7 Tips for the Employee Schedule Creator in Your Life!

Don’t Let Your Employee Schedule Creator Make a Mess of Your Staffing

Seven Tips For Keeping Things Moving

Employee scheduling is a complicated task at the best of times, and is very difficult to get right every time. The purpose of an employee schedule creator is to make a scheduling manager’s life easier, and to improve overall business efficiency.

Scheduling employees is not just writing down names into a complicated calendar, it’s about getting the most out of your staff while keeping control over spending.

A scheduling manager without a scheduling platform can take anywhere between one and eight hours every week to schedule employees – in Excel, or on paper, or anywhere else he can find. We have seen some pretty creative techniques. The problem remains that, when a manager is doing it, it’s just not going to be done to the employees’ liking. It’s not just a matter of preferences either. It’s also a matter of vacation days, legitimate time off, and regulations regarding overtime. Trying to juggle all of these factors can be difficult, even for the most switched-on people.

So it doesn’t really even make sense to have managers doing your scheduling.

On the other hand, letting your employees do it themselves takes some getting used to. These are the seven most important tips we came up with for letting your employees schedule themselves while retaining ultimate control over productivity and workplace happiness. Check here if you have legal or regulatory concerns.

1) Structure Your Flex Time
Not every employee needs 40 hours of flex time. Most of them will like it, but doesn’t mean they won’t do just as well with a day or two. You’ll see some of them taking advantage of the new hours, but many of them will wait too. Ximble uses cutting-edge flexitime software to keep track of all the hours your employees work, giving you a complete breakdown of when hours are used. Make sure you set restrictions on overtime, and make sure your scheduler is accurately recording hours on the job.

2) Make Everything Public
This should go without saying, but you may need to spend some time preparing and distributing and even explaining your new procedures, policies, and reasoning. Employees get it. Make sure you do your homework and spell out everything clearly. And get make sure everyone acknowledges this. It can help to bring Human Resources in on this learning exercise, especially if you want to be as compliant as possible.

3) Save Time and Then What
Time saving software is like that. You end up spending so much time learning to use it, that, the net gain isn’t realized till many months later. While we can promise that Ximble is simpler to use than anything else on the market, managers will be able to use their new free time to focus on workplace improvements and improving employee morale.

4) Forget about Adjustments
Minor changes, sick days, kids’ school runs, or doctor appointments; all of these things add up to an incredible cost in terms of lost time, especially for the scheduling manager. So here’s your net gain in hours and cost savings. Forget about them. Once the policies are in place and the software is launched your managers can better manage the job at hand and not have to worry about who’s coming in and when. They can always monitor employee clock in on their cell phone or on the Internet like everyone else in your shop – even when half your staff is calling off.

5) Autonomize
Self Scheduling gives employees a tremendous amount of autonomy. If you’re interested in keeping them, you just did the right thing. The ability to better determine when and where they’ll be “there” – or anywhere – is a huge boost to your ability to keep and grow the relationships that your organization wants to keep. Keeping everyone in the loop with apps such as Google Calendar allows your workforce to remain in touch while being independent.

6) Consider the implications of 24 hour scheduling
A few new users of Ximble might consider seriously upping their service hours. Even fewer will go to full-blown 24-hour operations. While this might work for some business, it’s not the key to success for everyone. Employee scheduling needs to be carefully monitored, even with scheduling software, and scheduling managers will still need to review changes. It’s best to limit these reviews to once or twice a day, such as in the morning and afternoon.

7) Work on Optimizing Your Message
Calendar software is already “automated email software” so don’t leave your message up to a machine. On the contrary, seize the opportunity to make every message count and count for good. Google Calendar is excellent for this as it allows complete flexibility over your content.

Going forward on a better shift scheduling app is a big step – though our team is always ready to work with you so that the transition and roll out are ultimately simple and smooth. Is there a tip you wished you’d hear before you rolled out your new scheduling software?

Karin Jakovljevic

About the author

Karin Jakovljevic

Karin Jakovljevic is the head of marketing at Ximble, a powerful, cloud-based workforce management system, simplifying employee scheduling and time tracking for retailers, restaurants and small businesses.

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