How to Eliminate Scheduling Inefficiencies in Your Business

How to Eliminate Scheduling Inefficiencies in Your Business

What do salons and home service providers have in common? Although this question may seem like a great setup for a joke it’s not. Although these industries may seem very different, they all share one thing: calendar scheduling.



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Many businesses rely on scheduling methods that are inefficient. Inefficient scheduling methods can lead to unhappy customers and lost profits. There’s hope! Here are six ways to eliminate scheduling inefficiencies within your business.

Inefficiency #1: Multiple Calendars

It’s natural to want to keep your personal and professional calendars separate so co-workers can’t meddle in your private affairs. But using multiple calendars can muddy your scheduling processes and make it much more difficult to manage your time effectively.

If you don’t have access to all of your calendars at once you are more likely to create scheduling conflicts. This could cause embarrassment later. It is rude to cancel a meeting with clients because you have a doctor’s appointment.

The Solution: Combine Multiple Calendars in One Location

Use scheduling software that combines multiple calendars in one location to streamline your scheduling processes and avoid unwanted conflicts. Software that aggregates multiple calendars should be considered. This will remove the need to hop between calendars when scheduling meetings, appointments, and employee shifts.

To avoid privacy concerns, you can set viewing permissions on calendar events in scheduling software. This feature will allow you to keep your personal and professional calendar events hidden from prying eyes.

Inefficiency #2: Staff Shortages

Staff shortages are nothing new for most industries, but they’ve become more prevalent in recent years. Globally, there is an alarming shortage of workers to fill available jobs. The current staff shortages are caused by a high “quits rate”, a large portion of retiring workers, as well as other factors.

While many of these factors are beyond your control as an employer you can still take steps to address them. While you cannot control global staff shortages entirely, you can take steps to ensure your business has adequate staff.

The Solution: Build a Healthy Staff Pool

When you run a scheduling-based business, it’s imperative to have enough team members to make and keep appointments. A healthy staff pool is the best way to achieve this. You want to ensure that your hiring process effectively eliminates irresponsible and flaky applicants so that you only have the best.

Once you have the right team, you need to take steps towards keeping them. Employee retention rates can be improved by offering regular raises, paid time off, or corporate recognition events. But beyond these incentives, you should go above and beyond to support the mental health and well-being of your employees. To boost morale and keep your team members happy, encourage work-life balance and stress management.

Inefficiency #3: Overscheduling

Overscheduling is a common problem across multiple industries. This way of doing business can have real-world consequences for your business and your employees. Forcing employees to work long hours (more than 55 hours per week) leads to hundreds of thousands of deaths annually. Don’t add to this statistic by overscheduling team members.

In addition to the health risks for your staff, overscheduling can also pose a direct threat to your business. Overworking your employees can eventually lead to burnout and increase the number of sick calls. Overworking your employees will lead to increased turnover and a higher likelihood of them quitting. This can lead to missed events or rearranged schedules that frustrate customers and negatively impact your bottom line.

The Solution: Give Employees Adequate Time Between Shifts

If you want maximum efficiency from your employees (which will translate to improved customer satisfaction), you can’t overschedule them. Your employees need to get enough rest to function at their best.

There are many things you can do to prevent your employees from working too hard. You can start by creating a culture of care in the workplace. Let your team know that you care about their well-being. You can then follow up on that sentiment by giving employees enough time to rest between shifts. Aim to schedule 12-hour breaks between employee shifts at a minimum.

Inefficiency #4: Lack of Availability

Many businesses employ both full-time and part-time employees. Some businesses even offer a hybrid work arrangement that allows employees to alternate between in-office and remote work. It can be difficult to fill staffing gaps at certain times of day due to variations in work schedules.

Lacking availability can be even more severe during holidays when employees are eager to take time off from work. Customers may have scheduling problems if there are issues with staff availability. You could lose your customers’ business if you are unable to meet their scheduling needs.

The Solution: Hire a Well-Balanced Team

To avoid the pervasive issue of staffing gaps, hire a well-balanced team. You should ensure that some employees are available for daytime work and others for night shifts. Part-time employees should be hired by people who can work alternate days so that you have sufficient coverage.

If you expect that your employees will be less available during holidays, plan ahead. You can hire seasonal employees to help you get through busy seasons while your full-time employees take more time off.

Inefficiency #5: Last-Minute Absences

If there’s one thing that’s certain in life, it’s that those unexpected things happen. Even the most meticulously planned schedules can be disrupted by medical emergencies, illness, or death in the family. Employees might call in sick or not show up for work, which can leave your customers feeling very vulnerable.

The worst thing you could do when dealing with an employee’s absence is panicking or losing your temper. It’s better to spend your time finding someone to fill the position. Keep customers happy and avoid cancelling client meetings if possible.

The Solution: Offer Incentives to Fill the Shift

Finding staff members to fill unexpected absences doesn’t have to feel like pulling teeth. Employees will be more inclined to take on extra work if you offer holiday pay or additional time off. You can also check your schedule and see who has a shift on that day. Seek out if they are willing to work a few hours later or earlier to fill the vacancy.

Inefficiency #6: Disorganization

Disorganization is one of the most common scheduling inefficiencies businesses have. It’s time to make some changes to your outdated scheduling methods for customer meetings and employee shifts.

Gone are the days of businesses using paper calendars and pencils for jotting down meetings. These methods are not only inefficient but also a recipe for disaster. It’s easy for people to make mistakes when they rely on outdated methods to create and manage multiple meetings and calendar events.

The Solution: Use Calendar Scheduling Software

Modern scheduling software now reigns supreme for scheduling-based businesses, and it’s easy to see why. The best online calendar programs are user-friendly and versatile and make it easy to avoid double-booking. You can also merge multiple calendars to see all your personal and professional engagements at once.

Some scheduling software applications have additional features such as analytics to show you which clients you spend most time with. This feature can help you prioritize time with the most productive and profitable clients. Don’t let scheduling inefficiencies slow down your business. This can negatively impact customer satisfaction as well as employee morale. These tips will help you streamline your scheduling and ensure that you have enough staff to keep meetings on the schedule.

Featured Image Credit: Photo by energepic.com; Pexels; Thank you!

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