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In today's professional world, the time and resource management is essential. One of the most crucial tasks for any manager or team leader is creation of a staff schedule.
But how can you make an effective staff schedule without spending a fortune, in a world that is even more complicated by the hybrid? In this article, we'll walk you through the steps to create a free and optimized staff schedule.
In-depth analysis of team needs
Collection of individual information
Each employee has unique skills and availability. Organize interviews, use questionnaires to get a clear picture of everyone's needs. From one job to another, the requirements can differ considerably.
A developer will not have the same needs as a salesperson, and a manager will have different requirements than an intern. In addition, personal constraints, such as family obligations, medical appointments, or training courses, can influence individual availability. It is therefore essential to take these elements into account to ensure effective planning.
Summary of collective needs
Once the individual information is collected, it is time to compile it to get an overview of the needs and constraints of the team.
This can take the form of a survey, or directly a schedule on Google Sheets for example. This summary will make it possible to identify the general trends, periods of high activity and when reinforcements may be needed. It also offers a solid basis for creating the schedule.
Exploring free planning tools
There are a multitude of online tools to help create schedules. Platforms like Google Sheets or Trello offer templates and features to simplify the creation of schedules.
These tools, while basic, may be sufficient for small teams or short-term projects. However, for more advanced and integrated management, it may be a good idea to turn to more specialized solutions.
Discover m-work for team planning
m-work stands out as a complete solution for the management of team schedules, especially hybrid ones but not only!
By choosing the tool that best fits the size of your team and the complexity of your tasks, you ensure rapid and effective adoption by all employees.
m-work offers an intuitive interface, advanced features and easy integration with other tools, thus guaranteeing an optimal user experience.
Communicating and sharing the schedule
Feedback sessions
Share your draft schedules with the team, invite them to share their thoughts, and adjust accordingly. Transparent and regular communication on schedule changes reinforces the trust and commitment of all.
Regular updates
The world is changing, and so are your schedules! Keep your team in the loop when it comes to changes and updates. By co-constructing the schedule, you ensure a better match with everyone's needs and strengthen team cohesion.
Adopt a flexible approach
La flexibility is not just a buzzword, it's a necessity. Plan adjustable time slots to manage unforeseen events and emergencies.
And don't forget: a good schedule is a living schedule, which adapts to the team's feedback and the vagaries of daily life.
What tools can I use to manage my team schedule?
Making schedules takes time, and the more complicated they are, the more complicated they are, the more of a headache this exercise can become. The advantage of a dedicated tool is that it can take into account all your constraints (minimum presence, flexibility rules, etc.) and automatically offer your team an intelligent schedule.
With careful planning, open communication and the use of appropriate tools, creating an effective and cost-free staff schedule is within the reach of every organization!
