Spend 50% Less Time Scheduling Your Hourly Employees

Use Employee Scheduling Software:

Invest in employee scheduling software or apps like Deputy, When I Work, or Shiftboard. These tools automate scheduling, taking into account employee availability, skillsets, and preferences. They can also help you quickly make adjustments when needed.

Set Clear Scheduling Guidelines:

Establish clear scheduling guidelines and policies to streamline the process. Define rules for shifts, breaks, and overtime, ensuring compliance with labor laws and company policies.

Create Templates:

Develop weekly or monthly scheduling templates based on historical data and expected workloads. These templates can serve as a starting point for your schedules, saving you time on repetitive tasks.

Encourage Self-Scheduling:

Allow employees to input their preferred availability and requested time off in advance. This empowers them to take responsibility for their schedules and reduces the need for constant adjustments.

Cross-Train Employees:

Cross-train employees in multiple roles to increase scheduling flexibility. This can help you fill shifts more easily when there are call-offs or unexpected demand.

Implement Rotating Shifts:

If applicable, use rotating shift schedules, which can help evenly distribute work hours among employees and reduce the time needed to create schedules.

Forecast Demand:

Use historical data and forecasting tools to predict labor demand more accurately. This can help you schedule the right number of employees during peak and slow times, reducing last-minute adjustments.

Automated Notifications:

Utilize automated notification systems to inform employees of their schedules and any changes. This reduces the time spent on manual communication.

Prioritize Employee Preferences:

When possible, consider employee preferences when creating schedules. Happy employees are more likely to be reliable and satisfied with their schedules.

Regular Review and Adjustments:

Set aside time for regular schedule reviews and adjustments. This proactive approach can prevent last-minute scheduling conflicts and reduce the need for time-consuming revisions.

Monitor Compliance:

Ensure that your scheduling practices are compliant with labor laws and regulations to avoid any legal issues that may require schedule adjustments.

Seek Employee Feedback:

Encourage employees to provide feedback on scheduling practices and make adjustments based on their input. This can lead to more efficient and fair schedules.

By implementing these strategies and using scheduling software, you can significantly reduce the time spent on scheduling hourly employees while ensuring that your workforce is well-organized and satisfied with their schedules.

Encourage Self-Scheduling:

Encouraging self-scheduling is a strategy that empowers hourly employees to take an active role in determining their work schedules. Here are some tips on how to encourage self-scheduling effectively:

Provide Guidelines: Establish clear guidelines for self-scheduling to ensure that employees understand the process. Include rules for submitting availability, requesting time off, and trading shifts. Make sure these guidelines align with your company's policies and labor laws.

Use Scheduling Software: Implement self-scheduling software or apps that allow employees to input their availability and request time off online. Ensure that the software integrates with your existing scheduling system.

Availability Input: Have employees regularly update their availability in the scheduling system. This information should include their preferred work hours, days off, and any restrictions, such as unavailability during certain time slots.

Request Time Off: Allow employees to request time off through the scheduling software. Specify how far in advance they should submit these requests and how they should communicate the reason for the request.

Shift Trading: Enable employees to trade shifts with their coworkers within certain parameters. Ensure that the trading process is straightforward and well-monitored to prevent scheduling conflicts.

Fairness and Transparency: Ensure that self-scheduling is fair and transparent. Avoid showing favoritism or allowing certain employees to monopolize popular shifts. Use objective criteria, like a first-come, first-served approach or a randomized lottery system, if necessary.

Communication: Encourage open communication between employees when they need to make changes to their schedules. Provide clear channels for them to communicate shift swaps, so everyone is on the same page.

Manage Conflicts: Have a process in place for resolving scheduling conflicts. This could involve a manager's intervention or a predefined protocol for handling disputes.

Training and Support: Train employees on how to use the self-scheduling system effectively. Offer ongoing support and assistance to help them navigate any challenges.

Review and Feedback: Regularly assess the effectiveness of your self-scheduling system. Collect feedback from employees to identify areas for improvement and make adjustments accordingly.

Monitor Compliance: Ensure that employees follow the established guidelines for self-scheduling. Address any non-compliance issues promptly.

Recognize Employee Preferences: Whenever possible, consider employee preferences when creating schedules. This demonstrates that you value their input and can help improve morale and attendance.

Encouraging self-scheduling not only reduces the administrative burden on managers but also fosters a sense of autonomy and ownership among hourly employees. When implemented effectively, it can lead to a more satisfied and engaged workforce.

Cross-Train Employees:

Cross-training employees involves teaching them multiple skills or tasks beyond their primary job responsibilities. This approach offers several benefits, such as increased flexibility, better coverage during staff shortages, and improved employee morale. Here are some steps to cross-train employees effectively:

Identify Key Skills:

Determine which skills and tasks are essential for your operation. These may include different job roles, equipment operation, software proficiency, customer service, and more.

Evaluate Employee Skills:

Assess the current skills and strengths of each employee. Identify their areas of expertise and areas where they can improve.

Develop a Cross-Training Plan:

Create a structured cross-training plan that outlines which employees will learn which skills. Consider the following factors when planning:

Employee availability: Make sure the training fits into their existing schedules.

Skill priority: Identify which skills are most critical for cross-training.

Training duration: Estimate how long it will take to adequately train an employee in a new skill.

Provide Training:

Offer hands-on training and guidance to employees in the skills they need to acquire. This may involve shadowing experienced employees, formal training sessions, or online courses.

Encourage Learning and Practice:

Encourage employees to actively engage in learning and practicing their new skills. This may involve setting aside dedicated time for practice and providing resources for self-improvement.

Monitor Progress:

Regularly assess the progress of employees as they acquire new skills. Provide constructive feedback and additional training as necessary.

Offer Opportunities:

Provide opportunities for employees to apply their cross-trained skills in real work situations. This could involve temporarily taking on different responsibilities or filling in for absent colleagues.

Recognize and Reward:

Acknowledge and reward employees for their cross-training efforts and achievements. Recognition can motivate employees to continue expanding their skill set.

Create Cross-Training Guidelines:

Develop clear guidelines and policies regarding cross-training to ensure consistency and fairness in the process. Include procedures for requesting cross-training and timeframes for skill acquisition.

Maintain Documentation:

Keep records of the cross-training progress for each employee. This documentation can help with scheduling and planning for future skill gaps.

Adjust as Needed:

Be flexible and adaptable in your approach to cross-training. As the needs of your business change, be prepared to adjust the cross-training plan accordingly.

Promote Collaboration:

Encourage a collaborative work environment where employees share their knowledge and help each other with cross-trained tasks.

Cross-training employees can help you maintain operational efficiency, reduce the impact of unexpected staff shortages, and increase overall employee engagement. It's an investment in both your employees and your business's resilience.