Among the many aspects of people management, effective rostering is a critical factor that is often consummate but difficult to retain. The rewards of having a smart, streamlined process for rostering are unrivalled. Given the changing makeup of today's workforce, which also includes remote workers, part-time workers and flexible opening hours, using old rostering methods is simply no longer enough. This article will provide actionable rostering tips for HR leaders, operational professionals and shift managers who are prepared to move away from the status quo, to use more technology and to use new strategies in order to stay ahead in a fast-paced environment.
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What is Rostering?
Rostering is an important piece of the puzzle that is workforce management; it includes the unique stages required to effectively manage and organise employees. When rostering is done effectively, we can ensure that the appropriate number of staff are in the appropriate place at the appropriate time to address operational requirements. There are many different types of rostering, with each type having its own qualities, and, by understanding these different types of rostering, HR leaders can select the most appropriate type for their organisations' requirements.
Staggered Roster
Staggered rosters refer to the varied start/end times amongst the workforce. It assists with managing peak workload times and congestion – workplace or public transport.
On-call rosters
In some industries, it is expected to have staff either available for work or on call after hours. These staff are not working; however, they are expected to be ready to work.
Duty rosters
This is the most traditional of rosters, where employees have specific shifts or duties within a cycle; hence, the term 'staff rosters' is used. Staff rosters are common in industries such as health, security, and hospitality, where services operate twenty-four hours a day.
Rotating rosters
In rotating rosters, employees do a rotation of shift times (morning, afternoon, and night) so that they all take their turn in working desirable and less desirable work periods.
Flexible rosters
Flexible staff rosters allow staff to have a greater degree of choice about when they work within parameters as indicated by the designation of flexible staff rosters. Flexible staff rosters can lead to improved morale, employee satisfaction and work/life balance and are becoming more prevalent in contemporary workplaces.
Why is Effective Staff Rostering so Important?
Successful staff rostering is not just allocating staff on shifts but also caring about the staff's own needs and maximising operational efficiency. It covers many aspects of workforce management, and as such, effective staff rostering can result in organisational success. There are many aspects to effective staff rostering which demonstrate its importance:
Reduced Staff Turnover
Reasonable, manageable rosters can create a decent work-life balance and contribute to job satisfaction, which can diminish staff turnover. Employees are more likely to stay with an organisation if they feel like their time is prioritised and their own individual needs are understood and respected.
Employee well-being
When rostering is done correctly, employees can better manage their work-life balance, which can lead to job satisfaction and overall well-being. This will involve ensuring predictable schedules and rest periods and the chance to plan activities in life around work.
Compliance with Labour Laws
An effective rostering framework can help organisations comply with labour laws and adhere to regulations, thereby avoiding compromising actions that could otherwise expose the organisation to legal risk.
Productivity and Cost Efficiency
An appropriately designed roster will ensure that there is a reasonable amount of staff during busy times and that there are not too many staff during quiet times. In terms of productivity, if there are not enough staff or if staff are overworked, there's a risk of employees' productivity being compromised or wasted altogether, which can lead to unnecessary cost.
Better Customer Service
In a customer service role, staff rostering ensures that there are enough staff to deliver great customer service. This can help to promote customer satisfaction and loyalty.
Ways to Make Your Staff Rostering More Efficient
Staff rostering has evolved greatly over the past several years through advances in technology, including the appearance of auto-rostering software on the market. No longer should the old rostering tools and techniques be necessary; technology has opened up the door to the future of rostering.
Know Your Business Needs
Understanding your business needs is the first step to successful rostering. It includes knowing when you are busiest and quietest, knowing what roles you need, assigning workdaysto staff, and understanding any seasonal demand fluctuations. All of this will help you plan a staff roster that meets your operational requirements and reduces instances of excessive or unnecessary labour costs.
Know Your Staff
Knowing your staff's abilities, availability, and preferences can make rostering efficient. Some employees may prefer certain shifts, and others may not be able to work on certain days. Being aware of your staff's preferences makes the roasting process easier and encourages employee satisfaction.
Consider using workforce rostering software.
Workforce rostering software can make rostering much easier and quicker. These programmes often automate the more tedious aspects of rostering, like pairing staff members' availability with shift requirements. It can also provide real-time updates, help with shift swaps and assist with labour law compliance. A useful and convenient tool that will save you time and errors.
Communicate Early and Clearly
Effective rostering and scheduling rely on early and clear communication. It is prudent to advise your staff when the staff roster is released and how to gain access to the staff roster and request changes. This can lead to a reduction of confusion and last-minute worries about filling shifts.
Be Fair and Flexible
Flexibility and fairness within staff rosters and scheduling can enhance staff satisfaction and retention. If it is possible to accommodate staff preferences, do so. Make sure desirable shifts and less desirable shifts are distributed fairly. An engaged, happy workforce is a productive workforce.
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