Optimise your schedule with an effective time tracking system
Gain better oversight and take control of your daily operations by using a scheduling system for your employees.
This guide is for both newcomers and experienced professionals who want to understand scheduling and why it is an essential part of daily operations for most businesses. Successfully executing a schedule is critical for success.
What Is a Work Schedule?
A work schedule is a time-based plan that specifies when each employee in a company or organisation is expected to work. Schedules are particularly common in industries such as healthcare, retail, and manufacturing, where working outside standard hours is the norm.
An effective schedule ensures that the right number of staff are always present, with the necessary skills to meet workplace demands.
How to Create a Work Schedule
Creating an effective work schedule is a multi-step process. Here are the key steps:
- Identify Your Needs – How many employees do you need at different times of the day, week, and month? What skills are required? How do these needs change over time?
- Know Your Employees – Who is available when? Who has which skills? Who prefers which shifts?
- Draft Your Schedule – Use this information to create a preliminary schedule.
- Communicate the Schedule – Ensure all employees are aware of their shifts and what is expected of them.
- Refine and Adjust – Consider employee feedback and be prepared to make adjustments as necessary.
Types of Work Schedules
There are many types of work schedules, each with its own advantages and challenges. Here are some of the most common:
- Fixed Shifts – Employees work the same shift every day. This is easy to manage but lacks flexibility.
- Rotating Shifts – Employees alternate between day, evening, and night shifts. This can be fairer but may disrupt sleep patterns and personal life.
- Flexible Shifts – Employees have some control over their shifts. This can improve job satisfaction but may be more complex to manage.
- On-Call Shifts – Employees are available to work if needed. This is useful for roles where workloads are unpredictable.
Each type of schedule has its benefits and challenges, so it is important to choose the one that best suits your business needs.
Work Schedule – How Far in Advance Should It Be Available?
There are no official rules on how far in advance a schedule should be available to employees. At Timegrip, we recommend publishing schedules at least one month in advance and planning them three months ahead. This helps avoid last-minute notifications that can disrupt employees’ personal plans.
However, there are regulations regarding working hours that you should be aware of when creating schedules:
- The 11-Hour Rule
- The 48-Hour Rule
- Weekly Rest Period Requirement
How Can I Gain Better Oversight of My Employees' Working Hours?
If you need a tool to improve visibility—whether by using a structured schedule or allowing employees to track their working hours in real time—Timegrip’s time tracking system may be the solution.
With Timegrip, you gain complete insight into how many hours each employee has worked. The system is simple, intuitive, and helps you understand how your most valuable resource—time—is used.
With Timegrip, both managers and employees can access real-time insights on:
- Working hours, including overtime
- Holidays, paid leave, care days, and seniority days
- Absences
- Shifts – View and swap shifts
Are you looking for a new time tracking system for your business that excels in scheduling? Timegrip provides a streamlined and efficient overview of your employees and their working hours. Contact us today!
