How to Create a Work Schedule – A Complete Guide

Scheduling employees is not an easy feat. It can take hours to create a work schedule that works for everyone and ensures seamless business operations. Still, it’s a necessary job that, if done right, can increase productivity and improve your bottom line.

But you don’t have to spend hours every week on scheduling, as you can use tools like a schedule maker to streamline the process and avoid headaches down the road. Improve such tools with effective strategies, and you’ve got yourself an excellent work schedule that makes everyone happy and productive.

Here are some of the best tried-and-true work schedule strategies you can implement to achieve that.

1. Utilize a User-Friendly Work Scheduling Tool

If you still rely on Excel and similar platforms to create a work schedule, you’ll likely encounter some inconsistencies every once in a while. Such tools leave much room for human error, such as mistakenly assigning a shift for someone who’s scheduled for days off. By the time you realize the mistake, it might be too late to find an adequate replacement.


You need a more reliable scheduling tool with an intuitive interface. A tool that enables real-time adjustments and notifies your team instantly of any changes to the schedule. It will provide everyone with a unified version of the schedule, so you don’t have to keep sending updated versions to everyone.

2. Harness the Power of Templates

Whichever tool you use, take advantage of its templates, as they’ll save you considerable time. Why make a schedule from scratch whenever there are ready-to-use templates that you can customize to fit your needs?

But even better, make your own templates based on an already-established schedule that has proven effective for a particular period, such as a specific holiday.

With a template, you only need to make a few tweaks every time, so that’s hours and hours saved every week.

3. Make the Schedule at Least Two Weeks in Advance

If your work schedule is unpredictable, it’s likely to make your employees dissatisfied and unproductive. If you make it available in advance, they’ll be able to make both business and personal arrangements on time.

So, create a work schedule at least two weeks in advance so that everyone knows their hours. That way, if someone needs a day off, they can make a request with plenty of notice. That will save you valuable time, as you won’t need to search for a replacement at the last minute and disrupt your entire schedule.

4. Allow Employees to Swap Shifts

For example, if an emergency prevents an employee from working an assigned shift, you should let them swap it with a suitable coworker. With a work scheduling tool, you can let them do it on their own, so you don’t have to waste countless hours trying to update the schedule.


They can simply request a shift swap, which will send an automatic alert to the entire team. Anyone who wants to trade shifts can approve the request, and the software will update the schedule in real-time.

If you allow employees to trade shifts, make sure they understand the importance of qualification. They should swap shifts only with co-workers who have a matching skill set. You wouldn’t want less-experienced employees to work the busiest hours at Christmas, for instance.

5. Keep Your Work Schedule Consistent

You know that you need to make your work schedule predictable, but constant shift swaps can negatively affect that. So, you need to develop a clear shift-swap policy that ensures everyone is on the same page when it comes to keeping the schedule consistent.

For instance, you can prevent swap requests made less than a day of the upcoming shift unless there’s a serious emergency. Keeping everything regular will create decorum and ensure high productivity.

6. Consider Employees’ Needs and Preferences

Your teammates’ needs and preferences should play a part in your work schedule because you want to keep them satisfied and motivated. If they’re not happy with their hours, they might find another workplace that suits them better.

For instance, some employees may have a second job; some may be parents, while others may be taking classes to hone their skills and advance their careers. Take such factors into consideration when creating a schedule, as you’ll boost employee morale.

However, consider rotating shifts between employees to reduce scheduling conflicts. Otherwise, others may start thinking you favor those employees, which wouldn’t bode well for the team or your business.

Final Thoughts

If you’ve always had trouble scheduling your employees, this guide is for you. Hopefully, it has helped you understand the critical factors for creating an effective work schedule. Forget about spreadsheets and regularly sending new schedules via email. Use a proper tool and follow these tips to keep your staff engaged, motivated, happy, and productive.

Salman Zafar

Originally posted 2021-01-20 13:00:48. Republished by Blog Post Promoter

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