How Technology Helps Flexible Scheduling in Evolving Labor Market
In a rapidly evolving talent landscape, schedule flexibility is becoming a top priority for several businesses to retain talent. Here, Jim(James) McGeady, senior director of product marketing, ADP, discusses how companies can leverage technology to implement flexible scheduling efficiently.
Scheduling isn’t an easy job, especially for managers who are faced with the task of assigning workers to cover a variety of shifts. Add to its complexities the current talent landscape, and companies are facing an increasingly challenging task. Mastering the job of making a schedule that works for everyone is becoming more important than ever. As organizations compete for workers on the market, more benefits can lead to stronger recruitment and retention efforts. According to The Society for Human Resource Management (SHRM) it costs a company 6-9 months of an employee’s salary to replace them.
While efficient scheduling might seem more of an operational consideration than a benefit to workers, flexibility in the workplace is becoming a top priority for workers. In fact, according to ADP Research Institute’s “People at Work 2022: A Global Workforce View” survey, 71% of workers would like more flexibility as to when they work. This includes flexibility around when they work or pick the hours that work best for them. Additionally, the same study found flexibility around hours is most important to the youngest (19-24-year-olds) and oldest (55+) workers.
Being able to offer your workforce flexible scheduling can be one of the benefits that put your organization at the top of a prospective employees’ list. So as leaders are looking at increasing their desirability for prospective workers, along with existing employees, below are some tips on flexible scheduling.
The Need for Greater Flexibility
Employees are defining the future of work in 2022, and part of that trend is the impact they are making on workplace culture. In organizations with variable scheduling needs, being flexible is an extremely effective way to include employees in the process, integrating their values into the workplace.
The need to work shifts that fit personal schedules is more important than ever for employees. ADP Research Institute’s “People at Work 2022” study found this flexibility is highly requested across the board. About 74% of parents say they would like to be able to arrange their working hours to have more flexibility, and 68% of non-parents say the same.
This may be a reflection of how home lives today are less predictable than since the start of the pandemic for countless reasons. Empowering employees to have a say in the schedule-making process is not only good for them but good for employers too. It can cut back on call-outs and resignations due to schedules that do not meet the needs of the employees. The goal for employers should be to implement and use flexible scheduling as both an engagement and retention tool for their workers.
See More: What Is Workforce Scheduling? Definition, Features, Benefits, and Optimization Tips
Technology’s Impact on Workplace Flexibility
Many workplaces are finding that leveraging technology to implement flexible scheduling and including employees in the scheduling process saves time. While in the past, accomplishing this task may have been difficult, using existing online and mobile capabilities can make this flexibility possible. Modern scheduling solutions make it much easier to match the right person to the job, which can help alleviate future scheduling conflicts. Online and mobile tools can additionally make the collaboration needed between workers and managers faster and easier for everyone involved. That open and timely communication can enable options such as shift swaps or changes to meet the dynamic needs employees are facing in their own lives. For employers looking to navigate the competitive job market and retain current employees, these tools can be invaluable in answering that need for flexibility.
Finding out in advance when people are available and unavailable will cut back on the administrative time previously needed to revise schedules. Managers can also ask for long-term preferences from employees. Some may prefer later shifts on certain days due to recurring events at home, for instance. If hybrid work is available, workers may also be able to indicate which days they would prefer to work remotely vs. from the workplace. Tracking those preferences and aligning them with the schedule needs is a big benefit for current employees in search of flexibility. It can also be an edge when recruiting new workers.
Another part of flexible scheduling is allowing employees to swap and request coverage with each other. Situations might come up last minute that no schedule could account for. Setting up a clear, automated process for swapping coverage will help when the inevitable happens. It is a win-win for both sides too. Employees can leverage tools via mobile to work with each other on getting coverage, and managers can save time looking for workers who are available on short notice.
This process can be expanded into creating systems that allow employees to drop shifts and claim open shifts and overtime shifts. Educate employees on the tools they can leverage to drop shifts and encourage them to communicate those needs as quickly as possible to allow others to fill those needs. With a diverse workforce, you will find a diverse set of wants and needs. So being open to short- and long-term changes to individual employee schedule needs is critical during this time when many are pursuing employers that prioritize flexibility.
When people can drop their shifts, then it only makes sense to have a quick way to fill those shifts. Providing an internal communication channel to announce open shifts and a way for employees to claim them could be key. It is not uncommon for teams to have employees who might be looking to pick up hours to earn additional income. Managers can also take note of who is more likely to pick up extra shifts and adjust schedules accordingly. Over time patterns may even emerge in employee behavior which can be integrated into the decision-making process around scheduling to make the whole process nearly seamless.
No one said scheduling is easy. But using best-in-class technology is a great tool for setting up automated, flexible processes. The positive effects will be seen throughout the organization by increasing employee engagement and retention, with the added benefit offering that can provide an edge when recruiting prospective workers.
How are you using technology to create flexible schedules? Let us know on Facebook, Twitter, and LinkedIn.
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