Preference-based scheduling

Preference-based scheduling (in shift work): Assigning shifts based on employee-stated preferences.

Preference-based scheduling

This method assigns shifts according to the preferences expressed by employees. It empowers team members to take control of their own schedules, making them more engaged and satisfied in their roles. This fosters a positive work environment while ensuring coverage needs are met.

What is preference-based scheduling

It’s a scheduling approach of assigning work shifts based on the expressed preferences of employees regarding their working hours. For example, suppose an employee prefers to work morning shifts because they have family commitments in the afternoons. In that case, effective preference-based scheduling would prioritize that employee’s request when organizing the shift calendar. It’s not about completely disregarding business needs but rather finding a balance that accommodates both employee preferences and operational requirements.

This method contrasts with rigid scheduling systems that assign shifts without considering individual needs, potentially leading to low morale and high turnover. For instance, if a retail store manager unilaterally assigns evening shifts to employees without regard for their requests, it can lead to burnout and dissatisfaction. By utilizing preference-based scheduling, managers create a more dynamic atmosphere where employees feel valued and their voices are heard.

Moreover, preference-based scheduling can lead to improved attendance, reduced absenteeism, and increased productivity. Employees who are granted their desired shifts are less likely to call in sick. This arrangement also demonstrates a commitment to employee well-being and work-life balance, which is crucial in today’s workforce. It’s important to maintain an open dialog with your team to ensure that preferences are communicated effectively. In summary, preference-based scheduling serves as a win-win strategy, aligning employee satisfaction with operational efficiency.

Best practices

Communicate regularly about preferences. Regular check-ins ensure you know how employee needs evolve.
Use scheduling software that allows for easy input of preferences. This way, employees can quickly update their preferences, enhancing accuracy.
Balance preferences with business needs. Track peak times and necessary coverage so that all preferences are fairly accommodated without compromising service.

Common pitfalls

Ignoring business requirements can backfire. If everyone wants the same shifts during peak hours, your operations may suffer.
Overcomplicating the process with too many factors can lead to confusion. Stick to simple preference input and scheduling.
Failing to update preferences can cause dissatisfaction. Encourage employees to regularly revise their preferences to reflect their current situations.

How we can help

We know that managing shift scheduling can be tricky, and finding the right solution for your team is essential. While there are numerous options for self-scheduling tools, they don’t all fit every organization.

We’re building our self-scheduling software, Zelos Team Management, with specific insights into shift management complexity. If you’re curious about exploring how a proactive approach to preference-based scheduling could work for you, sign up for a free account today.