Every business owner and manager knows first-hand how truly hard it is to find the right employees. Once you find a good one, you want to do everything possible to keep them because finding new employees takes considerable time, resources, and effort.
One of the top reasons employees quit is because of scheduling issues, and understandably so. It can be stressful enough as it is juggling home life and work-life when you have a good schedule, let alone when you do not.
On the opposite side of the spectrum, scheduling is one of the things that most managers and business owners dread, especially if it is in a larger company. There are so many moving parts to planning and implementing a good schedule. Then, there are always unplanned events like no-call/no-shows or illness.
However, this is one issue that management cannot afford to just ignore and hope for the best. For any business to run effectively and profitably, a well-managed schedule is absolutely vital.
Keeping your employees happy with their schedules while also running your business effectively can be a juggling act, but it can be done. What are some common scheduling issues, and how can you address them?
Problem: No Official Schedule
A business’s scheduling needs can vary over the years as the business evolves or grows. While a hand-written schedule on a notecard may have been sufficient for a brand-new business with two employees, it is no longer adequate now that the business has fifty employees and multiple departments.
Solution: Use Scheduling Software
By this time, every business should have adopted some form of scheduling software in place. There are countless programs and apps available to help make scheduling easier and more effective for both management and employees.
Make sure the scheduling software you choose is easily accessible, and data can be quickly viewed in order to schedule, track, and evaluate your employees’ time. Let a good scheduling software take the guesswork out of scheduling.
Problem: Understaffed or Overstaffed
Especially in service-related industries, it is challenging to know what to expect from day-to-day. For example, a retail store unexpectedly experiences a massive surge in customers due to an event happening in town. Only three employees were scheduled, which is usually perfectly adequate. However, now, long lines of customers have backed up, and potential customers are leaving because of the long wait to checkout. Not only are customers impatient and angry, but your staff is also stressed out and frantic. This is how mistakes – and business losses – happen. Regardless of what industry, understaffing can be extremely detrimental.
Solution: Hire Enough Employees
While this seems like stating the obvious, it is extremely important. Make sure you have hired enough employees to fill the positions without stretching your current staff too thin. Unexpected events and last-minute changes are going to happen – just plan on it! On the opposite hand, having too many employees on hand for a limited amount of work hours is a surefire way to make employees unhappy – some employees will not get enough hours, while others will get too many.
Solution: Do Your Homework
Research your industry in your specific location. You need to know if there are annual events or one-time events scheduled that affect your business. Study previous years and see if there are seasonal patterns of influx and schedule accordingly.
Problem: Unfair Scheduling
While there are U.S. labor laws that guide break and time off requirements for some industries, other industries are left to determine those for themselves. Then, there is the issue that one employee may be getting the more favorable shifts, or that one employee gets all their time-off requests approved, while the other barely gets any.
Solution: Be Consistent
It is so very important for management to remain fair and impartial when it comes to employee scheduling. Whatever your time off or schedule policies are, stick to them for every single employee – even management.
Solution: Know Your Laws
It is every business owner’s responsibility to remain abreast of what the current labor laws are for their industry and state. Not only can this help keep your employees happy, but it can also help you avoid expensive lawsuits in the future.
Solution: Be Upfront About Expected Hours
To avoid being accused of not giving an employee enough hours (or requiring too many), be clear about what shifts or how many hours they will receive before you even hire them. While schedules are subject to change, explicitly discussing it can save you a lot of headache and trouble down the road.
Problem: Not Enough Notice
Yes, employees showing up late for a scheduled shift or not showing up at all can be a significant problem. Inadequate time to make arrangements can leave management racing to find a solution or replacement.
However, an employer not giving their employees enough notice about scheduled shifts or shift changes can lead to a host of other problems, like low employee morale, resentment, and reduced productivity. All of these are significant reasons for the high rate of employee turnover.
Solution: Release An Early Schedule
In some industries – like retail, fast food, and the hospitality industry – there are actual laws requiring larger employers to give hourly-wage employees advanced notice of shifts. The average requirement is seven to fourteen days in advance. Depending on what type of service or business you operate, some employers can provide monthly schedules for their employees. This is even better because it gives plenty of time for employees and management to work together if changes need to be made.
Solution: Make Changes in the Correct Timeframe
Once again, know your labor laws. Some areas require employers to compensate employees extra for last-minute schedule changes. At all costs, avoid making spur-of-the-moment scheduling changes. You would appreciate the same consideration from your employees. It may even be a good idea to have several employees who voluntarily agree to take on last-minute shift changes. Why not give the hours, or lack thereof, to someone who wants them?
Problem: Unexpected Absences
You finally have the perfect schedule set, and everyone has their schedules in hand with plenty of advanced notice. Then, an employee suddenly comes down with food poisoning, or one needs to pick their child up from daycare early. In addition to these unexpected everyday circumstances, there are always those employees who like to call off their shifts right before they are supposed to walk in the door or those who consistently show up late.
Solution: Have Policies in Place
Unfortunately, whenever dealing with people, always expect the unexpected. Last-minute emergencies, events, or illnesses are going to arise. While you do not want to appear heartless or unfair, you still have a business to run. Have policies in place to help ease the stress this has on everyone involved as much as possible.
Solution: Get Good Scheduling Software
This is where having a digital system, or scheduling software will earn its keep. Once correctly set up, it is extremely simple to see who is available to fill in or cover in the event of an unexpected schedule change. There is no need to call around to dozens of employees to see who is off, first of all, and then to see who is available.
Problem: Planned Time Off
Having sufficient time off is directly related to employee morale and productivity. As an employer, you cannot expect your employees to never ask for time off. Employees who are overworked are overstressed and are prone to make a more significant number of mistakes on the job – costing you precious time, resources, and profits.
Everyone can agree that time off is necessary, but how do you work those days off into the running schedule? Or, what do you do if you have several employees requesting the same time off of work?
Solution: Streamline Vacation Days
It is imperative that you keep accurate records of how much paid (or unpaid) time off an employee has. Once again, a scheduling app will help you quickly see how many hours an employee has accrued and how many are available.
Solution: Set Priority Policies
Seniority often gets priority when numerous employees want the same time off, but as a business, you set your own guidelines for who has priority or who gets approved for time off over another. However, as expressed earlier, it is extremely important to remain consistent and fair. Whatever policy you have set up, stick to it.
While each industry has its own unique set of employee scheduling obstacles, applying these solutions will help eliminate many of them before they even arise. Through consistency, communication, and organization, you and your employee can easily navigate most of the issues that are unavoidable when it comes to scheduling.