What are the best practices for communicating job scheduling changes in a crisis?

1 Assess the impact

The first step is to assess the impact of the crisis on your organization's operations, goals, and priorities. How does the crisis affect your current and future workload, deadlines, and deliverables? How does it affect your staff's availability, capacity, and safety? How does it affect your customers' needs and expectations? How does it affect your suppliers' or partners' ability to provide goods or services? Based on this assessment, you can identify the most urgent and important tasks, the most critical and vulnerable workers, and the most affected and valuable clients. This will help you decide what job scheduling changes are needed, and for whom.

2 Update your policy

The next step is to update your job scheduling policy to reflect the new reality. A job scheduling policy is a set of rules and guidelines that govern how work hours, tasks, and resources are assigned and managed. It should cover aspects such as shift patterns, overtime, flexibility, leave, compensation, and performance evaluation. In a crisis, you may need to adjust your policy to accommodate the changing needs and preferences of your workers and customers. For example, you may need to offer more flexible or remote work options, reduce or increase work hours, modify or cancel shifts, or assign different or additional tasks. You should also clarify how these changes will affect your workers' pay, benefits, and recognition. Updating your policy will help you create a consistent and transparent framework for making and communicating job scheduling changes.

3 Communicate clearly

The third step is to communicate your job scheduling changes clearly to all the relevant stakeholders. Communication is key to ensuring that everyone understands the reasons, expectations, and implications of the changes. It also helps to build trust, engagement, and cooperation among your workers and customers. To communicate clearly, you should use multiple and appropriate channels, such as email, phone, text, or online platforms. You should also use simple and direct language, avoid jargon or ambiguity, and provide concrete examples or instructions. You should explain the rationale and benefits of the changes, address any concerns or questions, and solicit feedback or suggestions. You should also acknowledge the challenges and difficulties that the changes may pose, and express your appreciation and support for your workers and customers.

4 Communicate timely

The fourth step is to communicate your job scheduling changes timely to all the relevant stakeholders. Timely communication means that you inform your workers and customers as soon as possible, preferably before the changes take effect. This will give them enough time to prepare, adjust, and respond to the changes. It will also reduce the risk of confusion, frustration, or resentment that may arise from sudden or unexpected changes. To communicate timely, you should monitor the situation closely, anticipate potential scenarios, and plan ahead. You should also update your workers and customers regularly on any new developments or adjustments that may affect the job scheduling. You should also be responsive and accessible, and provide clear and accurate information.

5 Communicate respectfully

The fifth step is to communicate your job scheduling changes respectfully to all the relevant stakeholders. Respectful communication means that you treat your workers and customers with dignity, empathy, and professionalism. It also means that you respect their needs, preferences, and opinions, and that you value their contributions and feedback. To communicate respectfully, you should use a polite and courteous tone, avoid blaming or criticizing, and apologize for any inconvenience or disruption. You should also listen actively and attentively, acknowledge their feelings and perspectives, and address their issues or complaints. You should also recognize and reward their efforts and achievements, and express your gratitude and admiration.

6 Evaluate and improve

The final step is to evaluate and improve your job scheduling changes and communication practices. Evaluation means that you measure and monitor the outcomes and impacts of the changes on your organization's performance, efficiency, and quality. It also means that you assess the satisfaction and feedback of your workers and customers. Improvement means that you identify and implement any necessary or desirable changes or enhancements to your job scheduling policy or communication strategy. It also means that you learn from your experience and best practices, and that you prepare for future crises or contingencies. Evaluating and improving your job scheduling changes and communication practices will help you optimize your results, foster your relationships, and strengthen your resilience.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?