5 Steps to Simplify Scheduling (2024)

Anyone who's ever worked in scheduling knows that no matter how well you plan, things can always change at the drop of a hat. That's why it is essential to lay as much groundwork as possible, to help you pivot for any unexpected changes. In the steps below, we'll discuss how to navigate common issues such as employee availability, labor laws, and unforeseen circ*mstances to create an employee schedule that works for everyone and avoids scheduling conflicts.

1. Plan Ahead

The first step to creating a successful schedule is to plan ahead and get organized. That means understanding your business's needs.What are the hours of operation for your business? How many employees do you need to staff each shift? Are there any peak seasons or holidays that you need to be prepared for? These questions may seem simple, but they will help lay the groundwork for your schedule. Once you've created that basic structure, you can use that to create a schedule based on your employees' availability.From here, the last step is deciding on an easy-to-use scheduling or calender tool for you and your employees to manage and keep track of all of this information.

2. Communicate

Once you're primary schedule is set, it's important to ensure that your employees have a clear and easy way to communicate any changes. This will help you avoid having to manage constant scheduling change requests across email, text messages, or any internal communication platforms available at your company. Make sure employees know about the schedule in advance and where they can send any change requests.This will give them time to plan and balance their work and personal lives and give you ample notice of any conflicts.

3. Accommodate

Once your employees have reviewed the schedule and sent in any change requests, you'll have to rework your schedule to accommodate both the employees and the company's needs. It can also be beneficial to try to accommodate any employee preferences within reason, such as preferred hours or days off. This will help increase overall employee satisfaction, retention, and productivity. But of course, the schedule should first and foremost ensure that all of the necessary work is covered and that there are always enough employees available.

4. Compliance

It's important to make sure that your scheduling practices comply with all applicable labor laws. This includes laws regarding overtime hours, required breaks, and disability accommodations. Always be sure to check your local and state laws to ensure that your schedule is compliant, and to keep accurate records of all employee work and overtime hours.

5. Create a Plan B

Like I said, no matter how much you plan, things can change at the drop of a hat. For example, an employee may call in sick or there may an unexpected snow day. That's why it's always a good idea to have a backup schedule in place for these situations. Always be aware of employee availability even when they're not working. Have a list of who is available to cover each shift on short notice. This will help you keep your business running smoothly if something unexpected happens.

Conclusion

Now that you have a set schedule and process, from here it's just implementation and refinement. By reviewing your schedule periodically and continually communicating with your employees, you can evaluate its effectiveness and efficiency to refine it as necessary. An effective employee schedule doesn't just keep your company running smoothly. It also increases satisfaction for both your employees and customers, by providing manageable work hours with timely and quality output.

Sam Lowinger is the Executive Officer of Brand’s Paycheck, where he's been providing innovative payroll and HR solutions for more than 15 years. His mission is to help business owners ease the everyday burdens that come with running a business, allowing them to concentrate on taking their business to the next level.