Labor Forecasting Strategies to Optimise Workforce Planning

What is labor forecasting?

Labor forecasting is the process of predicting an organisation’s future staffing needs by analysing historical data, aligning with business objectives, and considering external factors such as market research, industry trends, and projected customer demand.

The ultimate goal? To have the right number of employees, with the right skills, scheduled at the right time—nothing more, nothing less.

Effective labour forecasting enables businesses to:

• Avoid unnecessary labor costs
• Maintain optimal staffing levels
• Improve labour productivity
• Meet fluctuating customer demand with confidence
• Ensure better employee satisfaction by avoiding burnout and inconsistent shift patterns

Accurate labor forecasting considers various inputs, including:

• Past data from timesheets and historical sales
• Customer behaviour and foot traffic
• Economic conditions and seasonal trends
• Internal factors such as current team members and skillsets

These variables feed into a labor forecasting equation or model designed to predict future demand and translate that into clear staffing schedules.

Difference between labor forecasting and workforce planning

While often used interchangeably, labor forecasting and workforce planning serve different purposes. Here’s how they compare:

In short: Labor forecasting is a labor forecasting strategy within workforce planning. It zooms in on forecasting future labor needs based on demand forecasting, while workforce planning takes a broader view of an organisation’s people strategy.

Why labor forecasting is critical for HR and operations

Getting staffing wrong can cost more than just money—it can impact morale, productivity, and customer satisfaction. That’s why a smart labour forecasting strategy is a must-have for both HR and operations teams.

Preventing overstaffing or understaffing

A mismatch between labor demand and the current labour supply can lead to:

• Too many employees during quiet periods → unnecessary labor costs
• Not enough staff during peak hours → longer wait times, employee burnout, and missed sales opportunities

By using historical data, customer flow, and forecasting software, organisations can accurately forecast when and how many workers are needed. This leads to better labour modeling, fewer scheduling conflicts, and optimised labor costs.

Common effects of poor forecasting:

Supporting strategic decision-making

Forecasting doesn’t only affect the weekly rota. It plays a key role in high-level planning, such as:

• Preparing for seasonal trends (e.g. holiday shopping periods, summer tourism)
• Assessing whether to hire temporary workers or increase permanent headcount
• Planning new store openings or scaling back during economic slowdowns

With accurate labor forecasting, business leaders can make informed decisions using reliable sales data, market research, and external factors like weather or public holidays. This helps avoid reactive hiring and improves alignment between demand and staffing needs.

Enhancing employee experience

Smart forecasting isn't just about numbers—it's also about people. When shift schedules are based on realistic forecasts, employees benefit from:

• Consistent schedules that support work-life balance
• Less last-minute changes or overtime
• Reduced stress due to well-matched workloads

Using tools like employee scheduling software, HR can plan fairer rotas that boost employee satisfaction, engagement, and retention—while still meeting customer expectations.

In the next section, we’ll explore the different labour forecasting methods businesses can use, from simple spreadsheets to advanced algorithms.

Types of labor forecasting methods

There’s no one-size-fits-all approach to forecasting labor. The method you choose depends on your data, business model, and how quickly your environment changes. Let’s break down the main options.

Historical trend analysis

This method uses past data—like historical sales, attendance records, and previous labor demand—to project future labor needs.

📌 Best for: Stable businesses with consistent patterns
📊 Data used:

• Sales data over time
• Staffing levels per season
• Productivity figures

Managerial judgment

Also known as “gut feeling with context,” this relies on the insights of team leaders who understand real-world conditions on the ground.

📌 Best for: Short-term forecasts in industries with daily variation
👨‍💼 Inputs from:

• Shift supervisors
• Department heads

Statistical and AI-powered forecasting

This approach uses advanced quantitative methods like regression models or machine learning algorithms to predict future demand and corresponding labour needs.

📌 Best for: Data-rich organisations with variable demand
🧠 Data sources used include:

• Customer behaviour
• Foot traffic
• Time of year
• Promotions
• Economic trends

Delphi method and expert consensus

This structured forecasting method gathers insights from a panel of experts through multiple rounds of feedback, eventually reaching a shared view.

📌 Best for: Strategic planning and future staffing needs in new or uncertain markets
🗣️ Used by:

• HR leadership
• Analysts
• Sector experts

Tools and technologies for labor forecasting

Modern forecasting is faster and more accurate thanks to technology. Here are the tools making it easier to match staffing with demand.

Workforce management software

Solutions like Shiftbase simplify labor forecasting efforts by automating employee scheduling, rota creation, and shift planning.

🛠️ Features include:

• Forecasting customer demand based on prior trends
• Linking staffing levels to expected business activity
• Integration with payroll systems and HR tools

Integrated analytics dashboards

These dashboards consolidate data sources like HR metrics, sales, and operations data to give a full view of staffing needs.

📊 Useful for:

• Spotting labour forecasting patterns
• Linking sales data to scheduling
• Building cross-functional alignment between HR and operations

AI and machine learning models

Labour forecasting software powered by AI uses real-time data and algorithms to anticipate future labour needs with impressive accuracy.

🧠 Benefits:

• Automatically adjusts forecasts based on new patterns
• Helps lower labor costs by preventing overscheduling
• Improves response to sudden spikes in customer expectations

How to build an effective labor forecasting model

An effective model starts with data and ends with continuous refinement. Here’s how to create one that works for your organisation.

Collect and clean historical data

Start with reliable, well-structured information. Inaccurate or outdated data will skew your results.

📂 Gather:

• Timesheets and attendance logs
• Sales and productivity reports
• Notes on seasonal trends and temporary workers

📌 Tip: Remove duplicates, fill gaps, and use consistent timeframes.

Define key drivers of labor demand

Understanding what fuels your staffing needs is critical for accurate forecasting.

🔍 Common drivers include:

• Foot traffic
• Weather conditions
• Marketing campaigns
• Events and public holidays
• Shifts in customer demand

Use data analysis to identify patterns between these variables and your actual staffing levels.

Choose the right forecasting method

Match your method to your business model.

Test and refine the model

Your first forecast won’t be perfect—and that’s okay.

📈 Steps to improve:

• Compare forecasts with actual results
• Track forecast accuracy over time
• Use feedback from managers and frontline staff
• Adjust inputs and assumptions regularly

A good model evolves, becoming more precise with every cycle. Up next, we’ll explore common challenges and how to solve them.

Common challenges and how to overcome them

Even with the best labor forecasting software, challenges can get in the way. But the right strategy and tools can turn setbacks into opportunities for smarter planning.

Inaccurate or missing data

Garbage in, garbage out. Forecasts are only as good as the data sources behind them. If your past data is incomplete or unreliable, your projections will miss the mark.

📌 Tips for reliable inputs:

• Use automated time tracking systems instead of manual entries
• Maintain consistent schedules to track labour more predictably
• Ensure real-time updates from integrated systems (e.g. POS, HR, operations)

Clean, accurate data collection builds the foundation for trustworthy labor forecasting efforts.

Sudden market or business shifts

Unexpected changes—like a pandemic or economic downturn—can disrupt even the most solid labor forecasting model.

🧠 Build flexibility into your approach:

• Use AI-powered forecasting that adapts to real-time data
• Develop multiple scenarios based on external factors
• Include buffers in staffing schedules during high-risk periods

Prepared businesses can respond quickly to changes in customer behaviour and future demand.

Lack of cross-functional alignment

Forecasting isn’t just an HR function. If operations, finance, and department heads aren’t aligned, assumptions may be off—and that affects everything from payroll systems to inventory planning.

🤝 Solutions:

• Schedule regular meetings with key stakeholders
• Share labour forecasting strategy documents with relevant teams
• Assign shared ownership of forecasting accuracy

Involving all departments ensures everyone agrees on the numbers and their implications.

Legal and compliance considerations

Bad forecasting doesn’t just hurt efficiency—it can lead to compliance issues and legal trouble if staff are overworked or poorly scheduled.

Overtime and scheduling laws in the US

The Fair Labor Standards Act (FLSA) mandates overtime pay and sets guidelines for working hours. If forecasting labor demand is off, employees may rack up unplanned overtime—triggering legal violations and higher labor costs.

🛠️ What to do:

• Use forecasting tools to prevent last-minute shift changes
• Monitor hours worked against FLSA thresholds
• Set alerts for when staffing levels exceed limits

Working time regulations in the UK

UK law limits most employees to 48 hours per week (unless opted out) and requires specific break periods and advance notice for schedules.

📌 Key requirements:

• Provide rota changes with sufficient notice
• Track hours to ensure compliance
• Avoid back-to-back shifts that exceed legal working time

Using employee scheduling software helps businesses stay compliant while still meeting labor needs.

Documentation and audit readiness

Accurate forecasting can be a compliance asset—if records are well kept.

📂 Maintain:

• Copies of labor forecasting reports
• Documentation of staffing schedules and changes
• Notes on why certain forecasts or decisions were made

These documents help demonstrate compliance during audits or employee disputes.

Measuring the success of your labor forecasts

How do you know your labor forecasting method is working? By tracking the right numbers and listening to the people on the ground.

Key performance indicators to track

Use these KPIs to evaluate the quality of your forecasts:

Using feedback loops

Data isn’t everything—real-world input matters too.

🔄 Gather insights from:

• Shift managers about staffing gaps
• Employees about scheduling pain points
• HR teams about admin workload

Anonymous surveys or post-shift check-ins can help identify patterns that hard numbers may miss.

Continuous improvement through data

Forecasting is never “done.” Use every cycle as a learning opportunity.

📈 Steps to improve:

• Compare past forecasts to outcomes
• Identify patterns in historical analysis
• Adjust forecasting methods or data inputs accordingly
• Add new variables (e.g. weather, campaigns, customer expectations) as needed

Businesses that treat forecasting as an ongoing process—rather than a one-off task—can better anticipate future labour needs while keeping costs under control.

Streamline your labor forecasting with Shiftbase

Accurate labor forecasting starts with the right tools. Shiftbase makes it easy to align staffing with demand through smart employee scheduling, reliable time tracking, and clear absence management.

By combining historical data with real-time insights, you can reduce unnecessary labor costs, avoid staffing gaps, and improve employee satisfaction—all in one platform. Want to see how it works? Try Shiftbase free for 14 days and forecast with confidence.