How to Make Weekly Work Schedules for 30 Employees
As a business owner, you are responsible for creating and developing the weekly schedule for your employees, so all of your shifts are covered. While there are programs that can help you schedule a specific numbers of employees, it is more effective if you create the schedule yourself, as you can take your employees' preferred shift choices into consideration. By listening to your employees' availabilities, you are keeping your workers happy and motivated to work, for example.
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Instructions
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Ask your employees to write down their availability. For example, some people may only be available on evenings and weekends, while others are available on a full-time basis. Some employees may only be available Tuesday and Thursday evenings. Ensure that you have all of your employees' availability before you make the schedule, as you do not want to schedule an employee only to find out that he is not available to work that day.
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Go through your employees' availability papers and divide them up into groups. All of the employees who can work anytime should go in one group. Evenings and weekends availability should go in another group. Very specific availabilities, such as Wednesday and Friday evening, for example, should go in a third pile.
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Divide each workday into shifts. For example, if you are running a café that is open each day from early morning until late night, you may need two or three daily shifts in order to cover the entire day with employees. Examples of shifts can include a full-day shift from 8 a.m. to 4 p.m. and an evening shift from 4 p.m. to midnight. At a café, you may have a coffee maker and waitress on staff. Kitchen crew should be kept as a separate role.
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Schedule the employees who have a specific availability first to ensure they get the shifts they can work. For example, if a kitchen crew employee can only work on Tuesday night, schedule this shift first.
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Schedule the full-time employees first. Full-time positions are commonly considered to be 8 a.m. to 4 p.m. or 9 a.m. to 5 p.m. While some people prefer a full-time job, others simply want to work when their children are at school.
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Schedule the employees who are available on weekends. While some employees want to work several shifts a week, others may only want to work one shift despite being available four days a week. Check the schedule to ensure that all of your shifts have been covered by available employees. Save the schedule in a spreadsheet document and send it out to your employees, so they know when to go to work.
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Tips & Warnings
If your business is open seven days a week, you will need to make sure each employee has his two days off if you have 30 full-time employees. You will have a total of 60 days off in a work week for 30 full-time employees. This means if you spread the days out equally throughout the week, you will have four days with nine employees off and three days with eight employees off. Schedule the days with more employees off on slower days or on weekends, if possible, to make more employees happy.
