Employee Scheduling and Time Management

By Alan Miklofsky | November 20, 2024

Employee scheduling is more than just a logistical task—it’s a critical component of running a successful shoe store.
Fair and efficient schedules not only keep operations running smoothly but also play a significant role in employee satisfaction and morale.
This article explores tools and strategies to create balanced schedules that benefit your business and your team.

1. Understand Your Store’s Needs
Before creating a schedule, assess your store’s operational requirements:

- Peak Hours: Identify busy times and ensure sufficient staff coverage.
- Seasonal Trends: Adjust schedules for holiday seasons or sales events.
- Special Roles: Assign skilled employees to specialized tasks, such as fitting or customer service.

By aligning schedules with business demands, you can avoid overstaffing during slow periods and understaffing during rushes.

2. Prioritize Employee Preferences
Where possible, accommodate your employees’ scheduling preferences. This can include:

- Availability: Take note of when employees can or cannot work.
- Shift Preferences: Allow input on preferred shifts, such as mornings or evenings.
- Work-Life Balance: Offer flexibility for personal obligations, which fosters loyalty and reduces burnout.

Using a preference survey or app can streamline this process.

3. Leverage Scheduling Software
Digital tools can simplify the scheduling process while reducing conflicts and errors. Popular options include:

- When I Work: Offers drag-and-drop scheduling and employee shift swapping.
- Homebase: Provides scheduling, time tracking, and communication features.
- Deputy: Automatically matches employee availability with store needs.

These tools help you create schedules quickly, track changes, and communicate effectively with your team.

4. Plan for Fairness and Transparency
Fair scheduling practices are vital for maintaining trust and morale. Consider these tips:

- Rotate Shifts: Avoid consistently assigning undesirable shifts to the same employees.
- Limit Overtime: While some employees appreciate extra hours, excessive overtime can lead to fatigue.
- Equal Opportunities: Ensure everyone has a chance to work peak shifts, which may include higher earning potential from commissions.

Make your scheduling process transparent to minimize perceptions of favoritism.

5. Build in Flexibility
Life happens, and schedules need to adapt. To manage last-minute changes:

- Cross-Train Employees: Ensure staff can cover multiple roles in case of absences.
- Use a Standby Pool: Maintain a list of part-time or on-call employees to fill gaps.
- Empower Shift Swaps: Allow employees to trade shifts, subject to manager approval, to reduce scheduling headaches.

6. Communicate Schedules Early and Clearly
Providing schedules in advance helps employees plan their lives and reduces last-minute stress. Best practices include:

- Weekly Posting: Publish schedules at least a week in advance.
- Digital Access: Use apps or email to share schedules for easy access.
- Timely Updates: Notify employees promptly about any changes.

Clear communication ensures everyone is on the same page, minimizing confusion and frustration.

7. Monitor and Adjust
Evaluate the effectiveness of your scheduling practices by tracking key metrics:

- Attendance Rates: Identify patterns of tardiness or absenteeism.
- Employee Feedback: Regularly ask staff how they feel about the schedule and make adjustments as needed.
- Sales Performance: Assess whether staffing levels are optimized for sales targets.

Continuous improvement ensures your scheduling system evolves to meet changing needs.

Key Takeaways

- Balance is Key: Align schedules with operational needs while accommodating employee preferences.
- Use Technology: Scheduling tools save time and enhance accuracy.
- Be Transparent: Fair and consistent practices build trust among your team.
- Stay Flexible: Prepare for changes to keep operations smooth and morale high.

Effective employee scheduling is not just about filling time slots—it’s about fostering a work environment where both the business and employees thrive.
By combining fairness, flexibility, and the right tools, you can create a system that meets everyone’s needs.

© 2024 Alan Miklofsky
Alan Miklofsky is a business consultant and author specializing in retail operations. Explore more insights and strategies at:

https://sites.google.com/view/alanmiklofskypersonalwebsite/alan-miklofsky