Managing the holiday planning? Here are five steps to making the perfect schedule.

Managing the holiday planning? Here are five steps to making the perfect schedule.
You know it when the conversations at the coffee machine are once more dominated by topics such as whether or not to wear shorts, how hard and where the fan is blowing and the temperature outdoors. It’s clear that summertime is about to begin. There’s a good chance that a significant portion of your team will soon be setting up their tent on a French campsite, or jetting off to somewhere on the Spanish costa. As a result, keeping staffing levels up to scratch can prove a bit of a puzzle this time of year. These five tips will help you achieve a hassle-free schedule this summer holiday season.

1. Set a deadline
Inform your employees, in a timely fashion, of the deadline for turning in their requests for holiday leave. This will prevent the need for last minute rearranging. Remember that as an employer, you have a period of two weeks in which to object to any requests for time off. If you don’t respond, you have approved the request by default. Using Dyflexis allows you to see precisely when an employee has submitted a request, giving you a greater degree of control when it comes to the holiday schedule.

2. Create an inventory of tasks
To create an effective schedule, it can be useful to determine the minimum number of FTE you need. Figure out how many employees must (at minimum) be present per department per day, and whether the workload tends to increase or decrease during the summer period. It can also be useful to refer to last year’s schedule. By looking in Dyflexis, you can see exactly how many hours were scheduled in the same period of the previous year, so that you can take that number into account in making the new schedule.

3. Talk to your employees
It’s a common occurrence in the summer period, of course, that multiple employees want to go on holiday at the same time. Share these scheduling conflicts with the team, and let them come up with possible solutions amongst themselves. This will not only save you time, it will also ensure broad acceptance for whatever solution is reached.

4. Have a Plan B
The summer schedule is often less flexible than the regular schedule, and as a result, it is more vulnerable in the event of unexpected changes. That’s why it is important to consider in advance how you will compensate any staff shortfalls. Part-time staffers could offer a solution during the summer months, for example, or you might have interns who can lend a hand. Agency temps and holiday workers are always an option, too. And should you find yourself understaffed at the last minute, Dyflexis can always set up an additional shift that your employees can sign up to work via the app.

5. Maintain oversight
Once the perfect summer schedule is in place, it naturally becomes important that you keep sight of the big picture. Dyflexis allows you to see in an instant when each individual is on holiday. What’s more, employees can see each other’s plans as well.

Curious as to how Dyflexis can support your efforts to create the perfect summer schedule? Check out what we have to offer and don’t hesitate to contact us.