Proper staff scheduling is essential to a well-run business. If your staff is dissatisfied with how or when they are being scheduled to work, morale will drop and your business will hurt as a result. Since scheduling is the cornerstone of a quality work environment, it is imperative that it is done in a concise and accurate way. But, not all business owners are fortunate enough to have a Doctor of Business Administration degree that makes it easy to fix these scheduling problems. Below are top solutions for a more productive staff scheduling routine.
Use Scheduling Software
Technology is a great way to automate the scheduling process. Using a decent scheduling software can save you time, and it also makes the process completely unbiased. There are many options for scheduling software out there. Some, like Deputy, are relatively cost-efficient and offer upgrades for a bit more money. Others like Snap Schedule cost a bit more upfront, but offer more features. The software is often mobile-friendly. It can even sync with a calender. Scheduling softwares take the frustration out of staff scheduling and omits the time it takes to schedule. Try a few free trials, and see which one your staff likes best.
Give Access Early
Generally, employees should know 4-7 days before they are scheduled to work. According to time management statistics, this will reduce the amount of late call-ins and cancellations you get. If the schedule is set in advance, there is no question about who is working when. Your employees will appreciate the notice. This also allows for switches to occur beforehand. Try to tell your staff they can only make changes up to 24 hours before the shift. If they have ample amount of time to make plans and decisions, there should be little excuse for bailing on a shift. Providing an early schedule can help you and your staff stay organized for upcoming work hours.
Have A Routine
It’s fine if you decide to do scheduling manually. Some employers like to have their staff all together for an hour a week, deciding on next week’s tasks and times. This time can be useful for a staff. If you do decide to do manual scheduling, it’s vital that you work from a template that you found or created. Moreover, scheduling should be essentially the same every week. If your staff knows what to expect with scheduling, they will be more likely to come prepared. Outline the exact hours and types of shifts each employee must work, and monitor the process so there’s little need for adjustments. An effective scheduling template and process is key to a productive routine.
Maximize Your Resources
Different shifts may have different requirements. Make sure the right staff members are covering the appropriate shifts. Maybe one employee is more productive in one department, or one struggles managing the closing shift. This isn’t to say you should cater to every employee’s whims and wishes. But when you use each employee to the best of their ability and give them tasks they can complete efficiently, you maximize your staff’s potential. If applicable when scheduling, try to use your employees to the best of their abilities.
Call Out The Problem
We’ve all encountered the one staff member who seems to have an “emergency” every Friday night. If there is someone on your staff who is taking advantage of you and other workers, address the problem right away. Do not wait to do a cost benefit analysis. This one type of staff member hinders your overall schedule. They can create an issue that extends beyond your control. Don’t let it get that far. Be vigilant about following up on repeated schedule conflicts and last minute cancellations. Your staff will work more efficiently because of your managerial proficiency.
Scheduling can be a nightmare if not handled properly. If done correctly, it can greatly improve your staff’s morale, and your revenue and time. It’s vital to allow your staff access to the schedule about a week before it goes into effect. If you’re a techie, try out some scheduling software. If you prefer to do it old school, stick to a set meeting time and routine. Once you know your staff, it’s useful to make sure each employee is on a shift they can handle. If there’s an issue with a specific employee, be sure to take disciplinary action. Don’t let the whole staff suffer because of one person’s actions. These five solutions can provide you with a more pleasant and productive staff scheduling routine.