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How to Handle Staff Scheduling Like a Pro: The Ultimate Guide for Start-Ups

scheduling calendar

What if your hot new startup was already doomed to fail?

Sure, you may have a great product. And you may have an even greater team.

However, there’s a difference between having a great team and having a team do great things. And that difference is staff scheduling.

Wondering how you can take your staff scheduling (and your startup) to new heights? Keep reading to discover our ultimate guide to staff scheduling like a pro!

Better Hiring

Scheduling employees is about more than clever organization. In fact, the best scheduling starts at the very beginning.

Specifically, you need to examine your recruitment and hiring strategies. Make sure you are looking at things like personality and passion in addition to their education and accomplishments.

Your employee scheduling is a lot easier when everyone works well together. And by honestly examining things like personalities and even hobbies, you can create an office that simply gels together as a team.

As a leader, you should have a vision for the future of your company. It is vitally important to hire people powered by their own vision and ambition.

Build Around Strengths

Obviously, one of the hurdles of scheduling employees is figuring out who to schedule at which points. Our advice is to build around employee strengths.

For example, some workers may be chronically late to the morning shift. But they are rock star employees in the afternoon.

Such an employee should be scheduled for when they will be at their most productive. And as a bonus, scheduling around employee needs in this way can help to build staff loyalty.

Keep in mind that scheduling is an ongoing process. The more you learn about strengths and weaknesses, the more you may need to fine-tune your schedule.

Present Schedules in Person

Technology has made it very easy to create digital schedules. In fact, we are particularly fond of how easy an employee schedule maker can make running a business.

However, it’s still good to present schedules to employees in person. This builds good will and actually saves time.

Your employees can voice any concerns about the schedule to you right away. This is always preferable to creating a small mountain of back and forth e-mails.

And, once more, accommodating employee needs will build staff loyalty. This goes a long way towards making sure that you get the most out of each member of the team.

Open Communications

In order to improve scheduling management, you need to have open communications. And “open” actually goes two ways.

First, you should have an open door policy about scheduling. Employees should feel free to voice their questions and concerns in order to avoid conflicts that may happen down the line.

However, communications must also be open as in “easily accessed.” There should be quick and efficient ways that everyone can gather and share the most important information.

This might include something as formal as a CRM or something as informal as Slack. How employees communicate is less important than making sure they have an easy way to do so.

Mix Things Up

With any luck, you’ve hired some of the best employees. But even among the very best, some will be better than others.

Create two lists for your employees. The idea is to sort out the strongest employees on one side and the weakest on the other.

Next, make sure to have a mixture of strong and weak employees for every shift. This makes sure your workplace isn’t imbalanced.

It’s bad to have all the strong employees working at one time and all the weak employees working at another. Mixing the teams allows the weakest employees to improve and ultimately makes the workplace more efficient.

The Two Week Rule

Schedules are a great way for everyone to know who is working when. However, that leaves a big question: how far should the schedule extend?

This is a classic Goldilocks-style dilemma. Schedule it too far in advance, and the inevitable changes can mess up all your plans. Schedule it to the very near future and people won’t have enough time to make their future plans.

Our recommendation is to create schedules for two weeks in advance. This is the “just right” amount of time to let people make plans and not have small changes become big problems.

Demonstrate Leadership

There is a lot of overlap between management and scheduling management. One of the biggest examples of this is the need to demonstrate leadership.

To employees, there is a big difference between “manager” and “leader.” A manager is someone who tells them what to do. A leader, however, is someone who shows them what to do.

For example, show your own willingness to work some of the less popular shifts. And demonstrate a “hands-on” attitude when it comes to solving problems.

The heart of schedule management is getting the most out of employees. And when they show how much energy you pour into your job, they will be inspired to increase their own efforts.

Use Software

If you have a small enough staff, you may be able to create a schedule yourself. Pretty soon, though, you’ll wish you had used some good scheduling software instead!

Scheduling software makes every aspect of scheduling a bit easier. For instance, you can automate much of the process itself, which frees up countless hours of time.

And interactive scheduling software makes it easy to update as well. Changes can be made and shared in real time so no one ends up coming in at the wrong time or on a wrong day.

You can always go back to the “old school” way if things don’t work out. But we’re pretty sure you’ll fall in love with scheduling software right away!

Staff Scheduling: The Bottom Line

Now you’ve learned more about the art of staff scheduling. But do you know how else you can take your business to the next level?

Here at Business Blogs, we bring you the best information about how to grow your business. To experience the difference, come check out our management blogs today!

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