If you’re coordinating labour across sites, projects, or multiple suppliers, small inconsistencies become big problems.
- People arrive not “site-ready”.
- Onboarding is uneven.
- Compliance evidence is hard to find.
- Supervisors spend time chasing admin instead of leading work.
A managed workforce model helps standardise the operating system: people, process, and reporting.
Managed workforce services: Managed Skilled Workforce
Key takeaways
- Define what “site-ready” means (and enforce it consistently).
- Standardise intake, approvals, and onboarding to reduce rework.
- Track a small KPI set (time, compliance, onboarding, retention) and review it weekly.
- If you have multiple suppliers, add governance so performance is visible and comparable.
What “managed workforce” usually means
While models vary, a managed workforce solution typically includes:
- A consistent intake and approval process
- Standard role definitions and requirements
- Coordinated sourcing and mobilisation
- Compliance and onboarding workflows
- Reporting and governance (KPIs, issues, improvements)
If you also need supplier governance and program-level visibility, an MSP model may be relevant. Read the guide: What Is an MSP for Workforce Solutions? (or explore: MSP and People Solutions).
The checklist (copy/paste)
Phase 1: Program setup (before you scale)
- Define the scope: which sites, roles, and business units are included?
- Standardise role profiles: role title, core tasks, mandatory tickets, preferred tickets.
- Confirm compliance requirements: right-to-work checks, licence/ticket verification, medical/fitness (if applicable), inductions and training.
- Define day-one “site-ready”: what must be completed before someone can start?
- Set a single intake process: who can request labour, who approves, and target approval times.
- Set KPIs + governance cadence: weekly operational review, monthly performance review.
Phase 2: Mobilisation (approved request → site-ready)
- Job request includes: site, start date, roster, duration, and supervisor contact.
- Candidate screening covers: relevant experience, safety mindset, and verified mandatory licences/tickets.
- Documentation collected: right-to-work, licences, banking, emergency contacts.
- Inductions completed: site induction and role-specific training.
- Logistics confirmed (if relevant): travel, accommodation, PPE.
- Start confirmation: location, start time, who to report to, and what to bring.
Phase 3: Day 1 and first week (stabilise performance)
- Supervisor introduction: site rules, task expectations, and hazard reporting process.
- Buddying/mentoring: where appropriate for safety and quality.
- Timekeeping clarity: how hours are recorded and approved.
- First-week check-in: resolve issues early (roster expectations, transport, role clarity).
Phase 4: Ongoing performance and safety
- Performance measures: attendance, quality, and productivity indicators.
- Safety measures: pre-starts, hazard reporting, compliance refreshers.
- Issues process: escalation path and response times.
- Retention plan: reduce churn between peaks/projects where possible.
Phase 5: Reporting and continuous improvement
Weekly dashboard (minimum):
- Fill rate
- Time-to-fill
- Onboarding cycle time
- Early attrition
Monthly review:
- Supplier performance, quality, safety indicators
- Improvement actions (owners + due dates)
Quarterly reset:
- Role profiles and requirements
- Rate bands (if applicable)
- Workforce forecast alignment
If you want a practical KPI set and definitions, see: Recruitment Metrics That Matter (HR + Ops)
Related services and resources
- Staffing Services overview
- Managed Skilled Workforce
- MSP and People Solutions
- Workforce planning
- Workforce Planning Template (90 Days)
FAQ
When do we need a managed workforce model?
If you have recurring peaks, multiple sites, or multiple suppliers, a managed model usually pays back quickly through faster mobilisation and lower risk.
Is managed workforce the same as MSP?
Not always. Managed workforce often focuses on mobilisation and operational delivery; MSP is commonly broader supplier/program governance. Many programs combine both.
How do we avoid adding bureaucracy?
Set clear approval time targets and keep the intake form short. If the process slows the business down, people will bypass it.
Next step
If you want to standardise mobilisation and reduce “site not ready” issues, start here: Managed Skilled Workforce
General information only: this article provides general information and is not legal advice.
