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How to Minimize Employee No Show Problems

Gone are the days where a schedule is set in stone and once created employees are expected to know when and where to show up (and actually do it). The reality of today is there is we need staff to confirm they have accepted the shift to have the peace of mind they will show up. Fortunately, there are automated ways to do this that require no manual effort but give that layer of assurance to schedulers and managers.

Managing your workforce can be challenging. One of the most difficult issues to overcome for any business working with part-time or hour-based employees is employee no-shows. This is particularly difficult when the employees are out in the field or unsupervised. Last-minute call-offs, complaints of not knowing they were scheduled to work, or simply just not showing up. These are common issues seen across multiple industries. More often than not, it is near impossible to avoid no-shows 100% of the time. Especially without some level of automation in the employee scheduling and confirmation process.

We’ve compiled tips on minimizing these employee no-shows in your organization. Read our suggestions and an overview of how they can impact your no-shows today and into the future. We even have a YouTube video detailing how you can use our software to help.

Let Employees Accept Work Schedules

Gone are the days where schedules are set and employees are expected to know when and where to show up. In reality employers should give employees the option to confirm their shifts once they are set. This in turn, gives managers peace of mind that employees will be there on the day.

Fortunately, there are automated ways to do this. It requires no manual effort but gives that layer of assurance to schedulers. Through employee scheduling apps, make sure schedules are distributed to staff quickly. Take it a step further and have them accept or confirm the shift well before the start date. This establishes a clear understanding of when and where the employee is expected to arrive to start their shift. By confirming the shift acceptance, the employee is agreeing to come to work at the designated time and place. This substantially increases the chances that employees with show up at the right place and at the right time.

On average, by introducing these practices, our clients have reported a no-show reduction of 75% from the get go. No longer are they required to call, play phone tag, and just hope the staff shows up.

shift confirmation

Have Shifts Added to Personal Calendars

There is another great way to ensure the schedule is being heard loud and clear. Having an automated way to add shifts to the calendar of choice for the employee is extremely useful. The process is very simple. Once a shift is confirmed, it is added to the calendar of their choice, be it Google or Outlook. This lets them plan around their work schedule and always have the date/time of their shifts available to hand.

Remind Employees of Upcoming Shifts

Another great way to help the employee stay aware of upcoming shifts is to using a shift reminder process. Reminding employees of upcoming shifts will help minimize any confusion about when the work starts. They will be automatically alerted of upcoming shifts days, hours, or minutes before a shift start. This is to ensure there is absolutely no excuse to not know.

To read more about Celayix’s automated shift reminders check out our quick video on shift reminders.

Allow Employees to Self-Book Shifts

self scheduling

Another great way to minimize employee no-shows problems is to offer flexibility for employees to select shifts. This can be done through a self-scheduling, or self-booking, process. Only shifts that employees are eligible for will be visible, taking into account business rules, hour thresholds, and cost constraints. Simply, the employees select themselves into shifts that work with their schedules, while still giving managers the final say. Shifts can be filled in a matter of minutes and at dates and times where employees are available to work. This flexibility minimizes the chances of the employee otherwise being assigned shift(s) that they are unable or unwilling to attend. It gives work-life balance to employee without limiting control of the business.

Self-scheduling is very popular in industries where shift work is in high demand. Businesses such as venues, restaurants, security, home healthcare, and more.

Here is a quick video on Celayix self-scheduling system. It shows how thousands of shifts can be filled in a matter of minutes.

Let Employees Drop Shifts for Emergency Situations

There will always be situations where the employee might not make it to work due to an emergency. There is a way to decrease the managers’ headache in these situations. We suggest giving the employee some method of opt-out, for shifts that they cannot fulfil due to emergency. However, also give the company quick and easy tools to find a replacement employee. There are two methods to this, Shift Drop and Find Replacement.

Shift Drop: In Situations with Notice

A shift drop approach is where the employee can give up a shift. They must do so a specific period of time before the start of the shift but must state a reason. The company can then find a replacement to cover the shift or release the shift for self-scheduling.

Find Replacement: In Situations without Notice

Same-day or same hour situations may arise where a staff member cannot make the shift due to some emergency. In these situations having an easily searchable roster of available, qualified employees are crucial; it can mean the difference between calling one replacement vs. calling dozens if not more. Some tools allow search criteria to be matched with a best-fit candidate to fill that shift. Here at Celayix, we call that the “Find Replacement” tool. It has saved our customers massive headaches in these types of situations. They were able to find a replacement and satisfy client needs with the click of a button. All without the worry about paying an extraordinary amount of time to find an expensive replacement.

shift drop

Conclusions for Minimizing Employee No Shows

If you are facing these problems, rest assured knowing you are not alone! We ran some client surveys; Over 50% of companies with hourly staff report employee no-shows as 1 of their top 3 issues. They can result in lost business, lost reputation and lost revenue. These valuable tools and tips will help prevent no shows in your organization for today and well into the future. These are some of the most effective techniques that create work flexibility. It benefits both the company and the employee, while meeting the supply and demand needs for the work.

To learn more effective methods for managing your workforce and employee scheduling, follow us on social media!

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