How do you create a staff scheduling contingency plan for unexpected absences?

2 Assess your staffing needs

The next step is to assess your staffing needs and determine the minimum number of employees required to perform the essential tasks and functions of your business. You should also identify the skills, qualifications, and certifications that are necessary for each role and task. This will help you prioritize your staff scheduling and allocate your resources accordingly. For example, you might need a certain number of nurses, technicians, and receptionists to run a medical clinic.

3 Create a backup pool

The third step is to create a backup pool of employees who can fill in for the absent staff members. You can use various sources to build your backup pool, such as part-time workers, temporary staff, contractors, freelancers, or cross-trained employees. You should also communicate with your backup pool regularly and update them on your staff scheduling policies, procedures, and expectations. For example, you might have a list of on-call workers who can be contacted in case of an emergency.

4 Establish a communication system

The fourth step is to establish a communication system that allows you to inform your staff and your backup pool of any unexpected absences and staff scheduling changes. You should also have a clear process for reporting and documenting absences, as well as assigning and confirming shifts. You can use various tools and methods to communicate with your staff and backup pool, such as phone calls, text messages, emails, or online platforms. For example, you might use a staff scheduling software that notifies your staff and backup pool of any changes in real-time.

5 Implement contingency measures

The fifth step is to implement contingency measures that help you cope with the unexpected absences and staff scheduling challenges. These could include adjusting your workload, prioritizing your tasks, delegating responsibilities, rescheduling appointments, or outsourcing some functions. You should also monitor your performance, quality, and customer satisfaction during the contingency period and address any issues or feedback promptly. For example, you might reduce your service hours, offer online alternatives, or partner with another business to meet your customer needs.

6 Review and improve your plan

The final step is to review and improve your plan based on your experience and learning. You should evaluate the effectiveness and efficiency of your staff scheduling contingency plan and identify the strengths, weaknesses, opportunities, and threats. You should also solicit feedback from your staff and backup pool and incorporate their suggestions and recommendations. For example, you might conduct a survey, a focus group, or a debriefing session to gather input and insights.