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How to Manage Scheduling Changes

Changes to the schedule, especially last minute, can disrupt business operations and cause stress. Compensating for schedule changes can be time-consuming too. However, there is a solution that can help manage scheduling changes easily.

One of the biggest scheduling complications in any industry revolves around how to manage scheduling changes. This can be anything from a client calling in to cancel an event, order, or service, to a change in the anticipated labor need (more or less) for a particular day, or even a change in start time or end. The result of these changes usually results in a manager having to call many employees, going back and forth to hopefully find something that works. Meanwhile, the whole process has created a good amount of stress for clients, managers, and employees.

Using scheduling software can greatly minimize these problems with advanced scheduling features and communication tools. Below are a few common scheduling scenarios and how scheduling software helps you easily manage scheduling changes.

Too Many Employees

A hotel is hosting an event later in the week. It turns out there are 100 less RSVPs to the event. The manager now has an excess of staff working the event.

Typically, managers will follow up with employees via phone, email, or text to let them know they are no longer needed. If sent via email and text, there is usually a delay in the employee’s acknowledgment of the change. Even via phone, unless you were able to get a hold of them right away, it may take some time before they respond to your voicemail. The manager also needs to keep track of who they’ve contacted, and who has yet to respond.

With scheduling software, the system will automatically send staff notifications on any shift updates. This includes cancelled shifts, changes to shift times, and so on. The employee simply needs to open their app, read the changes, and confirm they acknowledge the change. Managers also receive a notification when an employee acknowledges the change. The scheduling software keeps a record of these changes for accurate record keeping.

Overall, scheduling software reduces the time to communicate shift changes. It also eliminates the risk of miscommunication and potential errors in payroll.

Too Few Staff

The same hotel is hosting another event in the week. This time, however, there are 50 additional guests that need to be taken into account. The manager now needs to find additional staff that can work the event.

Traditionally, the manager will take a look at the schedule to see who isn’t working the event. Then, they need to check which employees will not each overtime if they work the event. Finally, the manager will end up calling or emailing employees for the shift. Sometimes, the manager won’t get a response from anyone and needs to double back to ask again.

In contrast, scheduling software allows managers to see employee availability all in one place. In addition, they will only see employees who will not exceed over time and those who have the right qualifications for the shift. The manager can easily schedule the employees in themselves. Staff will receive notifications and will need to acknowledge the change. Alternatively, the manager can also push the open shifts and allow staff to self-schedule themselves. Staff will need to pick up the shifts before a certain time. Either way, using the features in scheduling software ensures you have coverage in no time.

Last Minute Changes

The security guard company that works for the hotel increases their staff to accommodate the extra guests. On the day of, a guard calls in sick and the manager is left to find a replacement with only a couple of hours before the event.

The manager proceeds to call each guard that isn’t working that day. It’s crucial that there is enough coverage so the manager is willing to staff someone even if it means overtime. On the contrary, with scheduling software, you can easily find a replacement. Celayix has a specialized “Find Replacement” tool that allows you to schedule an employee who is available, qualified, and won’t exceed overtime. That way, you can save costs and reduce stress.

There will always be unexpected situations that cause your schedule to change. Fortunately, there are tool that can help minimize the impact of these changes so that your business operations remain unaffected.

To learn more about how Celayix can help you manage scheduling changes, contact us!

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