Shift planning has gotten easier recently with the advent of cloud-based scheduling tools and labor management systems.
What was previously a time-consuming organizational endeavor with pencil and paper — or, if you were lucky, Word or Excel — has now become simplified and transformed into a strategic tool for planning, cost control, and team communication.
Here are eight ways to help you manage your shifts more effectively.
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Establish a Template
Most shift handover software includes templates, which further expedite the procedureUtilize this time-saving featuremodifying the template to your specific needsWhen it comes time to plan the following week, month, or quarter, the shift slots, formatting, and other critical information are already in placeThis frees up your time to focus on scheduling the appropriate people at the proper time and location to guarantee your organization runs smoothly.
Recognize Your Employees’ Wants and Needs
To establish accurate schedules, however, you must first understand the schedules preferredyour staffIdeally, this should begin with the initial interviewDetermine an employee’s availability and desired hours of workWhen making hiring decisions, availability and shift preferences should be consideredUnless your location is experiencing a severe labor shortage, you should be able to employ individuals who desire a variety of schedulesSpend some time piecing together the shift preferences based on these considerations.
Consider Novel Concepts
Regarding shift planning, clinging to the “it’s always been done this way” approach is no excuse for failing to innovateNumerous firms can benefit from unconventional schedulingIf mornings and afternoons are the busiest times of the day, for example, certain members of your staff may prefer a “midday exercise” schedule.
Volunteers are needed for a three-hour break at middayThis option is for people who wish to exercise for a more extended period than a traditional lunch break—or who want to run errands before rush hourWhen the restaurant is not crowded, you can meet staffing goals and avoid paying for unnecessary laborLikewise, some full-time employees may prefer to work four 10-hour shiftsIf you schedule them around your peak days, your team will receive two more days off.
Create a labor budget
Labor is one of the most costly costs that many firms faceWith the right scheduling software, you can establish a labor budget that works for your organizationWith these numbers in mind — and in the application — you can create a schedule that keeps your labor costs and budget in checkIf your schedule exceeds the budget you’ve specified, the program will notify you immediately, allowing you to make the necessary adjustments.
Plan Several Weeks (or Months) in Advance
Unless you’re a startup, you’re already aware of your staffing needsMany businesses’ coverage requirements fluctuate according to the seasons and production demandsNonetheless, some employers assert that “just-in-time” scheduling is more efficientEmployees must be available at all times if they are called upon in an emergencyIn reality, this practice produces more harm than goodEmployees having to perform on-call shifts are irritable and frustrated.
As a result of uncertain scheduling, employee turnover increases; as a result, managers’ calendars should be planned as far in advance as possibleAssure that all members of your staff are aware of the risk of last-minute changesNumerous employees, on the other hand, will be untouched.
Schedule unpredictability, according to studies, is less than what business owners believeWith shift handover software, you may create shared schedule templates and replicate them forwardMaking the necessary changes takes only a few minutesYou should, however, find them to be pretty constant.
Make a contingency plan for the worst-case situation.
Shift planning software simplifies the process of anticipating the worst-case scenarioYou can create an availability chart for employees who are willing to perform an additional shift in the event of illness or a no-call, no-show situation with the help of shift scheduling software.
Additionally, you can use shift log software to compile a list of dependable part-time employees or employees who left on good terms with whom you can communicate if your “plan B” fails.
Construct shifts correctly
Instead of starting on Monday and working your way through to Sunday, organize your calendar around your best employeesThis ensures that the workforce most suited to each shift (for example, the lunch rush or the slower night service) is available as neededAdditionally, it ensures that you have a solid base of expertise to build your newer staffCombining some of your more experienced personnel with some of your fresher hires is an excellent way to ensure consistency throughout all shifts.
Simplifying Shift Trading Through the Use of an Online Trade Board
Many managers are hesitant to modify shift trading laws, believing that doing so would result in understaffed shiftsAdditionally, they are concerned about misconceptions that result in no-showsFor some, the ratio of new and senior employees on a change causes worryNumerous organizations have discovered the value of integrating workforce scheduling software and an online trade boardYou can circumvent the challenges aboveincorporating shift rules into your staff shift log software.
An online trade board is appropriate for businesses with a high proportion of part-time employees and limited hoursEmployees conduct business with the boss’s permissionWhen employees run into an unforeseen conflict, they may post a shift on the bulletin boardIndividuals seeking additional hours may also work different shiftsEmployees desire to work for companies that allow for flexibility.
Create A Procedure For Handling Absences
An absence management plan is a collection of practices for controlling time offScheduled time off includes vacations and family leaveAdditionally, it takes care of unplanned absences such as sick daysWhen employees adhere to established protocols, productivity and workflows are frequently improved.
Hope these tips will help you in the process of a smooth shift handover.