How to Create Employee Schedules
Managing employee schedules can be one of the most difficult areas of a manager's job no matter how many employees a company has. Deciphering all of the notes from employees about who needs off when to decide who is working the late shift and weekends can be overwhelming. Implementing company rules defining the terms of employee requests for time off and your methods for scheduling can ease the stress it causes and inform employees of the process.
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Instructions
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Write a company policy spelling out the terms of employee time-off request. Include a statement regarding the time line for requests. This will help prevent last-minute requests that can complicate your previously planned schedule.
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Create a paper or computer worksheet showing your company work shifts. Highlighting shifts or times where workload indicates the necessity for extra employees can make it easier for you when you are creating your schedules.
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Identify employee seniority on your employee list. If you schedule employees with preferable shifts by seniority, identifying the amount of seniority is essential.
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Read the employee time-off requests. Make notes on your employee list of times that the employee cannot work.
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Enter employee names in the worksheet on the times you are scheduling them to work. If possible, fill in schedules one employee at a time. This can help you ensure that each employee receives his necessary work hours.
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Fill in times where you need additional workers with part-time employees. Part-time workers typically are more flexible about coming to work for less than a full shift. However, keep in mind that many part-timers may have school, work or other obligations that can prevent them from working during certain times.
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Look over the schedules for any missed shifts or employees. Do not have employees working unnecessary overtime.
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Print the final copy of the schedule, and post it in a place where employees can see it. Post the schedule early enough for employees to arrange babysitters or make plans for nonworking hours. Let employees know that except in emergencies, you will not change the schedule.
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Tips & Warnings
Use a pencil to fill out your first draft of a schedule.
Having an employee meeting to discuss changes and receive feedback from employees can help lessen employee fears that the new policy is going to be difficult on them.
Make sure your company policy includes information about who employees should contact for last-minute scheduling issues.
Check the laws in your state if you are unsure about when an employee qualifies for overtime. Federal laws require overtime after more than 40 hours in seven days, but your state laws may differ.
