One crucial part of every human resources department is employee scheduling management. Coming up with the right roster is necessary to prevent overworking employees and scheduling the wrong working hours. Overstaffing and understaffing are issues that most companies face. Therefore, it is imperative that HR managers establish good staff schedules to avoid those problems.
Why Employee Scheduling Is Important
The main purpose of employee scheduling is to evaluate when staff members need to work and when the business needs a part-time, a full-time, or a freelance position filled. This may sound like a simple job, but you need to keep in mind that you are dealing with people here. Every team member has a different schedule. Some employees may not be available on certain days, and it is your job as an HR manager to come up with a roster that works for everyone. However, sick leaves and emergency leaves can make your job much more difficult. This is why it is very important that you have a policy in place, including those pertaining to advance notice for time off.
In this article, the core principles of employee scheduling will be discussed further.
1. Advance Planning
One of the most common mistakes that HR managers commit is failing to plan beforehand. This can cause complications with employee scheduling. The best thing to do is to provide employees with work schedules in advance. This is so your employees can have more time to prepare and switch shifts with their colleagues, if need be. To do this effectively, consider investing in a program that can help with planning employee schedules.
2. Up-to-Date Scheduling Data
In order to implement good employee scheduling, you need to be able to track the data, including employee activities, assignments, time-off, and others. By having this information on hand, you can select the most qualified employees to fill certain shifts based on factors such as availability, labor cost, and work hour limits, among others. This can help to avoid problems that can cause more complications in the future, such as scheduling conflicts, unqualified employees, or overlapping shifts.
3. Overtime Scheduling
One issue that every HR manager has to deal with is overtime employee scheduling and payroll. In order to make sure that everyone knows exactly how many hours they will have to work, timesheet data must be as accurate as possible. If there are any adjustments made to the schedule, make sure that you add a note in order to explain the change. This is so that the employees can be paid correctly. You can establish flexible pay rules to figure out overtime rates for employees that are working on public holidays or unusual shifts.
4. A Fair Shift Allocation
Fairness is among the most critical values that every employee looks for in companies that they work for. Therefore, you need to make sure that you allocate the shifts fairly to all your employees without any bias. To make things easier for you, you can use an employee scheduling tool or software to help with the scheduling so that employees can be assigned shifts that match their availability, skillset, and position.
It does not matter how good your schedules are if people are not able to access them. You have to make sure that every employee can access their own schedules on any format and device, particularly their phones. This is why you should publish shift schedules and calendars well in advance to ensure that everyone can have a copy of their schedule ready in-hand.
Timeero provides modern employee scheduling software for enterprises, get in touch today to see how we can help!