6 Scheduling Conflicts and How to Avoid Them

October 13, 2021 | 86 views

6 Scheduling Conflicts and How to Avoid Them
6 Scheduling Conflicts and How to Avoid Them

Last week, I ran into an HR manager whose eyes grew when I mentioned our scheduling software. She was interested in the benefits because while scheduling can be tedious, she excitedly expressed how important it is. “People want it right,” she said, clearly having had the experience of disgruntled employees and managers whose scheduling was not smooth. Here, I’ve distilled our conversation to focus on six types of scheduling conflicts and how easy-to-use scheduling software avoids them.

#1. Scheduling the Wrong Person for the Job. As a manager or owner of a small business, you are keenly aware of how critical employee skills contribute to success. But if you end up with an employee scheduled for the wrong role, you’ve got a problem. Kitchen cooks are not greeters, and servers don’t cook. You cannot use front office personnel for a technician position. Careful scheduling will keep every shift working smoothly with the appropriate staff.

#2. Double-Booking an Employee or Shift. An employee with a variety of skills is valuable, but no one can be in two places at one time. Utilize scheduling software to eliminate the possibility of shifts not being covered because you’ve double-booked your employee. Double-booking leaves shifts uncovered, but scheduling two people for the same job can be even more detrimental because the employee needs to be paid just for showing up.

#3. Scheduling Unavailable Employees. If you schedule an employee that is on vacation, that person won’t even see the conflict, and you’ll find yourself short-staffed. Or you send out a schedule and then employees call, worried because they already notified you that they could not work those shifts. So you start the scheduling process all over again—ugh. Remedy this with scheduling software that blocks out employee vacations and days off. Employees mark themselves as unavailable, too—all to help keep schedules accurate. No one wants time-off requests to be approved and then forgotten.

#4. Shift Trading. Employees generally try to be helpful, but they don’t always get good replacements for themselves when they need to trade their shifts. We want all managers to streamline their scheduling. To help with that, you can authorize employees to trade shifts with other qualified employees. As the manager, you approve the requests while allowing employees some control over their scheduling needs. They get the changes they want, and you get the employee skills you need for each shift.

#5. Lack of Notification. Good communication means that every worker knows what you expect. Once your schedules are ready, employees need to receive accurate, timely information about their upcoming shifts. With a simple and easy software program, employees receive schedules, notes about shifts and projects, or anything else that you expect. When changes occur, affected employees get immediate notices on their choice of computer or phone. 

#6. Surprise Shortages. Sometimes, employees are unable to make a shift. If they call at the last minute, managers often drop everything and start calling people to find someone who can cover. Scheduling software eases the stress of this situation. Because employee availability is built into the software, it is easier to find someone to cover the shift, even on short notice.

Scheduling conflicts and mistakes create challenges for employees and managers. And it is important to “get it right.” Scheduling software makes that possible with simple processes, notifications, and shift flexibility. 

Author Profile Jon Forknell is the Vice President and General Manager of Atlas Business Solutions, Inc., a software marketing company specializing in employee scheduling software, including ScheduleBase employee scheduling software, and other business software solutions. In the past, Jon has been recognized by the U.S. Small Business Administration as a SBA Young Entrepreneur of the Year. For many years, Atlas Business Solutions has been named one of Software Magazine’s Top 500 Software Companies.

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