Business owners often face many challenges, and one of the most difficult ones is efficiently scheduling employees. Business growth only makes this task more complex and complicated. These problems lead to business owners deciding to automate their scheduling via employee scheduling software.
This article will discuss various approaches to helping you find the best way to schedule your employees. It will explore issues that may arise when managing employee requests for time off, staff availability and much more.
Availability is of Utmost Importance
Employee availability is one of the essential items to take into consideration when developing an effective schedule. One possible solution is to keep a binder handy that allows employees to update their availability on their own.
While a binder may be an interim solution for a smaller business, as growth and size come into play, a more centralised system may become necessary for efficient scheduling. It is at this point that you may want to consider employee scheduling software.
Implementing a scheduling system affords you the opportunity to put employees into groups based on job responsibilities, access availability schedules, and locate areas that could become problems due to lack of resources.
Define Time Off Request Process
Larger businesses in Ireland often run into the problem of scalability when it comes to time off requests. It is imperative that as growth continues, an organisation provides a reliable system with set definitions to handle employee requests for time off.
Some entities choose to use a system based on seniority. In this scenario, employees within specific departments are given precedence based on their longevity when time requests are under consideration. If the seniority method presents a problem, some organisations may use the first-come-first-served approach.
A fair employee scheduling system also needs to consider the importance of place restrictions on time off requests. Blackout periods may even need to be considered as well if the needs of your business dictate times when employee availability is a must.
To simplify the request process for time off, many businesses turn to employee scheduling software. Implementing this type of software provides employees with the opportunity to make time off requests at their convenience. Using automated software also alleviates headaches and pain points when it comes to tracking, recording, and approving leaves.
Check Related Article – How-to-make-a-perfect-shift-schedule-for-employees
Effectively Track and Manage Absences
Any scheduling method, no matter how efficient, will always have room for improvement. One example comes in the form of excessive employee absenteeism. It’s crucial to give particular attention to absences and be aware of specific employee patterns.
A good example of behaviour patterns to keep an eye on, are absences that most often arise during times when challenging tasks occur. For employees that work on tips, absences may begin to pile up during slower shifts.
Keeping track of these types of patterns is why it is necessary to have an absence tracker. Selecting the most suitable program allows employees to provide a reason for their absence. Other benefits of tracking software include the ability to review and search for patterns as well as offering the ability to create unique cases like family emergencies or funerals.
Develop On-Call Lists
Creating a list of employees that are available on-call is yet another reason to implement automated employee scheduling software. Divide up the list based on employee skill types for ease of use.
This list is traditionally kept separate from the everyday work schedule, and should only include employees that have shown the capability to be responsible and reliable. If an absence occurs during a shift, you’ll have the option to reach out to an on-call employee for fast, efficient coverage.
When scheduling your employees, perhaps the most critical item to remember is that communication is imperative. Noticing trends and patterns are only part of the solution. Sitting down and having an open discussion could potentially alleviate problems before they get out of control.
One way to promote communication is through the open-door policy between managers and employees. Subordinates see that they are free to discuss issues, thoughts, and concerns with superiors regarding scheduling constructively and respectably.
Open-door policies often identify issues that otherwise would not draw the attention of management. Issues like financial difficulties, workplace bullying or harassment, or job performance opportunities. By allowing the employee to identify these problems, a discussion can take place that can lead to resolution, providing your employee with the chance to get back on track and resume their schedule.
Creating an effective and efficient schedule can be challenging for even the most seasoned owners. Thanks to the tips provided, you can put your company on the right path to making sure your business has the necessary policies and means to develop productive schedules for your entire organisation.