Efficient staff scheduling is vital for any business, as it directly impacts productivity, employee satisfaction, costs and profitability. With various scheduling methodologies available, businesses must choose the right mix – one that best aligns with their operational needs, workforce characteristics, and industry demands. The science and mathematics that are an integral part of these scheduling methods is complex and there is a lot of independent research that can provide more detail on these.
In this blog, we look at the most common staff scheduling methodologies, breaking down the pros and cons of each and provide some insights into how, why and where they are used.
Confused about scheduling methods or finding that your current scheduling requires constant re-work? Then read on.
1. Fixed Scheduling
Fixed scheduling involves assigning employees to the same shifts or working hours on a recurring, regular basis. For example, an employee might always work from 9 AM to 5 PM, Monday through Friday. This methodology is common in industries with consistent demand, such as commercial companies, or manufacturing.
Pros:
- Predictability: Both employees and managers benefit from knowing the schedule in advance, which allows for stable planning and better work-life balance.
- Simplicity: Fixed schedules are easy to create and manage, reducing administrative work for managers.
- Employee Satisfaction: Workers often appreciate fixed schedules as they can plan personal activities around a predictable work routine.
Cons:
- Inflexibility: Fixed scheduling can lack the flexibility needed to respond to unexpected changes in demand or employee availability, leading to under or overstaffing.
- Limited Adaptation: This approach may not work well in industries with fluctuating customer traffic or seasonal demand.
2. Rotating Scheduling
Rotating (or rotational) scheduling involves employees working different shifts on a regular cycle, such as switching between day, evening, and night shifts. This method is commonly used in healthcare, transportation, manufacturing – most industries that require 24/7 coverage.
Pros:
- Balanced Workload: Rotating shifts ensure that no one is permanently stuck with undesirable hours, distributing less-preferred shifts (like nights) more equitably.
- Increased Coverage: It allows for better coverage during various times of the day, improving operational efficiency in industries with around-the-clock needs.
Cons:
- Disruption to Work-Life Balance: Employees may struggle to maintain a consistent routine, especially when switching between day and night shifts. This can lead to fatigue and burnout – both of which need to be managed.
- Complexity: Managing rotating schedules can be time-consuming for managers, as it requires ongoing coordination and careful planning.
3. Flexible Scheduling
Flexible scheduling allows employees to choose working hours within a certain range, if they meet their required weekly or monthly hours. This approach is often used in tech companies, remote working environments, and creative industries.
Pros:
- High Employee Satisfaction: Flexibility is a key factor in improving work-life balance, reducing burnout, and increasing employee engagement.
- Better Productivity: Employees can work during their most productive hours, which can lead to higher output and job satisfaction.
- Adaptability: Businesses can adjust to fluctuating operational demands more easily with a flexible workforce.
Cons:
- Coordination Challenges: Ensuring that enough employees are available during peak times can be difficult when workers are setting their own schedules.
- Lack of Supervision: In some cases, flexible schedules can make it harder for managers to track employee performance and ensure accountability.
4. On-Call Scheduling
On-call scheduling is where employees are expected to be available and compensated for ad-hoc work – usually when demand spikes or at times when coverage is low. Workers may be given little advance notice and called on, as needed, within pre-defined hours. This is common in industries with unpredictable demand, such as support services, healthcare, and some emergency services.
Pros:
- Maximised Resource Efficiency: On-call scheduling ensures that staffing levels can be adjusted in real-time based on demand, reducing labour costs.
- Responsive to Unpredictability: It is highly effective in industries where customer traffic or operational needs vary significantly from day to day.
Cons:
- Unpredictability for Employees: On-call schedules can disrupt personal lives, leading to lower job satisfaction and higher turnover, as workers struggle with uncertainty.
- Inconsistent Income: Employees may face challenges in planning their finances due to unpredictable hours and inconsistent pay.
- Cost : maintaining on-call employees can result in inflated costs.
5. Split Shift Scheduling
Split shifts involve employees working two separate periods during the same day, with a significant break in between. This method is commonly used in industries like hospitality, transportation and in health and aged care, where demand surges during specific times of the day (e.g., meal-times, peak commute hours or high workload periods).
Pros:
- Increased Efficiency: Split shifts allow businesses to align staffing levels with peak demand periods, reducing idle time during slower periods.
- Cost Savings: Businesses can reduce labour costs and manage idle time by reducing staff levels during off-peak hours.
Cons:
- Disruption to Work-Life Balance: Employees may find it difficult to have a substantial break in the middle of their workday, leading to dissatisfaction, fatigue and poor balance between work and home life.
- Complex to Manage: Coordinating split shifts can add administrative complexity for managers and may require additional workforce planning overhead.
6. Compressed Workweek
A compressed workweek allows employees to work the same number of hours as a traditional schedule but in fewer days, such as four 10-hour days instead of five 8-hour days. This approach is popular in industries that offer flexible working arrangements or remote work – more usually technology companies or other commercial or professional services with office-based work environments.
Pros:
- Improved Employee Satisfaction: Workers enjoy longer weekends extended periods of time-off during the week, leading to better work-life balance.
- Reduced Commutes: Fewer workdays can mean fewer commutes, saving employees time and reducing transportation costs while potentially providing a positive environmental impact.
- Productivity Increase: Research has shown increase in overall company productivity due to higher levels of employee engagement.
Cons:
- Fatigue: Longer workdays can lead to exhaustion, especially in physically or emotionally demanding jobs.
- Coverage Gaps: Scheduling around compressed workweeks may lead to coverage issues on days when increased numbers of staff are not working.
Conclusion
Choosing the right staff scheduling methodology depends on the specific needs of your business and employees. While fixed schedules provide stability, rotating and flexible schedules offer adaptability. On-call scheduling can address unpredictable, fluctuating demand, but can strain employees, while split shifts offer operational advantages but may impact fatigue and compressed workweeks can improve employee engagement but lead to gaps in the schedule.
Understanding the pros and cons along with the mechanics of each method is key to finding the mix of methodologies that best fits your business model and workforce requirements.
Why choose Tambla’s workforce management solutions?
Our innovative workforce management solutions accommodate the various scheduling methodologies and help to maintain optimised staffing and compliance with regulatory requirements.
Tambla excels in simplifying complex scheduling and business rules, providing optimised schedules and timely rosters automatically. Our software is designed to effectively manage labour costs, automate laborious processes and reduce administrative overhead. Our experts can provide tailored advice to ensure you get the most out of our software.
Visit our Workforce Management Software page for more details and start your journey towards a more efficient and compliant business.
