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A Manager’s Guide to Handling Staffing Issues

Staffing issues can be a significant source of stress for managers and team members. By proactively approaching your staffing needs and utilizing technology tools like Celayix, you can optimize your staffing levels, improve scheduling accuracy, and foster a positive work environment that promotes employee retention and productivity.

At some point or another, all businesses run into complex staffing issues—especially now, as markets change and become more competitive.

Managers discussing staffing issues

Team loyalty is the key to any successful firm, which is hard to develop. The issue is that employees can today, unlike ever before, demonstrate their talents and discover the most excellent match thanks to the increasing growth of remote work and new options. Businesses must be flexible, and hiring decisions should be made carefully if they want to keep their employees. After all, stale hiring procedures impact the productivity of employees and the performance of businesses, leading to a high turnover rate.

As a manager, one of your key responsibilities is ensuring that your team is appropriately staffed and that all staffing issues are handled promptly and effectively. Staffing issues can take many forms, from understaffing and over-staffing to scheduling conflicts and employee turnover. In this blog post, we’ll outline some of the significant staffing issues in the workplace and provide some tips on handling them.

Common Staffing Issues

Understaffing issues

Understaffing can be a significant issue in any workplace, particularly during peak periods or when unexpected absences occur. When you’re short-staffed, your team may struggle to keep up with workload demands. This leads to increased stress levels, lower productivity, and a higher risk of employee burnout.

According to a study by the Society for Human Resource Management, 67% of organizations reported that they had experienced difficulty recruiting candidates for full-time positions in the past year. This can lead to understaffing and its negative consequences.

Understaffing Employees Safety issues

For example, a restaurant might experience understaffing during peak periods, such as lunch or dinner rush. This can lead to long wait times for customers, lower customer satisfaction, and increased stress levels for staff.

To address understaffing, the restaurant could maintain a pool of on-call staff who can be brought in at short notice. They could also cross-train their existing team members to cover multiple roles and implement scheduling software that can help optimize their staffing levels.

It’s essential to have contingency plans in place. This might include maintaining a pool of on-call staff who can be brought in at short notice, cross-training your existing team members to cover multiple roles, and utilizing technology tools like scheduling software to optimize staffing levels.

Overstaffing issues

Overstaffing can be just as problematic as understaffing, particularly when managing labour costs. When you have too many employees on your payroll, you may need help maintaining profitability, especially during quieter periods.

Places where there can be overstaffing

According to a survey by Gallup, disengaged employees cost U.S. businesses between $450 billion to $550 billion annually. Overstaffing can lead to disengagement, as employees may need more work to keep them busy or feel unimportant in the organization.

For example, a call center might experience overstaffing during quiet periods like weekends or holidays. This can lead to high labour costs and lower profitability for the organization.

To address overstaffing, the call center could analyze its historical sales data to identify trends and forecast future demand. They could also utilize predictive analytics to optimize their scheduling and staffing decisions and implement real-time monitoring of their staffing levels.

It’s essential to take a strategic approach to your staffing needs. This might include analyzing your historical sales data to identify trends and forecast future demand, monitoring your staffing levels in real time, and utilizing predictive analytics to optimize your scheduling and staffing decisions.

Scheduling Conflicts

Scheduling conflicts can be a significant source of stress for your team members, particularly if they feel that their work-life balance is being compromised. Common scheduling conflicts include double bookings, shift overlap, and inflexible scheduling policies.

workplace conflict deep image

According to a survey by TSheets by QuickBooks, 26% of employees say that scheduling conflicts are the biggest obstacle to their work-life balance. This can lead to lower productivity, decreased job satisfaction, and increased employee turnover.

For example, a retail store might experience scheduling conflicts due to inflexible scheduling policies, such as requiring all staff to work on weekends. This can lead to decreased job satisfaction and increased turnover, as employees may feel that their work-life balance is compromised.

To address scheduling conflicts, the retail store could implement a self-service scheduling system that allows employees to request time off, swap shifts, and communicate their availability. They could also consider implementing flexible scheduling policies, such as staggered start and end times. This would help accommodate employee needs.

It’s crucial to prioritize open communication with your team members. This might include implementing a self-service scheduling system that allows employees to request time off, swap shifts, and communicate their availability. Consider implementing flexible scheduling policies to enable staggered start and end times and remote work options where appropriate.

Employee Turnover

Employee turnover can be a costly issue for any organization, particularly when it comes to recruiting and training new staff members. High turnover rates can also harm team morale and productivity.

According to a study by Work Institute, the cost of employee turnover in the U.S. is $617 billion annually. This can be a significant expense for any organization, mainly when recruiting and training new staff members.

For example, a manufacturing company might experience high turnover due to a lack of professional development opportunities or inadequate compensation and benefits packages. This can lead to decreased morale and productivity and increased costs associated with recruiting and training new staff members.

To address employee turnover, the manufacturing company could prioritize employee retention through proactive communication, professional development opportunities, and competitive compensation and benefits packages. They could also implement an employee recognition program that rewards top performers and fosters a positive work environment.

Overall, it’s crucial to prioritize employee retention through proactive communication, professional development opportunities, and competitive compensation and benefits packages. Consider implementing an employee recognition program that rewards top performers and fosters a positive work environment.

Other Staffing Issues

See this startling fact! A typical employee’s severance costs 33% of their annual income. Hiring and keeping excellent personnel may be a recurring and expensive difficulty when there is a flourishing market and a need for more trained individuals.

Finding right candidates

Some other staffing issues include:

  • Filling Critical Roles: Jobs can quickly become vacant, hurting operations if it’s a crucial position for your business. Everyday activities may stop, undoubtedly resulting in a backlog of critical functions.
  • Screening candidates: Examining a candidate’s past, social media presence and prospective prior employers are frequently part of the screening process. The problem is that internal recruiters often need more time and resources to assess applicants thoroughly. As a result, businesses recruit subpar or unfit workers for the company’s culture, thus increasing the turnover rate.

Managing Staffing Issues

Create a long-term recruitment plan.

Employee retention is the top goal for human resources managers over the next several years, according to recent research that surveyed 87% of them. Yet filling a vacancy calls for much more than just following the rules and hoping for the best. A long-term recruiting plan is necessary.

Concentrate on institutions or businesses that, in your experience, draw in motivated personnel, such as trade groups or schools. Participate in these communities by establishing connections and going to events.

Providing employee incentives

Offer incentives to staff.

Around 25% of recruits come from recommendations from existing employees. Consider offering incentives or thanking your staff members who recommend you for a job opening. An excellent method to infuse your workforce with excitement and competition is to provide incentives above and beyond base pay (and improve retention rates).

Consider your interview procedure.

While interviewing potential recruits, consider your entire process from start to finish. Ensure you’ve thought about who should host the interview, what questions to ask, and whether or not additional individuals will be engaged. Remember that to discover quality prospects; you should seek peers’ opinions.

Make your expectations clear.

Importance of employee onboarding

According to TINYpulse statistics, managers that clarify their duties and responsibilities increase employee retention by 23%. Ensure that job descriptions adequately describe the job expectations and that these criteria are reiterated during the interview process. Recall that chaos from the beginning can only negatively influence staff morale, work ethic, and job satisfaction.

Empower Employees

Making employees feel appreciated begins on their first day. Help the hiring process smoothly by exposing employees to the company’s culture and creating a friendly environment. Praise accomplishments or resolve issues that aren’t functioning. Also, if your managers are turning over employees faster than the industry average, consider providing them with training.

Establish a healthy work-life balance.

Workers who believe they have a good work-life balance are 10% more likely to stay at their current employer. According to a Kronos Employee Engagement Series report, 95% of HR leaders believe staff burnout is a barrier to workforce retention. Employees want remote operations and reasonable work hours while considering whether to stay with a firm.

How Celayix Can Help Handle Staffing Issues

Celayix is a powerful workforce management solution that can help you optimize staffing levels, improve scheduling accuracy, and streamline administrative tasks. With Celayix, you can:

Shift Scheduling and Time & Attendance

Instant communication

Celayix offers an intuitive scheduling tool that allows you to create schedules for your staff quickly. The scheduling tool takes into account staff availability, skills, and preferences. Additionally, Celayix offers a time and attendance module that tracks employee attendance, absences, and overtime, which can help you identify any potential staffing issues and address them promptly.

Automated Communication

Celayix allows for automated communication with employees via text, email or app notification, making communicating essential updates, changes or shift openings easier. This ensures that all employees are up-to-date on any changes to their schedules.

Real-Time Monitoring

Celayix provides real-time monitoring of your workforce, allowing you to see who is on the clock, who is scheduled to work and who is absent. This allows you to quickly identify and address any staffing gaps before they become a problem.

Compliance Management: 

Celayix helps you manage compliance issues such as scheduling rules, labour laws, and union agreements. This ensures that your staffing practices are compliant with local regulations and statutes.

Celayix Reporting and Analytics Icon

Reporting and Analytics

Celayix provides detailed reports and analytics on your workforce management data, giving insights into your staffing practices and identifying areas for improvement. This data can help you make informed decisions about your staffing strategy and reduce potential staffing issues.

By leveraging the power of Celayix, you can:

  • Streamline your staffing processes and ensure your team is always adequately staffed and motivated to perform their best.
  • Automate your scheduling process, reducing errors and improving efficiency.
  • Analyze your staffing needs in real-time, ensuring you’re always adequately staffed.
  • Monitor employee performance and track attendance, allowing you to identify and address potential staffing issues before they become significant problems.
  • Enable self-service scheduling and shift swapping, reducing scheduling conflicts and improving employee satisfaction. 

In conclusion, staffing issues can be a significant source of stress for managers and team members. By proactively approaching your staffing needs and utilizing technology tools like Celayix, you can optimize your staffing levels, improve scheduling accuracy, and foster a positive work environment that promotes employee retention and productivity.

Written by Nippun Arora

Written by Nippun Arora

Nippun is a Marketing Specialist, primarily creating content and email marketing. He has been working with Celayix for over 2 years.

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