If you are a business manager, then you must have handled pressures caused by the lack of proper employee scheduling process. Employee morale is also badly affected if they lack a schedule that serves their skills and requirements. To further complicate the situation, the person who is assigned with the responsibility often has to deal with loads of schedules, timetables and employee requests which he needs to manage manually. Employee scheduling often takes a couple of weeks as a result.
There are numerous schedule-related issues that require the attention of both you and your staff. Here are some ways to make the employee scheduling process easier:-
Be Familiar with your Team
The first thing which you will need to do for effective employee scheduling is to prepare a list of employees who are working in your department. Apart from their name and responsibilities, you will also need to maintain their contact details, certifications, and relevant skills.
Come up with a Staff Availability Process
To create a cooperative work environment, you will need to provide employees with the opportunity to communicate their preferred working hours. If you have a clear idea about staff preferences, then you can put them in a time shift that is convenient to both. Details related to availability can be maintained in the form of a calendar. Employees will have to pick up more than one preferred shift to makeup all business hours.
Ensure that the Schedule is Easily Available
Once the schedule has been developed, you will need to ensure that your employees have easy access to it. Sometimes, your executives can forget to view the schedule if it in a place which is not easily visible. Often, employees misplace hard copies of their individual schedules. If they don’t have easy access to the schedule, they might report to work late on a daily basis.
Plan for the Worst Situations
Once the job schedule has been created, you will need to pay attention to the emergency factor. A well-designed job schedule comes with a second plan so that you don’t get tensed if an employee is absent or needs to leave due to an emergency. Maintaining an organized availability chart will help you do that effectively.
Schedule a Right Person for a Particular Job
Make judicious use of the staff list for scheduling employees as per their skills and aptitude. Occasionally, managers handling understaffed business processes are compelled to allocate work to staff who are not suited for the jobs they are assigned to. Though they can complete the work, it will lack the perfection that managers are looking for. Scheduling staff members in positions which do not match their skill sets can have a bad effect on their confidence.