4 Tips for Successful Employee Scheduling

Employee Scheduling, 4 Tips for Successful Employee SchedulingFour Tips for Employee Scheduling that Will Make a True Difference in Your Workplace

_

There was a time when the Excel spreadsheet was a godsend to employee scheduling. Decades of paper, slide rule and pencil seemed to all come to a close in the span of a couple of years.

But Excel still has its place in the office, as do the pencil and the slide rule. Its just that employee scheduling has had to catch up with busy employees and business that have changed as much as workers have.

Business will Keep On Changing

There’s not a lot that you can count on. There is one constant. It will change and your employees will change and your need for having them, now or later, will change too. Full-time shifts, part-time shifts and probably some others will all all be in there, and many of them will ceasing permanent while others will increase in importance. Someone needs to be there.

If your business is seasonal, affected by seasons, or changes from month to month, then staff scheduling is probably already far more complicated than it needs to be. It won’t   get less complicated, but handling all of that complication will get a lot easier. You just need to know what you’re doing.

Many employee scheduling projects are taken up just to let lesser skilled employees know that you’re looking out for them. They need advance notice of what’s going to happen and – frankly – you probably do too. But if week after week it’s taking longer and longer, or anything more than a few administrative minutes, it’s probably time to make some serious changes. That’s what this article is about.

1) Communications

We harp on communications as much as we do on everything else here, and it just can’t be over-emphasized. A lot of negative behavior lives on far longer than it should – in many dysfunctional workplaces – just because communications are neither open, productive, or well implemented. Understand employee lifestyles, work styles, preferences, needs and personalities. Talk to them, and even more important, listen to them. You’ll see who the leaders are  and just by getting to know them you’ll get to know what kinds of schedules they need, want and deserve. Employee scheduling conflicts have a way of dissipating when the communications channels are open and well tended.

2) Coordinate ALL Schedules

Not just work schedules, but seasonal, production and delivery schedules need to be looked at too. These can often be available months in advance. Part-time, seasonal and flexible schedules are easier than ever to manage with the right software. Adding extra-help – only when it’s necessary – is crucial, but you’ve got to be able to rely on a history and production and delivery schedules to know what’s going on, and as far in advance as possible. Peak seasons can wreak havoc on the demand for workers and can depending on all kinds of variables. That’s one of the reasons that Ximble has on-the-fly messaging –  so that every employee who needs to know gets to know up to a week in advance – and sometimes more.

3) Plan for Plan B

Alternate Schedules should be easy. Employees need to know how to quickly replace themselves when they’ll miss a shift and they should be able to do so with long notice – at least a week – and with little notice. Oversight? Your software should be looking out for you and following up with employees. Still, a back up plan may be necessary if things really do get sticky. Part time or seasonal employees can be life savers in such situations and keeping some people on-call is increasingly popular with shift schedulers.

4) Revise Your Working Hours Policies

While excusing tardiness or missed shifts is not the most common way of handling the problem, it does go on more than a lot of managers would want to believe. While flexible scheduling should not be used to reward truancy or otherwise careless employees, in most cases we’ve looked at, truly valuable employees are simply hampered by having to adhere to needlessly strict schedules. 9 to 5 is simply when everything in people’s lives gets done so working different, more flexible hours can often make all the sense in the world.

Of course, we’ve become something of the experts in using employee scheduling to improve engagement, performance and productivity. There’s nothing quite like re-inventing your workplace by giving your people freedom and their lives back while still doing an excellent job and succeeding in your own market. If we’ve missed the most important employee scheduling tip in the discussion above, please let us know, in the comments below.

Dan Ilic

About the author

Dan Ilic

Success Stories

Menchie’s

It was hard to keep Menchie’s young and mostly part-time staff informed about shift changes, until Menchie’s discovered Ximble’s easy-to-use smartphone app.

Fast Fix

Ximble’s easy-to-use scheduling tool allows Fast Fix employees to remotely access shift information, and integrates with their Point of Sale and Payroll systems.

Spry Health

When spreadsheets became too complicated, Spry Health sought simple, cost-effective timekeeping software so they could concentrate on growing their business.

Spirited Gifts

Since switching to Ximble, Spirited Gift no longer struggle with employees turning up at the wrong time, for the wrong shifts.

Re-bath of South Florida

Re-bath required timekeeping software that was simple, flexible, and that could grow with their business.

Vastrm

When they outgrew their own internal system, Vastrm chose Ximble to track their part-time and contracted employees, both in and out of the office.

Excellence Martial Arts

All that Excellence Martial Arts were looking for was basic employee timetracking, with payroll reporting. Ximble’s cost-effective software was the ideal solution.

Collab Inc

Manual timesheets were a poor fit for Collab, and with no easy to feed the data into Gusto they began looking for a viable solution to their scheduling and time tracking headaches.

Carolina Moves

Follow Carolina Moves’ journey as they transitioned from using an archaic time tracking and data entry methods to using something that could optimize their processes and integrate with Gusto.

Bearings Bike Shop

Read how inaccurate time keeping methods forced Bearing Bike Shop to approximate working hours leading to significant losses over the year, until implementing Ximble.

Mermaid Life Chameleon

Needing a simplistic solution to their scheduling and time tracking needs, Mermaid Life didn’t want a solution that would over deliver and overcharge for what they required.

Krein Knives

Outgrowing spreadsheets, Krein Knives now needed a time tracking solution that could accurately track irregular working hours and automate as much of the administrative process as possible.

Garmentory

Looking for automation and simplicity, Garmentory turned towards Ximble in hopes of resolving their time tracking woes.

Novvia

With their eyes set on rapid growth, Novvia needed to implement a scheduling solution that could effectively scale as the business grew while integrating with the existing payroll system.

Story2

Discover how Story2 resolved their time tracking and payroll problems by implementing Ximble into their arsenal of tools and integrating it with their payroll platform, Gusto.

CareCentric Pty Ltd

Spreadsheets lacked the scalability and flexibility that CareCentric Pty Ltd needed as they grew and needed something that would be responsive to their changing needs.

Bou Cou Dancewear

Struggling with varying availability of staff, scheduling for multiple store fronts and managing payroll, Bou Cou Danceware needed a solution to their scheduling and time tracking needs.

Best Pets Veterinary Hospital

Constantly fighting wasted time from data entry errors, outdated methods of scheduling and time tracking were taking their toll. Discover how Ximble helps them overcome their challenges.

Hook SEO

Read how Ximble helped Hook SEO with their time tracking and scheduling problem when they noticed too much time was being wasted on data entry.

National Strategic

After a rapid increase of employees, National Strategic’s dependence on spreadsheets for time tracking was no longer viable. Find out how Ximble solved their problems.

miR Diagnostics

Find out how miR Diagnostics implemented Ximble’s time tracking features for their employees and how it improved their payroll operations through the Gusto integration.

Followell Fotography

Effective time tracking in and out of the office and Gusto integration was important for this photography company. Find out how Ximble stepped up to meet the challenge.

CARP

Ximble provided an inexpensive and user friendly solution to CARP’s time tracking and Gusto integration needs. Find what won them over and how it bettered their operations.

iLoveKickboxing

Discover how the time tracking and extensive feature of Ximble helped improve ILKB’s operations with the Gusto integrations and ximbleChat platform without breaking the bank.

Techpoint1

A tech savvy company that integrates technology into your offices and homes. With their skill and knowledge, they turn your ideas into reality.

Wise Owl Animal Hospital

An animal hospital that combines traditional and modern medicine to provide superior animal care. They raise awareness and provide advice on excellent pet care.

Armstrong Property Management

A property management consulting that specializes in home real-estate. They offer an abundance of services to property owners.

Parsaco

A restaurant consulting company that helps you take your business to the next level. With the best advisors, they can help you expand your business.

Liquid Consulting

A consulting company that strives to become your food processing partner. Comprised of skilled technicians and employees to improve your business.

Alta Animal Hospital

Find out how Alta Animal Hospital do away with printed shift calendars and move to a 100% mobile platform.

Montefiore

Read how Ximble helps Montefiore eliminate the need for multiple spreadsheets and calendars.

Rudy’s Pub & Grill

By utilizing Ximble, Rudy’s Pub & Grill has seen a 60% decrease in missed shift from schedule confusion.

TouchSupport

Learn how TouchSupport was able to manage employees at multiple locations with ease and save 8 hours a week by using Ximble.

Try Ximble for 14 days free

No credit card required. Cancel any time.