Managing your workforce can be challenging. One common difficulty businesses working with part-time or hourly employees experiences is: the employee no show problem. Last minute call offs, excuses of not knowing the schedule, or simply just not showing up are common issues across multiple industries. This is particularly difficult when the employees are out in the field or unsupervised. With the right scheduling and confirmation process, you can minimize employee no shows.
Below are 4 ways you can minimize employee no show problems in your organization:
Let Employees Accept Work Schedules
Once a schedule is public, managers expect that employees know when and where to work and actually show up. The unfortunate reality is that some employees don’t show, and an additional layer of confirmation from the employee gives the manager a peace of mind.
Fortunately, there are automated ways to do this that require no manual effort but give that layer of assurance to schedulers and managers. 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 is a useful way to establish 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 employee with show up at the right place and at the right time.
On average, by introducing this first layer of the fight against no-shows, our clients have reported a no-show reduction of 75% from the get go. They no longer have to play phone tag with their employees and hope for staff to show up.
Have Shifts Added to Personal Calendars
Another great way to ensure the schedule is accessible to all is being able to add shifts to the calendar of choice for the employee. With Celayix, a confirmed shift can be easily added to the calendar of their choice (e.g, Google, Outlook, iCal, etc.). This lets employees plan around their work schedule and always have the date and time of their shifts available.
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 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
Another great way to minimize employee no show problems is to offer the flexibility for employees to select shifts 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 100% control over business rules. 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, such as in venues, restaurants, security, home healthcare, and more.
Here is a quick video on Celayix self-scheduling system that shows how thousands of shifts can be filled in a matter of minutes.
Let Employees Drop Shifts for Emergency Situations
Emergency situations happen and employees will be unable to work. In these situations, it’s important for the employee to provide notice in advance as much as possible. For the manager, they need to be able to find a replacement without spending too much time or energy. Celayix has you covered in these situations with the following features: Shift Drop and Find Replacement.
Shift Drop: In Situations with Notice
A shift drop approach is where the employee can give up a shift 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 employees who meet business rules can make the difference between calling one replacement vs. calling your entire workforce. There are tools that allow you to search for the best candidate with certain criteria. Celayix’s “Find Replacement” tool has saved our customers massive headaches in these types of situations. They are able to quickly find a replacement and satisfy client needs. Most importantly, they’re not paying additional costs for an expensive replacement.
Conclusions for Minimizing Employee No Shows
If you are facing these problems, know that you are not alone! From our client base, over 50% of companies with hourly staff state no shows are one of the top 3 business issues they experience. It’s resulted in losses in their business, revenue, and reputation. These valuable tools have helped them minimize and solve their no show problems. When the situation arises, they are also well equipped to handle it. These are some of the most effective techniques that create work flexibility for both the company and the employee.
To learn more about how you can manage your workforce and optimize your employee scheduling, contact us.