A Guide For Efficient Employee Scheduling
How to Maximize Your Employee Scheduling Efforts With Ease
Before we dig into the nitty-gritty details of how to make a high-functioning and efficient schedule, take a second to better understand what a master employee schedule (or schedule template) does:
A scheduling template defines who, what, and where resources are needed at a high level.
Labor costs by matching supply and demand and the need for shift changes in the future.
This step is all about identifying your people and resources to make sure they support your business's needs.
It defines who, what, and where resources are needed at a high level.
Who in your organization typically assigns staff to the schedule? Your manager, owner, or actual staff members?
Another consideration is if you let employees choose shifts or requests off. This is called bottom-up scheduling. If you will use this method, factor this into your process. Considering employee preferences will save you time and energy down the line.
It’s always good to pair veterans with new employees during a shift. Always have one go-to person during a shift who can help mentor the newer or underperforming employees. Look to employee performance reports or notes as a guide.
Labor cost forecasting and staff scheduling go hand in hand. Quantify how much each shift will cost by shift block, day, week, and month against forecasted income. This will help you track towards a healthy balance sheet of debt to income.
Your labor needs may go up or down, depending on the season or shift. Having a standby pool is good remediation, meaning having a few backup people scheduled on-call to work the shift on short notice.
Most businesses have that one employee who is not dependable but has other qualities that make up for it (which is why they are still employed). And, sickness always happens, especially during the winter.
This is often a prevalent driver of schedule changes. Many organizations put the onus on employees to identify a suitable replacement once the schedule is posted. This can have mixed results.
Templates: Using templates to write schedules saves a ton of time… 50%, in fact.
Access: You – and employees – should be able to access the schedule anywhere and manage schedules via phone, computer, or tablet.
Forecasting Capabilities: Predict resource needs based on real data. Look for a solution that allows you to accurately predict resources vs. sales, so you’re hitting maximum profits.
Supports Additional Documents and Information: Find an employee scheduling solution where you can take notes on employees, upload supporting documents, like performance reviews or even “write-ups”. Make sure you find a tool that allows you to set permissions and access, too. For example, a manager or admin should be able to see all information, where an employee should be able to access their own information, but not other employees’ information.
Communication Tools: When you think about employee scheduling solutions, you may not associate them as a communication tool as well. Believe it or not, this type of solution exists that enables 24/7 real-time communication via email or text messaging, so your team is constantly looped in.
Reporting: Get the data you have never had before to create efficient shift scheduling online and streamline your profits. Reporting includes a daily roster, labor forecast, and schedule summary.
Managers can save 80% of their scheduling time (or six hours a week scheduling) when utilizing modern employee scheduling technology.