Q4 is here, and while you’re in the thick of managing peak season demands, it’s not too early to start thinking about measurement. In fact, tracking your staffing metrics now—while everything is happening—will give you the clearest picture of what’s working and what needs adjustment.
Too many operations wait until January to review their staffing performance, when memories have faded and key data points are lost. Establishing your year-end workforce evaluation framework now, before the holiday rush fully hits, ensures you capture the insights that drive better decisions next year.
The Metrics That Matter Most
Not all numbers deserve equal attention. Focus on metrics that directly impact your operation’s performance and profitability.
1. Fill Rate and Time-to-Fill
How quickly did you fill open positions? If it took three weeks to bring in warehouse workers during your busiest period, that’s three weeks of overtime, stressed employees, and potentially missed shipments.
According to Workable and the BLS JOLTS, the average time-to-fill for the warehouse, transportation, and utilities industries takes about 25 days.¹ However, you also need to track the time from requisition to becoming a productive worker—the actual time that you fully integrate a new hire.
2. Attendance and Reliability Rates
Perfect staffing plans mean nothing if workers don’t show up. Calculate actual attendance versus scheduled hours and pay special attention to:
- No-call, no-show rates by worker type (temp vs. permanent)
- Attendance patterns (which days see the most absences?)
- Coverage gaps that are triggered over time
3. Turnover During Critical Periods
Some turnover is expected, but losing workers during peak season hurts twice as much. The average turnover rate for manufacturing is 39 percent.² Yet APA reports that some manufacturers cut that number dramatically—down to just 11 percent—by investing in employee engagement, recognition, and supportive workplace cultures that make people want to stay.³ Here’s what you should analyze:
- Week-by-week retention rates for temporary staff
- Reasons for departure (voluntary vs. termination)
- Which departments or shifts saw the highest turnover
Measuring Productivity and Performance
Beyond basic attendance, evaluating temporary staffing performance and metrics at the end of the year should include actual output.
1. Output Per Labor Hour
This labor performance review examines whether adding more people increases output beyond the cost. Compare productivity across different worker categories:
- Permanent staff baseline performance
- Temporary worker productivity curve (week 1 vs. week 4)
- Overtime hours productivity (often lower due to fatigue)
2. Quality and Error Rates
Higher error rates during peak staffing might indicate inadequate training or overworking inexperienced workers. Track quality metrics by worker type and tenure:
- Error rates for temps vs. permanent staff
- Customer complaints linked to fulfillment periods
The True Cost of Your Staffing Strategy
1. Direct Labor Costs vs. Budget
Start with the obvious: Did you stay within budget?
But dig deeper:
- Regular wages vs. overtime premiums paid
- Agency fees vs. internal hiring costs
- Training investment per worker retained
2. Hidden Cost Analysis
The real workforce ROI calculation includes:
- Supervisor time spent on training and correction
- HR hours processing constant turnover
- Production delays from understaffing
- Quality issues requiring rework
Sometimes paying slightly higher rates for better workers or earlier hiring saves money overall.
Read more: The Cost of Losing Workers: Why High Turnover Is Wrecking Light Industry Profits
Evaluating Staffing Partner Performance
If you used staffing agencies, assess their actual value:
1. Response Time and Flexibility
- How quickly did they fill urgent requests?
- Could they scale up and down as needed?
- Did they provide quality replacements for poor performers?
2. Worker Quality and Preparation
- Were workers properly screened and qualified?
- Did they arrive understanding basic requirements?
- How many succeeded beyond the first week?
3. Partnership vs. Transaction
Did your staffing vendor simply fill orders, or did they:
- Provide market insights and wage guidance?
- Suggest improvements to your staffing model?
- Help solve problems proactively?
Read more: Selecting for Success: Streamlining the Preselection Process for High-Volume Industrial Roles
Converting Data into 2026 Strategy
After gathering data, it’s time to use your findings to build next year’s plan.
1. Identify Breakdown Points
Where did your staffing strategy fail? Common failure points include:
- Recruiting late
- Underestimating training time
- Poor retention strategies
- Inadequate vendor partnerships
2. Calculate the Optimal Staffing Mix
Your data should reveal the ideal balance:
- Core permanent staff for stability
- Flexible temp workers for surge capacity
3. Set Measurable Improvement Targets
Based on this year’s performance, establish specific goals:
- Reduce time-to-fill by X days
- Improve temp retention by Y%
- Decrease overtime spending by Z%
Building Your 2026 Metrics Dashboard
Regular tracking prevents year-end surprises and enables quick adjustments. Create a simple tracking system for next year:
- Weekly attendance and turnover reports
- Monthly productivity comparisons
- Quarterly staffing cost analysis
- Real-time fill rate monitoring
Turn this year’s lessons into next year’s staffing success.
At Horizon America, we know year-end isn’t just about measuring results—it’s about building a stronger plan for the future. That’s why we help employers across Pennsylvania, Indiana, Texas, Kansas, Florida, and beyond turn seasonal insights into practical staffing strategies.
When you partner with Horizon America, you gain more than workers—you gain a staffing partner invested in your efficiency, stability, and long-term growth.
Ready to build on this year’s metrics for a stronger 2026? Contact Horizon America today to secure dependable talent and prepare for the year ahead.
References
- Bika, Nikoletta. “What is the average time to hire by industry?” Workable, Sep. 2023, https://resources.workable.com/stories-and-insights/time-to-hire-industry
- Jadah, Tyler. “27 Employee Turnover Statistics That Might Surprise You.” Applauz, 4 Dec. 2024, https://www.applauz.me/resources/employee-turnover-statistics
- “Manufacturing Engagement and Retention Study.” American Psychological Association, 2020, https://www.themanufacturinginstitute.org/wp-content/uploads/2021/07/APA-Study_final.pdf
