Clearer Communication in Scheduling

Posted by Ben Moon on September 18, 2018 at 3:51 PM
Ben Moon
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More communication is usually considered a good thing. For example, when there is a lack of communication in your group, it's likely that something could fall through the cracks, not be completed, or be completed incorrectly. But if that additional communication is not accurate or not specific enough, then more communication can waste time.

Think about those long meetings you’ve probably sat through where people just ramble on about things off the agenda, talking about things you probably won’t remember or items that don’t directly involve you. How often do we tune out of those meetings because we know it’s a waste of our time?

Effective communication has to be direct, concise, and specific, and this is especially true when it comes to scheduling. If the preferences or requirements for your team aren’t accurate or specific enough, then your schedule will be inaccurate and you’ll end up wasting time fixing it later. Specific communication with your people about how they like to be scheduled and identifying their needs is essential to creating a schedule that’s accurate at the beginning.

When you begin talking to your team about their scheduling preferences, it’s best to start at a group level and learn what’s common amongst everyone. This could be something such as the amount of time needed off in between shifts or how important a day-off request is. Once you’ve learned these preferences, you can divide the group up into sub-groups of users who are scheduled similarly (i.e. full time, part time, nights-only, etc). You can then learn the preferences and needs common to the users in a sub-group. If you have other users who deviate from these rules and preferences in any way, you will need them to specifically communicate those deviations for you to accommodate those requests.

Setting rules and constraints at a group level first saves you the tedium of having to go through each user individually and changing things whenever a group-wide change is needed. This entire process requires precise communication, not simply more communication.

To improve your scheduling process even further, request a demo of Shift Admin.

Topics: Efficient Scheduling Tips

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