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 minimizing 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 are common issues seen across multiple industries. More often than not, it is near impossible to avoid no-shows 100% of the time without some level of automation in the employee scheduling and confirmation process.
To see our tips on minimizing these issues in your organization, take a look at our suggestions below and an overview of how these no-shows can impact your no shows today and into the future.
Let employees accept work schedules
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. 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. No longer are they required to call, play phone tag, and just hope staff show up.
Have Shifts Added to Personal Calendars
Another great way to ensure the schedule is being heard loud and clear is having an automated way to add shifts to the calendar of choice for the employee. The process is very simple, once confirmed, a shift is added to the calendar of their choice, anything from Google, Outlook, or any other popular calendaring service. This lets them plan around their work schedule and always have the date and time of their shifts available and front of mind.
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 contraints. 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.
Allow employees to drop shifts for emergency situations before the start of work
There will always be situations where the employee might not be able to make it to work due to emergency situations. To decrease the manager headache in these situations, it’s important to give the employee some method to opt-out of work for these situations but provide the company quick and easy tools to find a replacement. 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 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 mean the difference between calling one replacement vs. calling dozens if not more. There are tools that 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 which has saved our customers massive headaches in these types of situations. They were able to find a replacement, satisfy client needs, and not worry about paying extraordinary amount of time finding an expensive replacement.
Conclusions for Minimizing Employee No Shows
If you are facing these problems, rest assured knowing you are not alone! Based on our client survey, over 50% of companies working with hourly staff report no-shows as one of the top three business issues they face. 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 for both the company and the employee, while meeting the supply and demand needs for the work.
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