How To Manage Part-Time Employee Schedules

Studies have shown that team leaders or managers typically spend about 3 hours per week creating work schedules, translating to about 20% of a manager’s time at a company. The task can become even more challenging when you have a combination of part-time and full-time workers.

Before we dive into creating the perfect work schedule, let’s look at the basics first.

A crash course for employee schedules

A work schedule - also generally known as a rota or roster - is a list that consists of your worker’s information which includes:

• Work hours

• Work locations

• Shifts

• Responsibilities and tasks for the period covered by the schedule

• Other relevant worker information

Scheduling, on the other hand, is the process of creating a schedule, usually done by a team leader or manager. Some of the most common businesses that run on schedules include:

• Restaurants and cafes

• Retail stores

• Manufacturing facilities

• Call or service centres

• Companies with customer or user support service

• Companies that hire freelancers

• Companies that hire seasonal workers

So why is work scheduling so important?

We all know work schedules are important for several reasons - better workflow, more efficient operation processes, etc. However, there’s more to it than what meets the eye. Work schedules, when done right, can:

• Eradicate the notion of favouritism

• Help you better manage your time and meet deadlines

• Improve workers’ work-life balance

• Increase job satisfaction and reduce employee turnover

• Improve the quality of work which increases customer or client satisfaction

How to plan and create the best work schedules?

To have a well-thought-out schedule, you’ll have to:

#1 Understand your company's needs ahead of time

Before you start scheduling your workers, you must understand your company’s labour needs. Analyzing past data can help you recognize seasonal trends in the industry and which days of the week or month your company will become busier. Once the research is clear, note down which shifts you need to be covered and how many workers are required to meet your demands.

#2 Make the time and effort to understand your part-timers

To manage part-time employees correctly, you’ll need to know when they’re available and for how long. It’s crucial to create an availability calendar where your employees can set their work days and hours. Depending on your contract with them, they can either fill out the slots themselves or seek your approval of their schedule first. 

Also, part-time employees work part-time for a reason. Some may want to have more time at hand for their side jobs or personal matters. Some work this way because they have to or because they want to. That is why it’s important to understand your employee’s situation (without being too nosy, of course) and to what extent their schedule is flexible. You wouldn’t want to interrupt their schedule, which would only cause job dissatisfaction and eventual turnover.

#3 Keep your schedules as consistent as you can

Based on the type of business you operate, you may not be able to have the same employee schedule every week. However, keeping their schedules as consistent as possible is always a good idea.

For example, you may have someone who always works on Tuesday and Thursday or someone who only works night shifts. A consistent work schedule would make it more convenient for part-timers to plan for their week, and they’ll start to get used to working that specific shift.

#4 Post the work schedule early

Scheduling laws have stated that you must give your workers adequate notice of their work schedules. Even if this isn’t a required practice in your area, it is still good to adopt. Providing your employees with early notice ensures they’re aware of their schedules and reduces the chance of a no-show.

#5 Keep in mind employees who want or do not mind extra shifts

It’s also a great idea to have a list of workers who are looking for additional work and want to earn some extra bucks. This helps fill in the gaps if there are any last-minute schedule changes.

Also you also ensure that you have resources to slot in last-minute changes to your employee schedule. In addition, it shows your part-timers that you remember their preferences.

#6 Adopt an efficient team communication system

Lastly, communicate with your employees about their schedules efficiently and regularly. Ask for feedback as well - are they satisfied with the current shift you’ve been scheduling them, or do they want additional shifts? 

And always keep your employees informed about upcoming or last-minute changes in your work schedules and try to explain the reason behind these changes. For example, if your company is nearing the busy season, you may want to begin scheduling and communicating how many extra hands you need and why you need them. 

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