How to Create the Perfect Work Schedule for Your Team

    Most of the time, proper planning yields perfect results, especially when it comes to scheduling. As tedious and tricky as the process may be for a scheduling manager, they can streamline it by adapting the necessary measures that sum up a satisfactory outcome.

    Image source:

    A perfect work schedule ensures consistent and great productivity, efficiency, reduced labor costs, and saves time at work. It also ensures employees are satisfied, so there’s reduced turnover, and employees can handle customers more efficiently.

    How to Create the Perfect Schedule

    To create a perfect schedule, managers must understand the workplace’s work schedules depending on the working hours. It could be part-time, full-time, rotating, flexible, or the 980 work schedule.

    Another crucial tip to creating a perfect work schedule is understanding the kind of employees scheduling managers to handle. These managers should take time to understand their employees’ skills and capabilities to ensure better placement in the different positions.

    Here are common factors that guide scheduling managers to create perfect work schedules.

    Image source:

    Tips for Creating a Perfect Work Schedule

    Make Scheduling Policies to Guide the Process

    Policies serve as a base for proper control of the scheduling process. Laws such as knowing when the schedules should be released, the channel of distributing the schedule, how the employees can contribute to the process, and maximum working time for each employee, make it easy to create a perfect policy.

    Having such strict rules and adhering to them helps employees understand why certain decisions were made. The laws help create discipline not just for the employees but also for the employers as both parties have a role to play.

    Take Time to Understand Your State’s Regulations on Scheduling

    Different states have distinct labor regulations concerning scheduling. Taking time to check with your state’s laws as a scheduling manager ensures you do not find yourself on the wrong side of the law. It also saves you and money that the company would otherwise spend on paying hefty fines and time spent settling the misunderstanding.

    For instance, states such as New York have strict regulations on on-call shifts and “clopening” shifts. Other states like Seattle have regulations on last-minute scheduling, which require compensation to the employees if the company does not serve the notice within the set time. Therefore it is wise for scheduling managers to do their regulations research first before beginning the exercise.

    Set Up a Reliable Channel of Communication

    Image source:

    It is easy for employees to lose track of the schedule if it keeps getting updated now and then and repeatedly sent through text or emails. Having a reliable channel of distribution, one that keeps track of the changes, is a better choice for scheduling.

    Employees will not just see their schedules but can see when others are available, making it easy to recommend a replacement for when they are not available for a shift. The managers should also ensure they send in the schedule on time for employees to verify on time.

    Allow the Employees to Customize the Schedule and Get feedback

    Engaging the employees is one of the best ways of creating a perfect schedule. As a manager, understanding what the employees are good at makes it easy to design a schedule that meets their preferences. To get the right details, managers should present a sample of the schedule to the employees before completion.

    Doing that also gives employees a chance to excuse themselves for shifts they are not available in advance and gives managers time to find replacements. Managers can also conduct surveys to get feedback on the schedules already out. Therefore they can make the necessary adjustments in the future from the feedback from the employees.

    Invest in a Scheduling Tool

    A good scheduling tool, such as software accessible even on the phone, is crucial to the scheduling process. Investing in software that allows everyone to access the program once it is ready and where an employee can engage with the manager for correction is crucial.

    It is good for communication and good for reference when making updates of the schedules in the future. Scheduling software also helps create predictable schedules, making it easy for employees to plan their daily lives aside from work. When employees have a reliable system, there’s a reduced rate of labor turnover.


    A work schedule is an essential tool for coordination in any working setup. The schedule helps govern how work affairs run in the company and creates a culture within the system. Managers can consider the above factors before creating a work schedule or when updating their current schedule.

    Putting in place policies to govern the process, understanding the regulations, and investing in a scheduling tool, are necessary. However, as a scheduling manager understand that the schedule is meant for fellow human beings, listen to employees’ requests for adjustments.

    Recent Articles


    Related Stories

    Leave A Reply

    Please enter your comment!
    Please enter your name here

    Stay on op - Ge the daily news in your inbox