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Tips for Staff Rota Management

One of the biggest headaches from most of our clients is rota management, and some of the issues include managing freelance staff or contractors, ensuring consistency by scheduling far enough ahead, and unexpected absence. A well-planned rota system highlights absence from staff or any gaps in performance, and it also ensures your business runs smoothly.

Want to manage your staff rota? Here is our guide:

To allow your staff to plan their schedules and ensure consistency, plan your rota no less than seven weeks in advance.

Use the best tools that work for your business – this includes Google Sheets, rota management systems, paper-based, or spreadsheets.

To avoid missing anything, check the planned leave for the whole year. Ensure your leave/holiday system ties up with your rota.

To know the contracted hours for each worker to the roster, make sure the contracts and job descriptions are up to date.

To make sure the employees do not work on the shifts they have expressed a preference against or the same employees do not work unpopular shifts and your rota is “fair”, look for consistency. Again, you must refer back to contracts to know what the employees are legally obliged to do.

To alert your employees immediately, implement a system for changes or notifications. For example, you can use emails or any other channel that works well for your business. To ensure your employees never miss a change or an alert, keep the system for changes or notifications consistent.

To save time, encourage shift swaps. Employees can change shifts between themselves if they want to change a shift. However, there must be a formal process. This is where the manager signs off the agreement.

For unexpected staff absence, there should be a backup plan. This can involve having employees that you can call in at a short notice or involving bank staff.

Look at the attendance patterns and your rota data carefully. To know if there is underperformance within your business, check if there are employees who are always late for shifts or absent.

Do you use an electronic system? Then, ensure your employees can access it. They will use it to check their hours regularly.

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