Importance of Scheduling (2024)

Creating complex schedules across multiple locations that take into account different shift patterns is an art form.

Creating complex schedules across multiple locations that take into account different shift patterns is an art form. It requires logic, an analytical brain, the ability to multi-task, and a clear understanding of business objectives.

Good schedules are like good motor oil. When they work well they help the business achieve maximum performance. When they aren’t working effectively the business will grind to a halt. A good schedule is about getting people in the right place at the right time and, importantly, doing the right task. At the same time, effective scheduling allows businesses to empower their employees, become more productive, and ultimately deliver a better service to their customers.

The schedule and rota can vary dramatically across industries and through different times of the week, month, or year. A good rota is more than just having staff on hand, it’s about making sure you have the right staffing levels with the right experience to fit the business's needs. You need to strike the right balance to make sure you have enough staff in place to deliver quality service during busy times while ensuring staffing levels are kind to budgets during quieter times.

Getting it right is absolutely imperative. The implications of bad scheduling can be huge. In the worst-case scenario, it can cost the business money and staff members if scheduling is consistently sub-standard.

When you’re putting a rota together, you need to think about the following questions:

• Do we have the right number of staff, supervisors, and managers?
• Are all our time slots and shifts covered?
• Have we planned appropriately for our busiest periods?
• Are we compliant with the law?
• What happens if someone calls in sick?
• Are we on the budget for what we’re spending on staff overheads?