Workforce Planning Template (90 Days): Forecast, Mobilise, Retain

Workforce demand often moves faster than hiring lead times. When planning is reactive, organisations end up paying for it through overtime, missed production, safety exposure, and churn.

This 90-day workforce planning template gives you enough runway to forecast demand, secure labour supply, mobilise consistently, and keep people on site long enough to deliver outcomes.

Need support for projects, peaks, or multi-site operations? Workforce planning support

Key takeaways

• A good 90-day plan makes demand visible, then turns it into a supply + mobilisation plan.
• Define “site-ready” and who owns each compliance step (otherwise onboarding becomes the bottleneck).
• Build a bench early for the longest lead-time roles (tickets, medicals, inductions).
• Track a small KPI set weekly (fill rate, time-to-fill, onboarding cycle time, early attrition).

What a good workforce plan includes

A practical plan answers five questions:

1. What work is happening, where, and when?
2. What roles and headcount are required (by week)?
3. What’s the supply plan (internal redeployments + external sourcing)?
4. What’s the mobilisation plan (compliance, onboarding, site readiness)?
5. What’s the retention plan (rosters, accommodation, support, engagement)?

The 90-day workforce planning template (copy/paste)

Use the sections below as a working document. Fill them out with your site leaders, safety, HR, and suppliers, then review weekly.

1) Demand forecast (by site/project)

• Site / project:
• Work scope (plain English):
• Start date:
• End date (or “ongoing”):
• Peak weeks (expected ramp up/down):
• Roster pattern:
• Shift times:
• Safety-critical tasks? (Yes/No)
• Key constraints: site access, permits, shutdown windows, weather, accommodation, local labour availability

2) Role plan (by role family)

Repeat this section for each role family (e.g. trades, operators, supervisors, admin).

• Role title:
• Headcount required (by week):
• Minimum experience:
• Mandatory licences/tickets:
• Preferred tickets (nice to have):
• Medical/fitness requirements (if applicable):
• Tools/PPE provided by: host / provider / worker
• Site induction required? (Yes/No)
• Estimated lead time to mobilise (days):

3) Supply plan (how you’ll fill roles)

Build a supply plan across internal redeployments, direct hiring, and external partners.

Internal supply

• Who can be redeployed between sites/teams?
• What cross-training could unlock supply?
• What is the safe overtime capacity (short-term only)?

External supply

• Preferred suppliers / providers and the roles they cover
• Talent pools: local, regional, FIFO/DIDO (as relevant)
• Contingency plan if supply tight: alternate rosters, staged starts, role redesign, training pipeline

Staffing support: Staffing Services

4) Mobilisation plan (site-ready and compliant)

Define who owns each step and the target turnaround time (approved → site-ready).

• Role confirmation + approvals
• Candidate screening + shortlist
• Right-to-work checks
• Licence/ticket verification
• Medical/fitness (if applicable)
• Site inductions and training
• PPE requirements and issuance
• Travel / accommodation (if applicable)
• Day 1 supervisor and buddy allocation
• Timekeeping setup + cost centre allocation

Need a consistent mobilisation workflow? Managed Skilled Workforce

5) Retention plan (keep the workforce stable)

• Roster and fatigue plan: avoid churn-driving rosters and unmanaged overtime.
• Supervisor coverage: ratio, coaching, and consistent feedback.
• Accommodation and site amenities: confirm early if travelling workforce is required.
• Clear expectations: what “good” looks like in the first week and first month.
• Feedback cadence: weekly pulse checks and fast fixes for the top two issues.
• Stand-down plan: avoid unnecessary churn between peaks.

6) Risk register (top 10 risks + mitigations)

List the 10 highest-likelihood or highest-impact risks and your mitigation plan.

• Skills shortages (role X): earlier sourcing + bench building + training pipeline + alternate role design
• Weather/shutdown windows: staged start dates + backup tasks + mobilisation contingencies
• Compliance bottlenecks: pre-induct pools + standard checklist + clear ownership
• Accommodation constraints: secure early + alternate options + adjust roster/crew mix
• Early attrition: improve onboarding, supervisor support, and roster transparency upfront

7) KPI dashboard (minimum set)

Pick 6–10 measures you will actually review weekly.

• Fill rate (positions filled / requested)
• Time-to-fill (by role family)
• Onboarding cycle time (approved → site-ready)
• Compliance pass rate (first-time completion)
• Early attrition (first week / first month)
• Overtime hours (as a stress indicator)

How to run the 90 days (cadence)

Days 1–7: baseline and lock the plan

• Confirm scope, start dates, and peak windows.
• Standardise role definitions (titles, tickets, requirements).
• Confirm who approves what (don’t let approvals become the bottleneck).
• Set the KPI dashboard and meeting cadence.

Weeks 2–4: build the supply pipeline

• Start sourcing for the longest lead-time roles first.
• Pre-qualify a bench for high-risk roles (tickets/medicals/inductions where possible).
• Confirm mobilisation logistics (accommodation, travel, onboarding capacity).

Days 30–60: mobilise, stabilise, and learn

• Run consistent onboarding (same checklists, same day-1 structure).
• Capture reasons for drop-off and fix the top two causes immediately.
• Review time-to-fill and onboarding cycle time weekly.

Days 60–90: optimise and prepare the next cycle

• Identify recurring shortages and build a training or pipeline approach.
• Decide what should become BAU headcount vs contingent coverage.
• Run structured supplier performance reviews and improvements.

Where MSP fits (multiple suppliers or sites)

If supplier coordination, governance, and reporting are the pain points, an MSP model can sit over your contingent workforce program.

Read: What is an MSP for workforce solutions? (or learn about Programmed’s MSP and People Solutions).

FAQ

How detailed should my 90-day workforce plan be?

Detailed enough that someone outside your team can understand: who is needed, when, where, and what “site-ready” means.

How far ahead should I start recruiting?

Start with the longest lead-time roles first. Tickets, medicals, and inductions can push lead times out, especially during peak periods.

Should I use labour hire, permanent recruitment, or both?

Most organisations use both: permanent for core capability, and contingent labour for peaks and projects. Align the choice to the demand profile and risk.

Related: Labour hire vs permanent recruitment (decision framework)

Next step

If you want help turning your forecast into a mobilisation plan (with measurable KPIs), talk to the workforce planning team: Workforce Planning

General information only: this article provides general information and is not legal advice. Always consider your specific obligations and local requirements.