How do you create a good schedule?

We all understand the importance of a good schedule. But actually creating a good schedule is a different story. Especially in companies with staff, it's important to plan well so the work can keep going. We give you some concrete tips that help you plan well within your business.

1.     Draw up (or review) a (fixed) task list

You can't create a good schedule if you don't know what needs to be done. That's why you first list all tasks clearly. For example, a restaurant needs staff in the kitchen and front of house, and a supermarket needs shelf stockers and cashiers. Fill in your own! A number of fixed tasks are always necessary, regardless of how many people you need for a certain role.

2.     Take quiet and peak times into account

It makes sense that you have more to do at one moment than at another. In some businesses, for example, seasonal trends are clearly noticeable. A good schedule takes this into account. But that may be easier said than done, because how do you know when those peak and quiet times are? We recommend using forecasting software, which lets you make predictions based on past data, as the basis for a good schedule.

3.     Create a realistic, good schedule

It's time to actually create a schedule. Here, too, you don't need to link people to tasks yet. You write down which roles are needed at which times and in which places. How you do this naturally differs by industry. A few general tips:

• Be realistic, and take working pace into account. Especially when you schedule other people, you can't expect them to be as fast as you.

• Don't forget to include enough breaks in your schedule.

• Set priorities, so a concrete order of work becomes clear.

Also plan for a backup. What if the schedule doesn't go as hoped? How will you solve that? Where possible, build in some extra time.

4.     Make sure you have people who can carry out the schedule

Did you only make a schedule for yourself? Then you just have to get to work. When it comes to a staff schedule, though, there's a bit more to it. It's important to realize that a good schedule is only truly achievable when there are people who can carry out the tasks on it. That starts with a good selection process in which expectations are made clear. Link the right people to the right places in the schedule. Here, too, plan for a backup, because someone can always get sick unexpectedly. TIP: When scheduling, also try to take personal preferences into account. That makes it more likely that the schedule is carried out effectively and efficiently.

5.     Automate and reflect on your schedule

Creating a good schedule isn't that easy. That's why it's smart to reflect regularly and adjust where needed. Luckily, you don't have to do this all by yourself! Automate and benefit! At Dyflexis, our handy Workforce Management System is ready for you. It lets you detect peak and quiet times, add backups to the schedule and see where things are going well or (might) go wrong. That way, you go for the best schedule without hassle or worries.

Ready to get started with Workforce Management? Request a free demo of the Dyflexis Workforce Management System.