Creating schedules for all employees in an organization can be time-consuming and full of decision making on each employee’s skillsets and abilities. Still, this process can be made easier with the right tools. By implementing new ideas and thinking about scheduling differently, you can create schedules that will meet the needs of both employees and the organization as a whole.
The easiest and most affordable way to create your schedule is by using simple, do-it-yourself scheduling tools. For example, if you are in the hospitality business, you can try restaurant scheduling software. You can also use an online calendar like Google Calendar or Microsoft Outlook and follow these steps: Write down your workdays. Locate all of your required meetings; mark them off on your calendar. If you’re not sure how many work hours you have in a day, start with 8 hours (or 40 hours per week) as a baseline.
Schedule your appointments in advance. If your workday starts or ends during rush hour, avoid scheduling appointments during those times. While it may not be possible to avoid working near other coworkers, try not to schedule appointments near them either; they might need more of your attention than is fair if their appointment takes longer than expected. If you’re running late for an appointment, call ahead and let that person know you are on your way. Ultimately, efficiency is key when scheduling your day. By limiting unnecessary meetings, phone calls, and emails and prioritizing important events, you will ensure a less stressful day overall with plenty of time for yourself.
Take Note of What Works and What Doesn’t
We all have a lot going on in our lives, but it’s important not to lose sight of what’s working and what isn’t. Take time to document key activities and behaviors, then work with your manager or coworkers to determine which elements are worth scaling up. A little record-keeping can make a big difference as you adapt these methods to fit your unique schedule. Your boss might even be able to recommend some apps that could help you stay organized while you keep moving forward. You may even get an extra day off once you prove that everything is running smoothly!
Actively Change Your Routine
When it comes time to schedule your employees’ shifts, actively change things up. Consider adding a mid-day shift or assigning one employee a different workday each week. Changing employees’ schedules every week or two can reduce burnout and increase productivity by keeping your staff from getting bored with their regular duties. At Monday morning meetings, encourage conversation about what everyone wants to accomplish that day—it will help them mentally prepare for long days, making for more productive workers. Remember, finding a solution is much easier when dealing with an occasional problem than an ongoing one, especially if someone is experiencing burnout.
Scheduling in the workplace can be hectic, but it doesn’t have to be. With a little forethought and dedication, you can reduce scheduling hassles by creating processes that make your workday more efficient and organize your time in general. With the tips outlined here, you’ll spend less time figuring out who is doing what when and more time getting things done.