and regulations: rest periods, contract agreements, fair scheduling.
• Health and employability: how do people stay mentally and physically fit?

Making the right choices: 4 points of interest

1. Work with a robust base schedule
Don't start from scratch every time. By working with standard schedules based on historical data and expected crowds, you create a solid foundation. That way, you know what you need as a minimum - and where you can optimize.

2. Create room for flexibility
Consider bringing in extra staff for peak times or structurally deploying part-timers to help out on busy days. Such a "flexible shell" accommodates variation without making your schedule unstable.

3. Give employees a say and direction
Employees who can swap or indicate their availability themselves feel more involved. Many organizations work with digital solutions in which employees can directly communicate their wishes or swap shifts among themselves - within agreed frameworks.

4. Use data as a compass
Identify in time where your planning is causing friction: overtime, absenteeism, understaffing. With the right insights, you can make adjustments earlier and prevent small problems from escalating.

Also of interest: "What is R&R Insights and how does it improve decision-making?

The role of technology in sustainable workforce planning

A modern WFM system helps you make sustainable choices really workable. Consider:

• Standard schedules based on data, which you can adjust to current needs.
• Real-time dashboards for visibility into occupancy and labor costs.
• Employee participation through availability entry and shift swaps.
• Automatic signals for scheduling conflicts or compliance issues.

Finally, how sustainable is your workforce planning?

Ask yourself, "Will this schedule allow me to continue running well in three months?"
Or, "Do my employees feel heard and healthy with this schedule?"

Sustainable workforce planning requires attention, but it always pays off - in peace of mind, results and job satisfaction.

About the author Becca Ligthart

Becca Ligthart is a passionate marketing and communications professional who focuses on providing practical tips and fresh insights for the effective use of WFM in companies, with a strong focus on forward-thinking business operations.