Makes Communication Seamless and Reduces Errors Now that we’ve taken a look at the nightmare land of spreadsheets, let’s see what some of the new, schedule-specific tools out there can do to help you. How To Efficiently Schedule Employees With the Help Of ZoomShift If an employee requests some time off, you might need to call up all the team members to see who can fill in - not a great use of your time. And that’s not even taking account of all the changing, exporting, finding the file, attaching, re-exporting, finding it again, re-attaching it, etc. Now, you might end up understaffed, when you could have entirely avoided that if you could have just told the employee to update the schedule to make it official. Plus, since everything needs to go through you, if an employee requests some time off, you might give it to them, but then forget to add it into the schedule yourself. Or you forgot to include them in the most recent email, and now they’re operating on an older version. They show up for the shift that was referenced in version 4 or version 3 by mistake and not the most recent version 5. The answer: people start to make mistakes. But what happens when you make several different changes, and you end up with five different versions of the same schedule floating around? We’ve already discussed how updating a spreadsheet means sending out an entirely new one to your whole team. Sometimes, making a simple change can mean redoing large sections of the spreadsheet. And when it comes to making changes and updates, things just keep getting worse. Just figuring out how to make a schedule look decent on a spreadsheet can be a journey in and of itself. Spreadsheets were never designed specifically for scheduling employees, and it shows. Plus, since your team members can’t make any changes themselves, everything needs to go through you first, which can take up a lot of your precious time. If any of your team members notice a mistake or need to make a change, you’ll have to do the same thing and send out more new versions of the spreadsheet. If you want to fix that mistake, you’ll have to go back into the same employee schedule template, make the change, export it, and then send it out to everyone again - and also hope that they see the new version and don’t get mixed up. But wait - you just realized you made a mistake and scheduled Michael for 12 pm to 4 pm when you meant to write 12 pm to 5 pm. So, you’ve spent the past few hours writing up the next week’s schedule on an excel template, and you sent it out in an email to your team. Spreadsheets Make Communication Difficult Here’s why spreadsheet templates do more harm than good. But when it comes to employee scheduling, trying to use spreadsheets when there are better options is like trying to clean the floors of your restaurant with a toothbrush because you don’t want to spend the money on or learn how to use a mop. In short, spreadsheets are great - for some things. And just because a toothbrush can scrub the floors clean doesn’t mean you shouldn’t buy a mop. Like spreadsheets, hammers are great for a lot of things too: banging in nails, removing nails, shaping metal, etc.īut just because a hammer can split lumber doesn’t mean that you shouldn’t get an axe. Spreadsheets are great for a lot of things: performing financial calculations, storing customer data, logging the books you’ve read this year - if it’s got data, spreadsheets are often a good bet. We’re going to tell you why you need to ditch the old and get on with the new employee scheduling software- for your own sake. If you’re still using spreadsheets templates to manage your employee schedules, consider this an intervention. Investing in a new digital toolbox can help small business owners become significantly more efficient, reduce employee error, and most importantly of all, save time and money. But despite all the advances in the tech, far too many small business owners have been slow to adopt the new tools and have instead stuck with the outdated, but more familiar, old ones.Īnd that’s to their own detriment. Technology has changed at an exponential rate over the past few years. The Weekly Employee Schedule Template - Download.
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