How to create the best work schedule for your business

Assess your business requirements

Identify peak business hours and times of high customer demand. Peak business hours for retail stores often occur during weekdays in the late afternoon and early evening, as well as on weekends. Many customers visit stores after work or on weekends when they have more free time for shopping.

Peak business hours for service-based businesses, such as hair salons, spas, and auto repair shops, can vary depending on appointment availability and customer preferences. These businesses may experience higher demand during evenings and weekends when customers have more time for appointments.

Consider factors such as project deadlines, delivery schedules, and client meetings that may affect staffing requirements.

Consider labor laws

Ensure that your schedule complies with all legal requirements to avoid penalties or disputes.

See when employees are available

Survey your employees to understand their availability, preferred work hours, and any scheduling constraints they may have. 

Consider part-time, full-time, and shift-based employees when assessing availability.

Use a schedule planner

Look for features such as automated shift generation, employee notifications, and real-time updates to improve efficiency.

Rotate shift schedules periodically to accommodate employee preferences and prevent scheduling conflicts.

Implement flexible scheduling

Consider implementing flexible scheduling options such as compressed worksheets, split shifts, or telecommuting arrangements, if feasible.

Offer flexibility for employees to swap shifts or request time off, within reason, to accommodate personal or family commitments.

Consider staff preferences

Consider employee preferences when creating the schedule, considering factors such as preferred work hours, days off, and shift rotations. 

Encourage open communication with employees to address scheduling preferences and concerns.

Schedule adequate breaks

Allocate adequate breaks and rest periods to comply with legal requirements and promote employee well-being.

Schedule breaks strategically to minimize disruptions and improve productivity, especially during peak business hours. Consider the nature of the work and the specific needs of your employees when determining break schedules. Physically demanding tasks may require more frequent breaks, while desk-based work may allow for shorter, less frequent breaks. Of course, there are exceptions. 

Monitor and make changes

Scheduling conflicts occur when employees are scheduled for shifts that overlap with other commitments, such as classes, appointments, or family responsibilities. Conflicts can also arise when employees are scheduled for shifts they are not qualified for or when there are disagreements over shift assignments. 

Communicate clearly in advance

Clearly communicate the finalized work schedule to employees in advance, preferably several weeks in advance. This helps avoid the risk of last-minute schedule changes, such as shift cancellations or unexpected overtime assignments, which can disrupt employees’ plans, leading to frustration. Employees may also face challenges in arranging childcare, transportation, or other arrangements with short notice.

Provide a central platform for employees to access their schedules, submit time-off requests, and communicate scheduling-related issues.