What are the best practices or tips to create and communicate flexible rosters during a crisis or emergency?

1 Assess your needs

Before you start planning your rosters, you need to assess your current and projected needs. Consider factors such as the impact of the crisis or emergency on your operations, customer demand, staff availability, health and safety requirements, and budget constraints. You may need to adjust your hours of operation, reduce or increase your staff levels, or assign different roles or tasks to your staff. Identify your priorities and goals, and communicate them clearly to your team.

2 Involve your staff

One of the key benefits of flexible rosters is that they can accommodate the preferences and needs of your staff, as well as your business. By involving your staff in the rostering process, you can boost their morale, motivation, and productivity, as well as reduce absenteeism and turnover. Ask your staff for their input on their preferred shifts, availability, skills, and any personal or professional challenges they may face during the crisis or emergency. Try to balance their requests with your operational needs, and explain the reasons behind your decisions.

3 Use technology

Technology can make your rostering process easier, faster, and more accurate. You can use online tools or software to create, update, and share your rosters, as well as track time, attendance, and performance. You can also use technology to communicate with your staff, such as email, text, phone, or video calls. Technology can help you automate some tasks, such as sending reminders, alerts, or feedback, and reduce errors, such as double-booking, overstaffing, or understaffing.

4 Be flexible and adaptable

Flexibility and adaptability are essential for creating and communicating rosters during a crisis or emergency. You may need to make changes to your rosters at short notice, due to unexpected events, such as staff illness, customer surge, or regulatory changes. You may also need to adjust your rosters as the situation evolves, based on feedback, data, or best practices. Be prepared to modify your rosters as needed, and inform your staff as soon as possible. Also, be open to feedback and suggestions from your staff, and acknowledge their efforts and contributions.

5 Monitor and evaluate

To ensure that your rosters are effective and efficient, you need to monitor and evaluate them regularly. You can use metrics, such as sales, customer satisfaction, staff engagement, or costs, to measure the impact of your rosters on your business performance. You can also use surveys, interviews, or focus groups to gather feedback from your staff and customers on their experiences and expectations. You can use this information to identify what works well and what needs improvement, and make adjustments accordingly.

6 Support your staff

Creating and communicating flexible rosters during a crisis or emergency can be challenging and stressful for both you and your staff. You need to support your staff by providing them with clear guidance, training, resources, and recognition. You also need to support yourself by managing your time, workload, and stress levels. You can seek help from other managers, colleagues, or experts, if needed. By supporting your staff and yourself, you can foster a positive and resilient work culture.

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?