Approval workflow

Approval workflow (in shift work): Process for managers to review and approve self-scheduled shifts or trades.

Approval workflow

Reviewing and approving self-scheduled shifts or trades within a team. This structured method ensures that every shift change is examined for its impact on business operations.

What is an approval workflow

The systematic approach that managers follow when assessing self-scheduled shifts or colleague trades within their team is essential in shift planning. It allows managers to keep track of staffing levels, ensure compliance with labor laws, and safeguard operational efficiency. For example, say an employee wishes to swap a weekend shift with a colleague. The approval workflow necessitates that their manager review the request to confirm that the swap does not compromise team coverage or customer service quality.

In practice, an efficient approval workflow may include a digital platform where employees submit shift modification requests, which are automatically routed to the appropriate manager. Managers can then evaluate the impact on overall staffing and approve or decline the request based on their analysis. Conversely, an ineffective approval workflow could consist of managers receiving requests via email without a clear tracking system. This scenario leads to chaotic communication, missed approvals, and ultimately, staffing gaps during peak hours.

But the approval workflow should not be an arbitrary set of approvals based on personal preferences; it should be a fair and transparent process applying consistent criteria. The aim is to balance employee preferences with business needs, fostering a supportive work culture while maintaining productivity levels.

Best practices

• Establish a clear policy outlining the approval process for better transparency. Make sure all team members understand the criteria for approvals; it reduces confusion significantly.
• Use a dedicated software tool to streamline the submission and approval of shift changes. This minimizes manual errors and saves time.
• Communicate any changes in the approval procedure promptly to keep everyone aligned.

Common pitfalls

• Don’t overlook the importance of setting a reasonable timeframe for approvals; delays can lead to scheduling conflicts.
• Avoid making approvals a personal matter; this can breed favoritism and demotivate employees.
• Neglecting to track past approvals may cause inconsistencies in decision-making and erode trust among team members. Be cautious of these missteps to maintain a smooth approval workflow.

How we can help

Finding the right tools for your approval workflow can be a challenge, but it’s essential for effective management. We’re diligently crafting our self-scheduling software, which could simplify your shift signup and exchange processes. Consider trying it out and sign up for a free account on our website. Your operational efficiency might thank you for it!

Shift work glossary