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What are effective ways to create an inclusive scheduling process?

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Creating an inclusive scheduling process is not only a matter of fairness and respect, but also a way to boost productivity, engagement, and diversity in your team. However, it can be challenging to accommodate different preferences, needs, and constraints of your employees, especially in remote or hybrid work environments. Here are some effective ways to create an inclusive scheduling process that works for everyone.

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Jessica Scittarelli, CRHA

Organizational Development Talent Management Advisor at McGill University
Veronique Paradis, B.A., M.Sc., CRHA

Director, Human Resources - Faculty of Medicine and Health Sciences at McGill University

1 Communicate and consult

The first step to creating an inclusive scheduling process is to communicate and consult with your employees. Ask them about their preferred working hours, time zones, availability, and any special circumstances that may affect their schedule. Explain the goals and expectations of the project, the deadlines, and the collaboration tools you will use. Listen to their feedback and concerns, and try to find a balance between individual and team needs.

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Jessica Scittarelli, CRHA

Organizational Development Talent Management Advisor at McGill University
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The new hybrid workplace forces us to create new team norms around collaboration; whether it's about the tools we use, the schedules we work, or the documents we share. There is no one size fits all; the most important step lies within open communication. What works for me as an individual? What works for us as a team? Let's decide together and be clear about expectations.

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2 Use flexible and transparent tools

The second step to creating an inclusive scheduling process is to use flexible and transparent tools that allow you to plan, track, and adjust the schedule as needed. For example, you can use a shared calendar, a project management software, or a scheduling app that lets you create different time blocks, assign tasks, and monitor progress. Make sure that the tools are accessible, user-friendly, and compatible with different devices and platforms. Also, make sure that the schedule is visible and clear to everyone, and that any changes are communicated promptly and respectfully.

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3 Respect boundaries and preferences

The third step to creating an inclusive scheduling process is to respect the boundaries and preferences of your employees. Avoid scheduling meetings or deadlines that conflict with their personal or family obligations, religious or cultural practices, or health and wellness needs. Respect their right to disconnect and have a healthy work-life balance. Also, respect their preferred communication styles, whether they are more comfortable with synchronous or asynchronous methods, verbal or written formats, or formal or informal tones.

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Veronique Paradis, B.A., M.Sc., CRHA

Director, Human Resources - Faculty of Medicine and Health Sciences at McGill University
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Let’s make sure to end meetings before 4PM to allow parents to pick up children early enough to spend time with them in the evening and not rush dinner and playtime/homework before bed. Make sure also not to schedule any trainings or important functions on any holiday that are observed in your team. Allow for flexibility and work from home for the neurodivergent employees to have enough rest times or trust that they will build a schedule that makes sense for their work and will be productive in possibly other times than regular business hours/days. Manage with results in mind, not just to have a 9-5 schedule which isn’t inclusive.

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4 Encourage feedback and evaluation

The fourth step to creating an inclusive scheduling process is to encourage feedback and evaluation from your employees. Ask them how they feel about the schedule, what works well and what doesn't, and what suggestions they have for improvement. Acknowledge their contributions and challenges, and recognize their achievements and efforts. Also, evaluate the impact of the schedule on the quality, efficiency, and satisfaction of the work, and make adjustments as needed.

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5 Promote diversity and inclusion

The fifth step to creating an inclusive scheduling process is to promote diversity and inclusion in your team. Celebrate the different backgrounds, perspectives, and skills of your employees, and value their input and opinions. Foster a culture of trust, respect, and collaboration, and address any issues or conflicts that may arise due to scheduling differences. Also, provide opportunities for learning, development, and growth, and support their professional and personal goals.

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Veronique Paradis, B.A., M.Sc., CRHA

Director, Human Resources - Faculty of Medicine and Health Sciences at McGill University
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We often have the chance to celebrate everyone’s differences on the team. For instance, we share food on potluck and enjoy discovering everyone’s family dishes. We build in autism, indigenous or LGBTQ+ celebrations to encourage togetherness.

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6 Review and update

The sixth step to creating an inclusive scheduling process is to review and update the schedule regularly. Keep in mind that your employees' needs and preferences may change over time, depending on their life situations, career aspirations, or work dynamics. Also, keep up with the latest trends, best practices, and innovations in scheduling and remote work. Review and update the schedule accordingly, and ensure that it remains relevant, fair, and effective for your team.

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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?

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What are effective ways to create an inclusive scheduling process?

1

2

3

4

5

6

7

1 Communicate and consult

2 Use flexible and transparent tools

3 Respect boundaries and preferences

4 Encourage feedback and evaluation

5 Promote diversity and inclusion

6 Review and update

7 Here’s what else to consider

Human Resources

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What are effective ways to create an inclusive scheduling process?

1

2

3

4

5

6

7

1 Communicate and consult

2 Use flexible and transparent tools

3 Respect boundaries and preferences

4 Encourage feedback and evaluation

5 Promote diversity and inclusion

6 Review and update

7 Here’s what else to consider

Human Resources

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