As we enter another new year, it's time to get your business ready to go!
One of the critical things you'll need to do is plan a staff rota. Staff rota, or the "roster", outlines all employees' shifts. This may seem simple up front, but organising team schedules can quickly become daunting.
You must consider the different roles of your employees, requests for certain hours/days, business demands, required breaks, off-time and more, all while ensuring your team can cover its responsibilities.
While this may seem overwhelming, it doesn't have to be.
This blog post will give you some tips on rota planning in 2023. With these tips, you'll be able to create a rota that works for your business and your employees.
So let's get started!
Decide what tasks need to be completed each day and make a list
Scheduling is the key to having a productive day, so making a daily to-do list is essential. Listing out your tasks can help ensure that you're staying on top of deadlines and not forgetting any important tasks that need to be done.
Setting aside time each day to make your list can save you from an overwhelming rush at the last minute. Making these lists also offers a sense of accomplishment when you finish marking off the items, and it helps to motivate you for the next day's tasks. Writing down what needs to be done allows you to get organised and stay focused, giving yourself a better chance of having a stress-free and successful day.
Work out how many staff members you will need for each task
Planning for a big project takes time and patience - especially when you have to work out how many staff members you will need to complete each task. It's essential to get it right as having too few staff could make the job take longer than anticipated, while too many can lead to extra costs that need to be accounted for.
Consider the responsibilities you must cover for a shift and project. Break down the various tasks involved, and then plan how many people (and which type of employee) you may need. If you discover any times you need more or less assistance, then note those down for future reference. You may uncover specific time frames that require more employees vs ones that require fewer. It may take a bit of trial and error, but once you hit the sweet spot, you can feel confident that your project is in good hands!
Create a rota that covers all the shifts you need to be filled
Creating a rota that can cover all the shifts you need to fill is one of the most important organisational tasks. It's something to be taken seriously and requires careful consideration of who has the right availability, skillset, and attitude to do the job.
Rota planning will also require communication between management and staff to ensure everyone is clear on their shifts and duties. As tedious as it can sometimes be, setting up an efficient roster system that works for everyone is vital – resulting in less stress and more harmony among staff!
Make sure everyone knows when they are working by sending them the rota in advance
It's always a good idea to get everyone on the same page regarding work schedules. Making sure everyone knows when they're working helps keep organisations and businesses running smoothly, so send out your rota each week in advance.
What if you need to make a last-minute change to the schedule? No law prohibits you from changing the working hours of an employee's schedule, but be sure that any changes do not violate their contract. The same goes for increasing or decreasing total working hours. Additionally, be mindful of the disruption changes can bring to your team. Do your best to avoid them and offer optional shift pickups.
Not only does this give everyone plenty of time to plan, but it also reduces stress by ensuring everyone's expectations are clear. Let's all do our best to stay organised!