An employee schedule management system is critical in any given business. In fact, proper employee schedule management is important in ensuring employee availability and productivity. Effective schedule management allows for the monitoring of employee attendance, and tracking working hours for payroll purposes. A good employee schedule management system also allows for the recording of time-off requests and their approval, and the assessment of departmental budgets and overall company finances.
Poorly managed employee work schedules can lead to many issues. Poor management can result in under-scheduling or over-scheduling. This can cause resentment among employees due to unpaid overtime and dissatisfaction brought on by payroll disputes. This will also affect overall productivity and the business’s financials as a whole.
Most companies now use an employee schedule management system. Such a system helps to streamline the scheduling process, making it more efficient and more cost-effective. However, there are ways to ensure that the effectiveness of your schedule management system is maximized.
Below are some of the effective ways to use an employee schedule management system:
Create a staff list with detailed information.
One of the most important things to create with the help of your employee schedule management system is a staff list. This employee list should include detailed information such as each person’s name, role, contact information, skills and certification. The staff list should also list part-time or full-time classification, and overtime restrictions, if applicable.
Establish a process to report staff availability.
Ensuring employee availability is another critical factor to consider. It’s important to create schedules that ensure working hours are filled and tasks are carried out. It’s necessary to consider each employee’s desired working hours and preferred schedules. You should consider factors such as time for education, financial hardships, and other personal endeavors when creating employee schedules. Management should try to balance business needs and employee demands. A collaborative environment will keep the scheduling process running smoothly.
Make schedules readily accessible to employees.
It’s imperative to have a schedule management system that is readily accessible to all employees. This will ensure that employees are always updated with their work schedule. This is particularly useful if employees work different shifts. A system where employees can track working hours, request time off, and give feedback such as preferred schedules would be the best to have.
Have a configured system to calculate worked hours and pay.
An automated employee schedule management system will also aid in the payroll process. It can have a configured system to calculate working hours and translate them into actual pay. This will eliminate payroll errors, and any pay disputes can be easily resolved via the system. Employees can also track their working hours and evaluate them before the final submission to payroll. This will reduce the frequency of payroll issues.
Plan the best schedule and allow for the worst.
An employee schedule management system will definitely allow you to create the best schedules for all employees. At the same time, it will allow you to quickly create contingency schedules for unlikely circumstances. There are times when employees may not come to work due to sickness or other emergencies. A contingency plan helps to ensure shifts are covered without compromising productivity.
Create staffing parameters to manage conflicts.
Finally, management can set scheduling parameters to avoid conflicts with employee availability. Managers can define rules for scheduling to ensure better planning. Factors to consider may include availability, time-off, and schedule swaps. With an employee schedule management system in place, managers can make quick, yet sound scheduling decisions based on real-time data and workforce reports.
Timeero provides powerful employee scheduling software to make managing your employees a breeze. Get in touch with us today to see how we can help your company increase productivity and boost profits.