Every employee expects a proper schedule to explore his skills in a day to day work. It is a basic requirement, that every business should address. Failing at this point means a lot to your business – It means, failing at employee retention, failing at productivity improvement and failing at goal reaching. Which is exactly why employee scheduling is so important.
There are many employee schedule related issues that need the attention of project managers and staff alike. A well-managed staff schedule help keeps the company moving and resolves many complex issues. If you haven’t read my post on 10 best free employee scheduling software for small businesses, I would suggest you to read that post.
Let’s walk you through five ways to make this process easier.
The first and foremost step to effective staff scheduling is to create a checklist of staff who are presently working for your organization or department. Along with their names, roles & responsibilities, you better of keeping their contact information as well. Also with skills.
Also, include more information whether they’re part-time or full-time, along with overtime restrictions.
Learn from your employees and allow them to decide their best preferred hours of work. Including staff opinions in the process enables managers to promote a collaborative work environment in the office. This will also help you to put your staff member into an available shift which was comfortable for both.
Employee work hours availability must be kept in a calendar form so that staff members are able to pick up more than one shift schedule. Your employees should also know they might have to work other shifts sometimes due to rare emergency cases.
Related Reading on Employee Scheduling here.
The next step after creating a successful schedule is to make sure that your employees can easily view and access it from their end. It is observed that most the times employees forget to refer the schedule due to navigation barriers.
In addition to that, often employees lose their schedule hard copies. If the staff members don’t have smooth access to their defined schedule, they will end up in low productivity that you don’t want.
Always keep the emergency cases in mind while designing your work schedule. A perfectly designed schedule will includes an option plan (B).
So the project manager wouldn’t need to panic when an employee leave for the day due to an emergency. This was frequently observed in over 95% organizations that employees often leave the work incomplete due to an emergency.
A well maintained schedule is your best friend in these situations. Also having clearly defined roles and responsibilities, rules on shifts and absences help managers to run the process more efficiently.
Make sure that you use your predefined employee list to wisely schedule employees as per their skills and experience. It was observed that most of the times managers are forced to schedule the shifts even though the staff skills doesn’t match the given job.
However, you might get your work done with this management but you won’t be able to achieve higher productivity levels without a proper scheduling plan. And this kind of staff scheduling leaves a huge negative impact on employee morale.
This is one of the most common mistakes that many businesses do every time.
Many small businesses are now considering replacing their manual management with an employee scheduling software to make their life easier. Because the manual scheduling process has many drawbacks as it can hurt the employee productivity most of the times due to various reasons.