Shift Planning: Creating a Great Schedule for your Team

The Importance of Shift Planning

Planning your employees’ schedules can often be a little bit of a head wreck. Yet, it doesn’t have to be. Shift planning is extremely important for all business owners, especially those in the hospitality and retail industries. This process allows you to make sure that you will be fully equipped to provide the best customer service possible no matter the hour or the day.

Of course, there will be times during the year that this process will be harder to organize, such as leading up to the holiday period or the summer months. That is why it is important that you have an effective shift planning process in place. As they say, a well-planned out employee schedule makes for a happy team.

Tackling the Employee Schedule: A How-To Guide


If this is your least favorite activity to do as a business owner, then you have come to the right place. Below, we walk you through our guide for creating a great schedule for your team. The important thing to remember here is that it should be a process which is based around consideration and communication with your team members. Without listening to the needs and opinions of your team, you can guarantee that you will have unhappy workers on your hands.  

Know your Workers


Although this may seem obvious, it is surprising how many business owners fail to really think about who their workers are when planning their schedules. By taking your workers skills, strengths, personality types and weaknesses into account when shift planning you can craft exactly how you would like a shift work schedule to look.

For example, some of your team may be more personable with customers while others have stronger time management efficiency skills. If this is the case, you can ensure that you have the perfect balance of skills and strengths planned for every shift.  Similarly, you may choose to have a mixture of permanent staff and new hires scheduled for the same shift to ensure that newcomers will be able to learn the ropes.

Build Shifts Around your Team


It is also important to ensure that you are building shifts around your team. This means that when a busy period is on the horizon you can make sure that the workers you have scheduled are perfect for the challenge. This ensures that employees who are most suitable for a particular shift will be working at that time. Each shift should be staffed appropriately so by building your shifts around your team, you can make sure that your business will be prepared. There will be periods that your restaurant or store will have an unusual spike in business. This could be due to a sporting event, a holiday season or even a private event. So, having the right talent to help is essential when shift planning.

Organize the Schedule Early


By organizing the shift schedule early, you can ensure that you will give enough time to your team members to make sure that they will be available. Aim to have these schedules ready at least two to three weeks in advance. This is especially true when you have you have big events coming up. Whether that is a wedding or a busy seasonal event, you need to make sure that all your staff will be able to cover their shifts. This also will give you time to schedule a back-up worker through Hyr if any of your permanent team members have already booked vacation time during a certain period.

Honor Vacation Requests


Finally, when creating a great schedule it is essential that you honor vacation requests. If any of your workers have given you notice of a vacation request, make sure to keep this in mind when shift planning. It is also important that you communicate with your workers if there are particular times during the year that you will need everyone on board.    

Need a Back-Up Worker? Use a Shift Work App


Even if you follow all the tips above, sometimes it is not possible to plan the perfect shift schedule for your business. If you find yourself short staffed, then you may need to look at getting a back-up worker. Shift work apps are great for this purpose. With Hyr, we connect you to workers so you can fill any shift, at any time.  We are great for covering a vacation, a last-minute need, or seasonal staffing.

Our app allows you to easily create a profile and post your shift, then select from Pros that apply. Connect with the perfect back-up worker in a hassle-free, no-nonsense manner. Need a back-up worker today?  Post a shift for free and check out the talent!