Managing your staff: workforce planning

Introduction

This section is for Northern Territory employers looking for help with recruiting, managing and retaining workers.

Workforce planning can help you to expand, restructure, reform or downsize your business.

Your Workforce - a workforce planning guide

For information to organise your staff, read Your Workforce - a workforce planning guide for employers PDF (1.6 MB).

The guide covers all of the following topics:

  • workforce planning
  • attract, recruit and select
  • induct, train and develop
  • motivate, manage and reward performance
  • retain and support workers
  • lead and communicate.

Each of the topics have templates, tips and checklists that you can download from the pages in this section and customise to suit your business.

For more information about the guide, email employment.strategy@nt.gov.au.

Contact

The Department of Industry, Tourism and Trade may be able to help you with business improvement strategies.

To find out more, contact a small business champion.


How to use the workforce templates

Templates have been provided of the Your Workforce - a workforce planning guide to manage, forecast and plan for your workforce needs. 

To customise the templates for your business follow these steps:

Step 1. Click to download the template you would like to use.

Step 2. Select 'open file'.

Step 3. If you receive a ‘protected view’ notification, click ‘enable editing’.

Step 4. Save the document to your computer.

Step 5. Insert your logo or business name at the top of the template.

Step 6. Edit or remove information as relevant.

Step 7. Delete the information in the footer of the template.

Step 8. Save the document.


Workforce planning

Workforce planning is the process of forecasting your workforce needs to ensure sustained business success and growth.

The downloadable resources on this page are referred to in Your Workforce - a workforce planning guide

Read about how to use the workforce templates to customise the documents for your business.

A workforce plan will help you undertake expansions, restructures, reforms or downsizing, ensuring that the right staff are recruited or retained to achieve your goals.

For example, if your business objective is to expand production by 20 per cent, your workforce plan will set out the staffing requirements you need to achieve that goal, and how you will recruit, manage and retain those staff.

Workforce planning is divided into the three following stages. 

1. Conduct a workforce gap analysis to provide data evidence

Your workforce gap analysis will help you understand your current and future workforce needs and form the basis for developing strategies to attract and retain the right staff.

2. Develop and implement a workforce plan

Your workforce action plan will identify the workforce planning and development areas to focus on and specific initiatives to bridge those gaps.

3. Review the workforce plan

The workforce action plan should be reviewed and updated each year. Changes in personnel and the intentions of staff need to be reflected in the workforce plan.


Attract, recruit and select workers

Businesses compete for the best talent, and if your business can attract the best staff you'll have a competitive advantage.

The downloadable resources on this page are referred to in Your Workforce - a workforce planning guide

Attracting employees

The following factors, in order of importance to new recruits, are considered attractive:

  1. Training and development opportunities.
  2. Remuneration and upfront salary advertising.
  3. Enjoyable workplace culture and environment.
  4. Flexible hours and working arrangements.
  5. Straightforward application process.

2.1 Attract, recruit and select checklist DOCX (44.3 KB)
2.1 Attract, recruit and select checklist PDF (88.5 KB)

2.2 Building a good employer brand factsheet DOCX (44.4 KB)
2.2 Building a good employer brand factsheet PDF (48.4 KB)

Recruitment process

When recruiting staff, follow all of these steps:

Step 1. Identify the job vacancy.

Step 2. Undertake a job analysis to identify which skills are required.

Step 3. Update the job description and selection criteria.

Step 4. Determine how you’re going to assess each candidate’s suitability.

Step 5. Devise a recruitment plan to advertise the vacancy.

Step 6. Create a short-list based on the selection criteria.

2.3 Job analysis form DOCX (49.3 KB)
2.3 Job analysis form PDF (50.2 KB)

2.4 Job description form DOCX (44.2 KB)
2.4 Job description form PDF (48.7 KB)

2.5 Job application form DOCX (51.7 KB)
2.5 Job application form PDF (58.7 KB)

2.6 Letter to applicants - acknowledgment of application template DOCX (40.8 KB)
2.6 Letter to applicants - acknowledgment of application template PDF (42.5 KB)

2.7 Advertise a job template DOCX (144.8 KB)
2.7 Advertise a job template PDF (62.5 KB)

Selection process

When selecting staff, follow all of these steps:

Step 1. Organise a date, place and time for the selection process.

Step 2. Notify the candidates you wish to interview.

Step 3. Devise selection tools such as interview questions and forms.

Step 4. Organise other interviewers if you are using a panel interview.

Step 5. Check references of shortlisted candidates.

Step 6. Ensure the selection process is fair for all candidates.

Step 7. Make your decision and notify the successful candidate.

Step 8. Advise unsuccessful applicants.

Step 9. Generate a formal offer of employment.

2.8 Reference check form DOCX (47.3 KB)
2.8 Reference check form PDF (54.7 KB)

2.9 Preparing for an interview checklist DOCX (46.3 KB)
2.9 Preparing for an interview checklist PDF (53.7 KB)

2.10 Interview record form DOCX (47.2 KB)
2.10 Interview record form PDF (49.2 KB)

2.11 Letter of offer template DOCX (41.6 KB)
2.11 Letter of offer template PDF (44.5 KB)

2.12 Acknowledgment of application - unsuccessful applicant template DOCX (41.9 KB)
2.12 Acknowledgment of application - unsuccessful applicant template PDF (45.1 KB)


Induct, train and develop workers

New employees who are introduced to your business in a formal induction process tend to feel welcome and settled in the workplace.

Likewise, investing in your employees’ training and develop will ensure they feel valued and help to improve your staff retention.

The downloadable resources on this page are referred to in Your Workforce - a workforce planning guide

Read about How to use the workforce templates to customise the documents for your business.

Employer obligations

Your obligations under both Federal and Northern Territory legislation cover all of the following:

  • terms and conditions of employment
  • modern awards and enterprise bargaining agreements
  • workplace health and safety
  • managing performance and warnings
  • workers compensation
  • bullying and harassment
  • termination of employment.

Induction

Include all of the following in your induction program:

  • taxation, superannuation and payroll details
  • a tour of the workplace
  • an introduction to other employees and managers
  • an introduction to the organisation’s mission
  • general workplace information such as: 
    • work times
    • shift information
    • meal breaks
    • recording procedures for hours worked
    • processes for notification of absences such as sick leave
    • reiteration of the workplace agreement, contract or award conditions
    • social activities such as social club, regular social functions
  • a Fair Work Information Statement
  • confirmation of legal entitlement to work in Australia
  • an introduction to policy and procedures, which should cover: 
    • Workplace Health and Safety and rehabilitation
    • employee code of conduct including harassment, drug and alcohol use
    • your service standards
    • emergency evacuation procedures
    • performance management processes 
    • grievance policies.

3.1 Induct, train and develop checklist DOCX (43.6 KB)
3.1 Induct, train and develop checklist PDF (181.8 KB)

3.2 Induction checklist DOCX (51.7 KB)
3.2 Induction checklist PDF (71.9 KB)

3.3 Best practice tips for conducting the employee induction guide DOCX (46.3 KB)
3.3 Best practice tips for conducting the employee induction guide PDF (58.9 KB)

3.4 Policy documents form DOCX (46.1 KB)
3.4 Policy documents form PDF (49.3 KB)

Identifying training needs

Conducting a training needs analysis will help you identify any skills gaps in new employees, and allow you to implement an effective training planning.

When conducting a training needs analysis, ask yourself all of the following questions:

  • Can the skill or knowledge gap be addressed by mentoring with other staff members?
  • Is there anyone within my business who could deliver a formal training session?
  • Are there others who would benefit from the same training, skill development or professional development?
  • Can we start a group learning program to save money?
  • Do I need to engage an external provider?
  • Can they deliver in the workplace or will staff need to go off site?
  • Is the training accredited or non-accredited?
  • Is there financial assistance available from the Territory or Australian government for training staff?

3.6 Team / unit / organisation training plan form DOCX (42.0 KB)
3.6 Team / unit / organisation training plan form PDF (52.0 KB)

Employee development

Employee development and career planning improves employee morale and encourage teamwork.

Career planning can be managed through the performance management process, which allows you to do all of the following:

  • set career goals and develop a career plan for the individual
  • determine how the career plan will be evaluated to ensure that the individual is developing the right skills for the career they want to pursue.

3.5 Individual development plan form DOCX (45.4 KB)
3.5 Individual development plan form PDF (50.5 KB)


Motivate, manage and reward performance

As an employer, it is important to understand how to motivate your employees, and how to manage their performance in order to the get the best out of you staff.

The downloadable resources on this page are referred to in Your Workforce - a workforce planning guide

Read about how to use the workforce templates to customise the documents for your business.

Motivating employees

Motivate your employees by appealing to each of the following ‘Three needs’ factors:

1. Achievement

Employees need to know when they’ve done a job well and be recognised for it.

2. Power

Employees need to have some control over their own actions, and perhaps the actions and outputs of others.

3. Affiliation

Employees need to feel part of a team and have some social connection to colleagues.

4.1 Motivate, manage and reward employees checklist DOCX (44.5 KB)
4.1 Motivate, manage and reward employees checklist PDF (83.3 KB)

4.2 Ways to motivate and reward your employees form DOCX (44.4 KB)
4.2 Ways to motivate and reward your employees form PDF (49.3 KB)

Managing performance

To successfully manage your employees’ performance, follow all of these steps:

Step 1. Reach an agreement with each employee on what you expect them to contribute and document this agreement.

Step 2. Inform employees what the business goals are and how they will contribute to them.

Step 3. Decide what you want to measure - eg: the number of sales made by each individual and each team.

Step 4. Decide how to measure it - eg: by tracking the number of sales every day, week or month.

Step 5. Give feedback to individuals and teams.

Step 6. Set up regular performance appraisal appointments to discuss each employee’s progress.

Step 7. Record each performance appraisal to track their progress from one appraisal meeting to the next.

Step 8. Set employees’ goals for the coming year and work out if they will need extra training or support - keeps goals realistic and valid.

Step 9. Regularly measure your business’ progress against the business goals and let everyone know.

Step 10. Repeat this process regularly, modifying the goals as your business changes.

4.3 Job performance appraisal form DOCX (46.3 KB)
4.3 Job performance appraisal form PDF (52.4 KB)

4.4 Structured methods of performance review factsheet DOCX (45.5 KB)
4.4 Structured methods of performance review factsheet PDF (51.8 KB)

4.5 Employee exit checklist DOCX (45.1 KB)
4.5 Employee exit checklist PDF (49.9 KB)

4.6 Employee exit interview form DOCX (48.7 KB)
4.6 Employee exit interview form PDF (60.0 KB)

Rewarding performance

To maintain employee motivation, it’s important to reward and recognise good performance.

Reward your high-performing staff with a mixture of the following:

Financial rewards

In addition to salary or wage remuneration, you may consider rewarding staff with other financial rewards including any of the following:

  • private use of a work car
  • access to a cheap loan
  • a gym membership
  • entertainment such as free tickets to concerts
  • covering employee expenses such as school fees
  • giving benefits under a salary sacrifice arrangement
  • extra superannuation payments.

Non-financial rewards

Non-financial rewards may include any of the following:

  • recognition
  • higher status
  • positive feedback
  • more responsibility
  • greater participation.

Other rewards

Other types of rewards may include any of the following:

  • extra leave
  • Christmas or birthday gifts
  • work-life balance benefits such as flexible working hours
  • subsidised staff canteens and free tea and coffee
  • personal development training
  • gifts
  • subsidised goods or services.

Retain and support workers

Businesses are constantly competing for the best talent. Implementing strategies to support and retain your staff will help you keep your best people.

The downloadable resources on this page are referred to in Your Workforce - a workforce planning guide

Read about how to use the workforce templates to customise the documents for your business.

Retaining workers

You can retain skilled staff by creating a workplace that supports employees to perform at their best.

To create an engaging workplace, do all of the following:

  • encourage new ideas and open communication
  • acknowledge and reward employees’ contributions
  • provide regular, constructive feedback
  • facilitate opportunities for development, learning and career growth
  • value fun, flexibility and fairness
  • support work-life balance and social responsibility.

5.1 Retain and support checklist DOCX (42.4 KB)
5.1 Retain and support checklist PDF (46.3 KB)

5.2 Cost of turnover calculator form DOCX (46.6 KB)
5.2 Cost of turnover calculator form PDF (51.6 KB)

Supporting workers

Help support your employees across the following three key categories:

Workforce diversity

Your employees may come from diverse cultural backgrounds and across generations. It’s important to be mindful that all require different types of support.

Health and wellbeing

Support health and wellbeing in the workplace by:

  • displaying commitment to employee welfare
  • involving employees in the development of programs
  • ensuring programs relate to workforce needs
  • considering a broad range of initiatives.

Employee assistance

Employee assistance programs (EAPs) provide a professional and confidential counselling service to help resolve problems that may affect an employee’s wellbeing.

Implement EAPs to help employees cope with any of the following:

  • interpersonal conflict
  • change management
  • redundancy and downsizing
  • workplace restructures or mergers
  • conflict and stress management
  • personal and family issues.

5.3 Employee feedback survey form DOCX (47.4 KB)
5.3 Employee feedback survey form PDF (53.4 KB)


Lead and communicate with workers

Communication with your staff is critical to your overall business performance. 

The downloadable resources on this page are referred to in Your Workforce - a workforce planning guide

Read how to use the workforce templates to customise the documents for your business.

Leadership

The key factors important in good leadership include all of the following:

  • managing relationships
  • motivating employees
  • resolving problems and making decisions
  • dealing with conflict
  • teaching, mentoring, coaching and supporting others by acting as a role model
  • modifying one’s own behaviour when necessary
  • seeing a new or different path and encouraging others to follow.

Communication

As a leader, you are the role model for the way conversations happen in your workplace. Some useful tips for effective communication include all of the following:

  • observe the tone of the conversation and body language being used
  • be self aware and know your perceptions, beliefs, triggers and behaviours
  • be clear on intent and what outcome your want from the conversation
  • be committed to the conversation to indicate a high level of concern, credibility and authenticity
  • advocate, do not debate or drive home your own view while diminishing someone else’s
  • listen to learn what someone else is thinking and what their needs are
  • provide opportunities for others to speak
  • establish rapport by inquiring after their thinking and feelings about the issue
  • clarify assumptions and take a little extra time to let people know what you are thinking
  • structure your discussion before the conversation starts.

6.1 Lead and communicate checklist DOCX (42.4 KB)
6.1 Lead and communicate checklist PDF (45.6 KB)

6.2 Evaluation of leadership skills factsheet DOCX (44.7 KB)
6.2 Evaluation of leadership skills factsheet PDF (51.5 KB)


Resolving workplace disputes

Disputes can often arise between businesses and their employees.

Common issues may include wages, awards and agreements, harassment or discrimination.

If you are an employee, you should read about your rights at work and complaints.

If you are an employer, go to the complaints and dispute resolution page at the Australian Government's Business website.

For more information, go to the people page at the Australian Government's Business website.