When it comes to running a business successfully, hiring the right employees is only part of what is necessary. Managers will also need a system to retain top talent to prevent them from going to the nearest competitor. No system is complete without a schedule management process.
Relying on outdated methods, such as manually creating work schedules with spreadsheets, can quickly lower employee retention. In addition, you will begin to see a decrease in performance from those who stay.
Eventually, the business suffers lost revenue and a lower rank in market competition. Luckily, innovative technologies help to make creating employee schedules easy.
Know Local Laws
Before you can begin scheduling employees, it is good to have a solid grasp on labour laws. Contracts of employment should distinguish between whether you have employees, workers or self-employed individuals. This helps ensure accuracy in:
- Scheduling restrictions
- Overtime pay
- Holiday requests
- Shift breaks
Who is Responsible for Creating Employee Rosters?
Employee work schedules are important to big and small businesses. The category that your company fits in is not as important as the duties of your managers or supervisors. They are usually responsible for creating work schedules that coincide with business objectives.
Therefore, it is necessary to make sure schedules are planned well in advance of work shifts. If an employee comes to work at the wrong time, it could have an impact on their morale. Eventually, disorganization begins to affect productivity because of their needs and skills going unused during the workday.
Consequences of Poor Employee Scheduling Practices
Achieving profitability is the baseline for any company big or small. Employee scheduling is one area that has a major impact on whether a business is profitable. Yet, correct scheduling can be a complex task.
In the past, there were traditional work hours. Everyone arrived and left the office at the same time. Now, things like 24/7 shifts, flexible work hours and split working makes it difficult. The challenge is in matching shift requirements with business needs.
As a result, managers can spend extended amounts of time manually producing good work schedules. This leaves open the possibility of producing poor schedules. The negative consequences of poor employee scheduling become obvious in things such as:
- Chaotic operations where random changes are made unrelated to the business.
- Loss of credibility when corrections and amendments are made constantly. Employees lose faith in getting desired shifts or time off as if their preferences do not matter. Encouraging an ordered approach to staff deployment becomes difficult.
- Inefficient workflows because of poorly managed employee leave scheduling. Managers will have an inaccurate headcount or poor skill mix. This leads to inefficient workflows. Productivity also suffers. Furthermore, managers are unable to deliver employee schedules consistently to meet business goals.
- Poor retention and employee conflict are seen through increased absenteeism and workplace stress. Ultimately, the trained staff has difficulty managing when constantly confronted with unexpected schedule changes.
- Increased operational costs from misunderstood schedules. This situation creates uncontrollable overtime, reduction or temporarily stopping production, poor work quality, training expenses and pay for work not performed.
- The company’s brand name suffers a negative hit from poorly managed employee resources. Poor resource management leads to poor retention of employees. Of course, this negatively influences the employer-employee relationship that can cause poor public relations.
Proper Schedule Management is Critical for Business Success
Fortunately, tools and technology can help you avoid these management missteps. Arguably, employee work scheduling management is one of the most crucial functions of scheduling software. It allows you to stay seamlessly on top of changes that could have a negative impact.
For starters, the group of features in a software system automates the process of creating schedules for employees. With assistance, building a schedule becomes more than simply adding names to a calendar.
Using software for employee scheduling takes the guesswork out of considering all relevant factors. It makes this necessary process easier for both managers and employees. Shift preferences, conflicts and budgets are built into the system.
Additionally, some scheduling software programs have an auto-scheduler feature. This allows you to select elements specific to department and business needs.
Employee work scheduling management gives you and your managers a central system to manage schedules. Information on all employees is visible. Therefore, schedules get produced based on skill set.
Most employee scheduling systems come with many features such as:
- Add or copy work schedules
- Alternative calendar views
- Job scheduling interface
- Multiple locations schedules
- Scheduling for seasonal employees and workers
Within one system, you can view multiple departments and locations as needed. From there, you and managers are able to make changes to ensure coverage for all work times of the entire operation. Work schedules are built that harmonize with employee and business needs.
5 Reasons Employee Scheduling Management is Necessary
While this is not an exhaustive list, there are at least five reasons you should consider an employee scheduling management system.
- Smooth and efficient operations. Having a smooth and steady flow of daily operations throughout your company is essential. Not only does this help to ensure business success, but employees are more inclined to give their maximum productivity. They know their responsibilities and work hours.
- Effective management of employee attendance issues. Employee attendance is a common issue many companies face. With a proper work schedule, managers are more in control of resolving these issues. They can track excessive time off and take action early.
- Efficient management of work shifts. If your business has a 24/7 operation, you need a tool that properly schedules employees. This removes the chances of conflicts during peak business hours. Ease of scheduling ensures the right employees work during the right times. Transparency also alleviates conflicts if it appears one employee gets preferred shifts more than others.
- Fair scheduling policy. Employee scheduling management ensures fair consideration for all employees. Holiday and time off requests go through the same approval process. Managers can use reports to allocate leaves. Most systems allow you to determine if leave requests are handled based on seniority or a first come basis.
- Manage overtime hours. With a proper employee scheduling management system, managers can allocate and keep track of employee overtime hours. This is also helpful in tracking the salaries of all employees and workers.
Find Great Employee Scheduling Software
Many great work scheduling software programs are available on the market today. Features not only generate good schedules but they also you and your managers more efficiently run departments.
Take time to explore different options. You can even benefit from free trials to make sure you are getting the best fit for your business needs.