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How to improve your work rotas

If you're a manager working in a company that employs staff on changing shift patterns, there is a good chance that you don’t enjoy the task of creating the rotas.

If you're a manager working in a company that employs staff on changing shift patterns, there is a good chance that you don’t enjoy the task of creating the rotas. Generally they are seen as time consuming and frustrating, due to constant changes and last minute shift swaps.

Whilst we would like to think that all companies had moved on from pen and paper rotas that are then stuck on a wall each week, sadly that is not the case with many still using Microsoft Excel to complete the weekly task.

Thankfully there is another way that can help make scheduling easier, save you time and therefore save money.

Whilst an AI-powered scheduling solution may sound complicated and way too much to begin with, when you understand the benefits and cost savings it can deliver it may well open your eyes. If you want to learn more about demand forecasting then please follow the link. Right now however, let’s stay with the topic of scheduling and rotas.

Let’s start by thinking about what makes a good rota? As discussed, the creation of the rota shouldn’t be dreaded. It shouldn’t be time consuming. And it shouldn’t be frustrating. You should be able to create it with a few mouse clicks and make any changes required within easy to use software. The second part of making a great rota is to make it accessible from anywhere and at any time for both the employer and all employees. Of course that means making it available via an app on a smartphone. 

Next let’s look at how to improve employee scheduling. Having a rota that ensures that you have the right amount of staff working at the right time is the ultimate goal of any rota. Too many staff working costs money, and understaffing will often lead to drops in staff morale and a lower standard of customer service. You need a tool that can create perfect schedules and ensure optimal business performance by using data, whilst taking into account the skills of employees, contracted hours, working time directives and any forecasts you may have. That’s definitely not something you want to be figuring out with pen and paper!

In the opening paragraph we talked about the stress of employees wanting or needing to swap shifts, whether that be through illness or personal reasons. This can take up a lot of a manager’s time being on the phone trying to find people to cover gaps. Just imagine employees being able to swap shifts via the same app that they access their rota, or see available shifts and make a request for them. It becomes a much more accessible route for the staff to request a change and for it to be granted by the manager, in just a few taps of a finger on a phone screen.

Finally, one of the factors you have to consider when creating a shift, and again something that can be eased by using a software solution; is employment law and compliance. It is essential that any employment rules are adhered to as the individual and company could end up being sued if they are not. To avoid making any mistakes scheduling tools can have all the appropriate laws pre-loaded into the software, so that they are flagged up on the schedule when it is created and can be altered.

That is the basics into creating a better work rota, and how moving from paper to technology can save time and money. Find out more about Quinyx’s scheduling functionality or speak to one of the team using the form below.


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