Workforce Planning Roadmap for Seasonal Peaks

Managing a workforce during seasonal peaks can be challenging. Here’s a simple guide to help you plan effectively and ensure your business runs smoothly during busy times.

When to Start

Start planning your labor needs well in advance. Ideally, begin the process several months before your peak season. This gives you enough time to recruit, train, and prepare your team.

What to Consider

Market Challenges: Understanding the job market in your area can be challenging. Knowing if there is a high demand for workers and if your competitors are hiring at the same time, can affect your approach to hiring.  Considering these factors can help you better plan your strategy.
Budget: Plan your budget carefully. Determine how much you can spend on hiring and training new employees. Remember to account for additional costs like overtime pay, benefits, staffing services, and training expenses.
Duration: Decide how long you will need extra staff. This will depend on the length of your peak season. Make sure you hire workers for the right duration to avoid unnecessary costs and missed deadlines or business goals.

Tips for Attraction

1. Offer Competitive Wages: Pay enough to attract good candidates. You can perform a market-specific compensation analysis to determine the ideal pay rate for your area.
2. Flexible Schedules: Provide shift options that can fit various lifestyles.
3. Bonuses: Consider offering end-of-season bonuses to retain top workers.

Why Contact a Staffing Agency & How to Gauge Compatibility

Outsourcing recruitment can save you valuable time, resources and money. Here’s why you should consider it and how to find the right partner.

Benefits of Outsourcing

1. Workforce Planning Assistance: Recommendations from staffing professionals who can advise you on effective workforce strategies and assist with determining staffing rates based on your unique requirements and anticipated turnover rate.
2. More Time to Organize: Outsourcing hiring allows you to focus on strategic internal operations like improving training and onboarding processes for your new staff.
3. Reduced Overhead: Lower your risk and employer costs. An agency handles the administrative tasks and all employee burden costs for you.

When to Call a Staffing Agency

Contact a staffing agency if you face an annual peak in demand and need help filling positions. Reassessing your suppliers before each season is crucial to ensure they meet your new business needs. Here are some specific situations when calling an agency is beneficial:
 

1. Annual Peaks: If your business experiences predictable seasonal peaks, an agency can help manage the recurring influx of labor needs.
2. High Turnover: If you experience high turnover rates during peak seasons, agencies can provide a steady flow of workers to minimize disruption.
3. Specialized Skills: If your peak season requires specific skills or qualifications that are hard to find, agencies often have access to a broader talent pool and more recruiting sources.

Additional Tips for Gauging Agency Compatibility
When assessing potential agencies, consider these additional factors to ensure they align with your business needs:
 

1. Industry Experience: Choose an agency with experience in your industry. They will better understand your specific labor requirements and be able to fill the roles you have open.
2. Technology and Tools: Evaluate the agency's technology and tools for recruitment and management. Advanced tools can streamline the process and provide better results.
3. Communication and Support: Ensure the agency offers robust communication and support throughout the process to address any issues promptly.
4. Cost Structure: Understand the agency’s cost structure and ensure it fits within your budget while providing the necessary level of service.

By carefully considering when to call an agency and evaluating their compatibility with your business needs, you can ensure a more efficient and effective approach to managing seasonal workforce demands.

How to Track KPIs to Improve Next Year

Tracking KPIs (Key Performance Indicators) can help improve your workforce planning for the next peak season. Here are some important KPIs to monitor:
 

1. Time to Hire: How long does it take to fill open positions?
2. Turnover Rate: How many workers leave before the season ends?
3. Employee Productivity: How effective are the seasonal employees?
4. Training Time: How long does it take to fully train new hires?

To improve KPI planning for next year, start by reviewing the current season's KPIs to identify what worked and what needs improvement. Set measurable goals for each KPI and develop strategies to address issues, such as streamlining recruitment or enhancing training programs.

Leverage technology to automate data collection, generate real-time insights, and regularly monitor progress to make necessary adjustments. Gather employee feedback and benchmark your performance against industry standards to refine your approach. You can ensure smoother operations and higher productivity during future seasonal peaks by continuously assessing and enhancing your KPIs and planning process.

Gear Up for Seasonal Success! Let's Conquer Peak Times Together!

Effective workforce planning for seasonal peaks is essential for maintaining smooth business operations during your busiest times. Start planning early. Consider market challenges, budget constraints, and the duration of your peak season. Attract the best candidates by offering competitive wages, flexible schedules, and bonuses. Outsourcing recruitment to an agency can save time and reduce costs, but ensure you choose a compatible partner by assessing their capabilities and track record.

Finally, track key performance indicators to evaluate your strategy and identify areas for improvement. Following this roadmap ensures your business is well-prepared for seasonal demands, reducing stress, and enhancing productivity. With careful planning and execution, you’ll be ready to handle the peaks and keep your business thriving all year round.

For more than 50 years, Landrum Workforce Solutions has been connecting great companies with talented job seekers. If you're a business looking to navigate seasonal peaks easily, we provide the support and expertise you need to ensure smooth operations and success. Let's work together to meet your staffing needs and achieve your business goals.