Why predictability alone is not enough
Many companies invest time and money in shift planning tools, forecasts, and workforce capacity calculations. That’s important, but it’s only part of the solution. After all, no planning system can map all eventualities. Especially in logistics, reality is often faster than planning.
What is missing are strategic and practical answers to the moment when an employee does not show up for work, but the truck must still leave on time.
What can cause unexpected bottlenecks?
Typical causes of short-term staff shortages in logistics:
- Sick leave (especially due to seasonal factors)
- Absences due to care or childcare
- Unforeseen order spikes or express orders
- Shift overlaps due to delayed trucks
- Weather-related absences (e.g. for delivery staff)
These factors are not new, but the frequency and unpredictability have increased in recent years. The muddling through somehow is increasingly reaching its limits.
What are the benefits of flexible shift models and resource pools?
A first answer lies in the design of flexible working time models. These include, for example:
- Filler models with fixed employment contracts, but flexible ranges of deployment
- Resource pools of part-time or temporary workers who are specifically trained for outages
- Modular shifts that can be extended or shortened depending on the workload
- Self-organized shift planning, in which employees coordinate assignments with each other
The crux of the matter: These models require forward-looking organization and clear communication channels. Anyone who reacts too late or does not have reliable replacements will lose out.
Technology and AI: Real-time beats gut feeling
Today, modern personnel scheduling can do much more than just create duty rosters. Systems with AI components enable:
- Real-time analysis of capacities and workload
- Automatic reallocations in the event of absences
- Simulations to run through bottleneck scenarios
- Data-based forecasting for seasonal fluctuations
It is important to note that the technology must be seamlessly linked to warehouse control, shipping and production planning. Only then can staff shortages be made visible automatically and solutions be initiated before the situation turns critical.
What can work well in practice?
- A medium-sized company in the mail order business, for instance, trains its seasonal workers in short modules all year round. For example, at peaks, there are more than 30 flexible employees available who no longer need any training.
- A logistics specialist sets up an internal group of fillers that carry out daily missions via an app-based system. Very important: With clear rules and fair remuneration.
- A production company relies on an internal skill matrix. There, each employee can indicate which tasks he/she can take on, even at short notice. This creates a living pool of competence.
What these examples have in common: preparation, clear processes and employees who are on board.
The role of multi-skilled teams
An often underestimated lever resides within the team itself. Training employees in several areas of work creates flexibility:
- Pickers who can also do the shipping
- Warehouse employees who handle goods receipt and inventory
- Shipping staff who support the returns process at short notice
Such multi-skill teams create buffers without requiring additional resources. At the same time, they increase motivation in the team because routine is replaced by variety and more understanding of the overall processes is created.
Conclusion: Quick reaction starts with well-prepared teams
Short-term shortages can never be completely avoided, but their effects can. Those who prepare processes, use technology in a targeted manner and develop employees in a purposefully remain capable of functioning even in unpredictable moments. This avoids stress, ensures quality and strengthens the team spirit.
FAQ – Frequently asked questions about short-term workforce planning in logistics
- How quickly can staff absences be compensated for without jeopardizing quality?
Most bottlenecks occur very suddenly, often on the day. The decisive factor is therefore not perfect planning, but the ability to react quickly and in a structured way: with prepared substitutes, flexible processes and employees who are proficient in several areas. - What role do temporary workers or temporary work play in such situations?
Temporary workers may help, provided they are well trained. Who relies on substitute workers must expect training efforts and quality losses. It is better to have prepared resource pools with trained personnel who are regularly involved. - Is the use of AI-supported software worthwhile for smaller logistics companies?
Every solution is not suitable for every company, but even simple tools with a forecast function or work-shift simulation capability can help identifying bottlenecks early. It is important that the system fits the company, not the other way around. - What is the first step to increase flexibility in your own team?
A skill matrix is a good way to start: Who can do what, where are the gaps, who can be trained? Based on this, training concepts can be developed and potentials in the team can be leveraged purposefully – step by step. - How do you motivate employees to take on additional tasks?
Through appreciation, fair pay and transparent communication. Many employees are willing to learn new tasks if they see that it beneficial to them (e.g. more variety, new perspectives or operational safety). - What to do if no one is available immediately?
Then clarity counts: Which orders have priority? What can be reorganized temporary? In such situations, defined emergency processes and good interaction between logistics, HR and the operational team help.
We know from practice:
Flexible scheduling only works with flexible teams. That is why we support companies in setting up multi-skill structures with training courses that are tailored to day-to-day logistics operations.
Whether it’s basics, new areas of responsibility or soft skills for teamwork, we focus on the “human potential” in the company.
Sudden staff shortages? How to remain operative
Our free checklist for logistics executives to download – honest, practical and to the point.
