Warehouse Staffing Checklist: What to Define Before You Hire
Warehouse positions may look similar on paper while requiring very different skills, schedules, equipment experience, and physical capabilities.
An order picker in a small distribution center, a freezer selector, a forklift operator, and a shipping clerk should not be recruited from the same general job description.
Clear information helps staffing providers recruit candidates who understand the work and arrive prepared for the assignment.
Use this warehouse staffing checklist before requesting temporary, temp-to-hire, or direct-hire employees.
Define the Business Need
Begin by explaining why additional warehouse employees are needed.
Confirm:
Seasonal volume.
Increased customer orders.
Inventory backlog.
Employee absences.
Special project.
Facility relocation.
New customer contract.
New shift.
Business growth.
Potential permanent opening.
Explain what the workers should help the warehouse accomplish and how quickly the additional capacity is needed.
Create a Workforce Plan
Determine how many workers are required for each position and shift.
Your plan should include:
Position titles.
Number of employees.
Department or work area.
Shift start and end times.
Days of the week.
Desired start date.
Expected assignment length.
Temporary, temp-to-hire, or direct-hire status.
Overtime expectations.
Weekend requirements.
Schedule-change procedures.
Backup coverage for absences.
Additional coverage for demand increases.
If several positions are needed, create a separate description for each one.
Choose Accurate Warehouse Job Titles
Use specific job titles that reflect the actual work.
Common warehouse positions include:
Warehouse Associate.
Order Picker.
Order Packer.
Material Handler.
Shipping Associate.
Receiving Associate.
Shipping and Receiving Clerk.
Inventory Control Associate.
Cycle Counter.
Forklift Operator.
Reach-Truck Operator.
Order-Picker Operator.
Pallet-Jack Operator.
Loader.
Unloader.
Kitting Associate.
Quality Inspector.
Warehouse Lead.
Warehouse Supervisor.
Avoid using “general warehouse worker” when the position requires specialized equipment or responsibilities.
Describe the Daily Job Duties
Explain what the employee will do during a normal shift.
Possible responsibilities include:
Picking customer orders.
Packing products.
Labeling packages.
Building pallets.
Kitting products.
Staging orders.
Loading trucks.
Unloading trailers.
Receiving shipments.
Checking packing slips.
Inspecting products.
Counting inventory.
Completing cycle counts.
Replenishing pick locations.
Wrapping pallets.
Sorting materials.
Processing returns.
Cleaning work areas.
Entering information into a warehouse system.
Identify which tasks are performed regularly and which may be assigned occasionally.
Explain the Picking Process
Order-picking methods vary between warehouses.
Tell candidates whether they will use:
Printed pick tickets.
RF scanners.
Voice-picking systems.
Pick-to-light systems.
Warehouse-management software.
Automated equipment.
Manual product searches.
Explain:
Average order size.
Product type.
Picking area.
Expected travel distance.
Accuracy requirements.
Productivity standards.
Training provided.
Expected ramp-up period.
Candidates with experience in one picking environment may still need training for another system.
Identify Required Equipment Experience
List every type of equipment the employee may operate.
Examples include:
Sit-down forklift.
Stand-up reach truck.
Order picker.
Turret truck.
Electric pallet jack.
Manual pallet jack.
Clamp truck.
Dock equipment.
Conveyor.
Stretch-wrapper.
Compactor.
Baler.
RF scanner.
Computer terminal.
For each item, clarify:
Whether previous experience is required.
How much experience is preferred.
Whether the employer provides training.
Whether an evaluation is required.
Which tasks the worker is authorized to perform.
Which tasks are prohibited.
Do not list forklift experience as a general requirement without identifying the specific equipment used.
Define Forklift Training Responsibilities
Previous forklift experience does not automatically prepare a worker to operate every type of equipment at every facility.
Before the assignment begins, clarify:
Which powered industrial trucks will be used.
Who provides formal instruction.
Who provides practical training.
Who evaluates the employee’s performance.
Where the evaluation will occur.
How authorization is documented.
When refresher training may be required.
Which employees are permitted to operate equipment.
The staffing agency and employer should discuss training responsibilities before assigning a worker to operate equipment.
Describe the Work Environment
Warehouse working conditions can significantly affect candidate interest and retention.
Explain whether the work area is:
Climate-controlled.
Hot.
Cold.
Refrigerated.
Freezer-based.
Humid.
Dusty.
Noisy.
Wet.
Indoor.
Outdoor.
A combination of indoor and outdoor work.
Provide realistic temperature ranges when possible.
Candidates should know whether they will spend an entire shift in the environment or enter it only occasionally.
Document the Physical Job Requirements
Identify the position’s essential physical functions.
These may include:
Standing for extended periods.
Walking long distances.
Lifting.
Carrying.
Pushing.
Pulling.
Bending.
Reaching.
Climbing.
Crouching.
Repetitive movements.
Working at heights.
Entering refrigerated or freezer areas.
State realistic lifting expectations and explain whether lifting is occasional, frequent, or team-assisted.
Focus on the job’s essential functions rather than making assumptions about an individual candidate’s capabilities.
Clarify Productivity and Quality Standards
Candidates should understand how performance will be measured.
Define:
Expected units per hour.
Order-accuracy requirements.
Picking-error standards.
Packaging-quality requirements.
Damage-prevention expectations.
Scan-compliance requirements.
Inventory-accuracy expectations.
Expected training period.
Performance ramp-up timeline.
How feedback will be provided.
Avoid expecting a new employee to perform at the same speed as an experienced worker immediately.
A documented ramp-up period creates more realistic expectations for employees and supervisors.
Confirm the Shift and Schedule
Provide exact schedule information.
Include:
Shift start time.
Shift end time.
Days worked.
Break schedule.
Meal period.
Expected weekly hours.
Overtime.
Weekend work.
Holiday work.
Rotating schedules.
Peak-season schedule changes.
Required flexibility.
Do not use only “first shift,” “second shift,” or “third shift.” Provide the actual working hours.
Review Transportation and Worksite Access
Transportation can affect attendance, especially for early-morning, overnight, weekend, or remote shifts.
Confirm:
Complete worksite address.
Public-transportation availability.
Parking availability.
Employee entrance.
Security procedures.
Badge requirements.
Check-in location.
Locker availability.
Personal-item rules.
First-day contact.
Contact phone number.
Tell the staffing provider if public transportation is unavailable during the scheduled shift.
Set a Competitive Pay Rate
The pay rate should reflect:
Job duties.
Equipment requirements.
Experience.
Shift.
Schedule.
Work environment.
Physical demands.
Location.
Overtime expectations.
Local labor-market conditions.
A freezer position, overnight schedule, or specialized equipment role may require a different rate than a basic daytime warehouse assignment.
Ask your staffing provider what current candidates expect for similar positions.
Define Screening Requirements
Identify required screening before recruiting begins.
Screening may include:
Application review.
Candidate interview.
Employment verification.
Reference checks.
Skills assessment.
Forklift-experience review.
Background check.
Drug testing where permitted and appropriate.
Motor-vehicle record check when driving is required.
License or certification verification.
Screening requirements should be job-related, consistently applied, and reviewed for compliance with applicable requirements.
Clarify which organization will order, review, and pay for each check.
Prepare Worksite-Specific Safety Training
Temporary warehouse employees should receive safety information related to the facility, equipment, and tasks they will perform.
Training topics may include:
Worksite hazards.
Emergency exits.
Evacuation procedures.
Injury reporting.
Hazard communication.
Personal protective equipment.
Forklift and pedestrian traffic.
Loading-dock hazards.
Conveyor safety.
Material handling.
Safe lifting.
Equipment restrictions.
Lockout/tagout boundaries.
Heat or cold exposure.
Slips, trips, and falls.
Prohibited tasks.
OSHA explains that staffing agencies and host employers share responsibility for protecting temporary workers. Employers can review OSHA’s Temporary Worker Initiative for additional guidance.
Safety responsibilities should be discussed and documented before the assignment begins.
Confirm Personal Protective Equipment
List the protective equipment required for the position.
Examples include:
Safety shoes.
High-visibility vest.
Safety glasses.
Gloves.
Hearing protection.
Hard hat.
Cold-storage clothing.
Fall-protection equipment.
Respiratory protection when applicable.
Clarify:
Which items the employer provides.
Which items the staffing agency provides.
Which items the worker must bring.
When equipment must be worn.
Who provides training.
How damaged equipment is replaced.
Candidates should receive this information before the first day.
Prepare the First-Day Experience
Before workers arrive, confirm:
Arrival instructions have been sent.
A supervisor is available.
A backup contact is identified.
Badges are prepared.
Timekeeping access is active.
Personal protective equipment is available.
Tools and scanners are ready.
Workstations are assigned.
Orientation materials are prepared.
Trainers are scheduled.
Safety training is documented.
Break areas and restrooms will be identified.
An organized first day improves confidence and reduces preventable turnover.
Establish Attendance and Communication Procedures
The employer, staffing agency, and assigned employees should understand how communication will work.
Define procedures for:
Late arrivals.
Employee call-offs.
No-call, no-show situations.
Schedule changes.
Overtime approval.
Performance concerns.
Safety issues.
Workplace injuries.
Employee complaints.
Department transfers.
Changes in duties.
Assignment extensions.
Assignment endings.
Permanent-hire requests.
Provide a primary and backup contact for the staffing agency.
Measure Warehouse Staffing Performance
Track results throughout the assignment.
Useful measurements include:
Order-fill rate.
Time required to fill positions.
First-day arrival rate.
Attendance.
First-week retention.
Assignment completion.
Picking accuracy.
Productivity.
Quality.
Safety incidents.
Overtime.
Supervisor satisfaction.
Temporary-to-permanent conversion.
Reasons employees leave.
Review the results regularly with your staffing partner and adjust recruiting, training, scheduling, or supervision when necessary.
Warehouse Staffing Request Checklist
Before submitting your request, confirm that you have provided:
Company name.
Worksite address.
Contact person.
Onsite supervisor.
Position title.
Number of workers.
Staffing type.
Job duties.
Equipment used.
Required experience.
Physical requirements.
Work environment.
Shift.
Schedule.
Overtime expectations.
Pay range.
Desired start date.
Assignment length.
Screening requirements.
Safety requirements.
Personal protective equipment.
Productivity standards.
First-day instructions.
Timekeeping process.
Attendance procedures.
Additional comments.
Complete information helps the staffing agency recruit candidates who understand the assignment before they accept it.
Build Your Warehouse Workforce With Safar Staffing
Safar Staffing helps Minnesota employers recruit temporary, temp-to-hire, and direct-hire warehouse employees.
Send us your completed warehouse staffing checklist, including the positions, shifts, work environment, equipment, pay range, worker count, and start date.
Our team will develop a focused recruiting plan and help connect you with candidates prepared for your warehouse requirements.
