A temporary team for inventory and stock counts

The number of counters needed for a year-end inventory count comes from three figures: how many locations will be counted, how many locations one counting pair covers per hour, and how many hours are available for the count. A company that builds its team on this calculation and starts preparing 3–4 weeks in advance finishes the count in one shift. A team built without the calculation runs into the night and needs recounts.

How many people do you need for an inventory count?

The formula is simple:

Counting pairs needed = number of locations to count ÷ (hourly pace of one pair × hours available)

A counting pair consists of two people: one counts, the other records or scans. The hourly pace is best taken from your own past counts. It depends heavily on the type of goods: large boxes are counted quickly, small cosmetics or spare parts slowly.

What does the calculation look like in an example?

The figures below are only an example. Replace them with the figures for your own site.

Metric	Example value
Shelf locations to count	12,000
Hourly pace of one pair	150 locations
Time available for the count	6 hours
Pairs needed	12,000 ÷ (150 × 6) ≈ 13.3 → 14 pairs
Counters and recorders	28 people
Reserve (for no-shows)	+2–3 people
Recount team	2 pairs

Do not forget the reserve. If one pair does not show up on the night of the count, their zone is either left uncounted or others stay on after their shift.

What roles are there in a counting team?

The stock counter physically counts the goods. The recorder or scanner enters the result into the system. The zone lead supervises 4–6 pairs and records discrepancies. The recount team counts locations with discrepancies a second time and usually consists of experienced staff employees. The loader or warehouse labourer provides access to the upper shelves and moves pallets.

The zone lead and the recount team should be the company's own employees, because they know the system and the goods. Roles that grow with volume, such as stock counters and loaders, can be filled with temporary workers.

When should you start preparing?

Before the count	What should be done
3–4 weeks	Date, zone map, number of locations and team size are worked out
2 weeks	Temporary worker order is placed, zone leads are assigned
1 week	Count sheets or scanners are prepared, shelves are labelled
1–2 days	Short training, the company's own health and safety (HSE) induction, zones are allocated
Count day	Morning briefing, pairs sent to their zones, recounts

The second half of December is the same period for all of retail. That is why demand for temporary workers also rises in the same weeks. A company that plans in November has a choice; one that plans in mid-December works with whoever is left.

What are the most common mistakes?

The first mistake is setting team size on the principle of "however many we had last year". If the product range has grown this year, the team will not be enough. The second mistake is not allowing for a reserve. The third is giving the recount to temporary workers. Finding a discrepancy requires knowing the goods; this is work for experienced staff employees.

What should you pay attention to when working with temporary counters?

Every worker should complete the company's own HSE induction before entering the site. The counting rules should be explained in a 10–15 minute briefing: which unit is used for counting, how damaged goods are recorded, whom to tell when a discrepancy comes up. Ask the provider about its fill rate. At TEZISH this rate is above 90%, and up to 90 workers can be sent to a single site on a peak day.

How is count day organised?

The count itself matters as much as the preparation. The sequence below works for most warehouses and stores. The times are only an example.

Time	What happens
30 minutes before the start	Worker registration, HSE induction, pairs assigned
First hour	Zone leads take pairs to their zones, a trial count is done
Main part	Zones are counted in sequence, finished zones are marked
Last 1–2 hours	Recount of locations with discrepancies
After finishing	Results are checked, zones are closed

Do not skip the trial count. In the first hour, each pair counts one shelf and the zone lead checks the result. A pair that has started counting by the wrong rule is caught here, not after it has counted an entire zone incorrectly.

What should you do after the count?

When the count is finished, record three figures: the actual number of locations counted, the actual hourly pace, and the share of locations that needed a recount. These are exactly the figures you will use to calculate team size next year. Also note which pairs worked more accurately and faster. Ordering the same workers again for the next count shortens preparation.

How does a store count differ from a warehouse count?

In a store, goods come in a wide range but in small quantities, shelves are low, and the count usually has to fit into one night after closing. The main difficulty here is the time limit, so the number of pairs is increased. In a warehouse, goods are on pallets and high racks. The count involves a narrower range but is physically harder. Loaders and staff who operate equipment become important here, and the pace depends on access to the racks. In a multi-branch chain, both counts can fall in the same week, so the teams need to be planned separately.

Frequently asked questions

Should the count be done at night or during the day?

For a store, usually after closing, because goods move around during trading. In a warehouse, a time is chosen when receiving and dispatch are stopped. The key condition is that goods do not move during the count.

How many counters do you need for an inventory count?

Divide the number of locations to count by one counting pair's hourly pace and the hours available. The result is the number of pairs you need. Add a small reserve on top for no-shows.

When should a counting team be ordered?

About two weeks before the count. Because all of retail holds its counts at the same time in December, a company that is late has less choice.

Who should do the recount?

Experienced staff employees who know the goods and the system. Temporary counters carry out the main count, and locations with discrepancies are checked a second time by the staff team.

What training do temporary counters need?

The company's own HSE induction and a 10–15 minute counting briefing. The briefing explains the counting unit, how damaged goods are recorded, and whom to contact when a discrepancy comes up.

All the year's peak periods in one place: Peak periods of the retail year in Azerbaijan. Ordering workers for a counting team: TEZISH for businesses.

How many weeks are left until your count this year?