How do you adjust your staff schedules to fit different situations?

1 Know your demand patterns

The first step to adjust your staff schedules is to understand your demand patterns, which are the variations in the volume and type of work that you need to handle. Demand patterns can be influenced by factors such as time of day, day of week, month of year, holidays, weather, or customer behavior. You can use historical data, forecasts, and analytics tools to identify your demand patterns and plan your staff schedules accordingly. For example, you can use time series analysis to predict the hourly or daily demand for your service or product, and allocate your staff based on the expected workload.

2 Use flexible scheduling methods

The second step to adjust your staff schedules is to use flexible scheduling methods that allow you to adapt to changing situations and meet your demand patterns. Shift swapping, for example, enables employees to exchange shifts with each other, with or without the approval of the manager, which can help cover unexpected absences, balance the workload, or accommodate employee preferences. On-call scheduling allows employees to be available to work at short notice, depending on the demand. This can help you handle peak periods, emergencies, or special events. Additionally, you can hire part-time or temporary workers to fill gaps, reduce costs, or increase capacity.

3 Communicate and collaborate with your staff

The third step to adjust your staff schedules is to communicate and collaborate with your staff, who are the ones who will execute the work and deliver the service or product. You can use various channels and tools, such as phone calls, emails, or text messages to inform your staff of any changes, updates, or issues related to their schedules. Additionally, you can use online platforms or apps to share your staff schedules, collect feedback, approve requests, or track performance. Moreover, meetings or surveys are an ideal way to discuss your staff scheduling goals, challenges, or outcomes and solicit input from your staff.

4 Monitor and evaluate your staff schedules

The fourth step to adjust your staff schedules is to monitor and evaluate the outcomes of your workforce management decisions and actions. You can use various metrics and indicators, such as schedule adherence, efficiency, and effectiveness, to assess how well your staff schedules match your demand patterns, optimize resources and costs, and achieve objectives and standards.

5 Learn and improve your staff scheduling skills

The fifth step to adjust your staff schedules is to learn and improve your staff scheduling skills, which are the competencies and abilities that you need to create and manage your staff schedules. You can gain knowledge from books, articles, or blogs about the best practices, trends, or tips related to staff scheduling and workforce management. Additionally, courses, webinars, or workshops are available for education and training on the theories, methods, or tools related to staff scheduling and workforce management. Joining networks, forums, or groups can provide communities of practice and support to learn from the experiences, insights, or advice of other workforce managers or experts related to staff scheduling and workforce management. Adjusting your staff schedules is a challenging yet rewarding endeavor. By following these steps you can optimize your workforce management and enhance your business performance, employee satisfaction, and customer service.

6 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?