Resources & Tools

Where Is Your Workforce Time Actually Going?

A free worksheet for long-term care and senior living operators.

In most LTC and retirement homes we work with, workforce admin eats about 100 hours a week. Scheduling, time and attendance, payroll prep, leave management, HR coordination. Spread across a scheduler, DOC, payroll manager, HR coordinator, and administrator. Nobody sees it as one number.

That's the problem.

Agency spend shows up on every monthly close. Overtime too. But the hours your team burns on workforce tasks a system would handle? Never aggregated. Never tracked. Often the single largest invisible cost in the building.

This worksheet exists to surface it.

What it covers

Seven categories, with the specific sub-tasks under each:

  • Staffing and shift management: master schedules, open shifts, call-ins, union and seniority rules
  • Time and attendance: punch corrections, time banks, seniority balances, smoothing
  • Payroll prep: timecard cleanup, shift premiums, stat holidays, CBA rules, retro payments
  • Vacation, leave, and availability: requests, WSIB, maternity, temporary replacements
  • Staff communication: bulletins, emergency comms, surveys, training follow-ups
  • HR processes: files, certifications, evaluations, attendance patterns, WSIB claims
  • Compliance and grievances: inspection and funding reports, seniority lists, grievance response

Estimate hours per task, per role. Multiply by an average admin rate. You'll have a defensible weekly and monthly cost figure inside an hour.

What the numbers usually look like

Here's what homes typically recover with a workforce system built for care:

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Conservative averages. We've seen a 200+ staff home eliminate agency use entirely for the first time in years. A 75-staff home coming off an old system now saves 40+ hours a week on payroll prep alone.

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Why bother doing this

Most operators have a number for agency. Few have a number for admin time. After this worksheet, you'll have both, and the next conversation with your team, your board, or a vendor gets a lot easier.

You're no longer guessing about ROI. You have a baseline.

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Filled it in and want to compare notes? Get in touch. We'll tell you honestly where you sit versus other Canadian LTC and retirement homes.

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