Avoiding 7 Employee Scheduling Mistakes in 2023

Mon, Sep 11, 2023

Read in 7 minutes

How to avoid the 7 most common employee scheduling mistakes in 2023? This article covers mistakes like not planning ahead, not considering employee availability, and not using technology to optimize scheduling. By avoiding these mistakes, you can improve your employee scheduling process and save time and money. And how does employee scheduling software play a role in efficient workforce scheduling?

Avoiding 7 Employee Scheduling Mistakes in 2023

Why Employee Scheduling Matters?

To manage employee schedules may seem like an easy task, but it takes special skill and dedication to make an effective schedule that is not burdensome to the employees. Prevent employee scheduling conflicts with the right tools and tips and take the right step towards the successful future of your organization.

That is one line which is said by many, but hardly anyone has concrete solutions for the problem. Scheduling tools and tips are readily available online, but are they the right fit for your business? To know that you need to understand the basics first.

Employee scheduling is the process of creating and managing work schedules for employees. It is an important task for any business, as it can have a significant impact on the company’s bottom line, employee morale, and customer satisfaction.

Why Is It Important?

  • It ensures that the right number of employees are available to work at the right times.
  • It helps to manage labor costs.
  • It helps to reduce employee turnover. 
  • It helps to comply with labor laws. 

Now you might already know these points but are you still stuck in a loop of never ending mistakes? Employee scheduling can be a complex task, but it is essential for any business that wants to be successful. By carefully considering all of the factors involved, businesses can create schedules that are efficient, effective, and fair to all employees.

Mistake #1: Not Planning Ahead

This is one of the biggest mistakes businesses make when it comes to scheduling. Don’t wait until the last minute to start planning your schedules. The earlier you start, the more options you’ll have and the less likely you are to make mistakes.

If you do not have a clear plan ahead you will be left scrambling for replacements at the end moment. Efficient Workforce Scheduling is considered successful when you and your employees are aware of the schedule. And even then what if someone calls in sick, goes on a vacation or is simply late for the shift. 

Even spreadsheets or calendar apps will fail with last minute scheduling. That’s where a Scheduling Software will help you out. Instead of sitting through and doing hours of work, you can finish it in minutes when you decide to automate the whole process. An employee scheduling software will allow you to make schedules in advance, make any adjustments according to the needs and send instant notifications to the employees.

Mistake #2: Not Considering Employee Availability

If you want to boost the overall productivity of the business, you must have an effective way to track the availability of the employees. Make sure to take into account your employees’ personal commitments, such as school, childcare, and other obligations. Don’t schedule them for shifts that they can’t work.

This will result in high employee turnover rate, reduced productivity and less employee satisfaction. To avoid the mistake of not considering employee availability, businesses should implement effective scheduling practices. 

Manage employee schedules easily with a scheduling software that will allow you to check when a particular employee is unavailable for the shift. If the software allows, you can even give your employees the power to select the desired shift. 

Mistake #3: Not Communicating Scheduling Changes Effectively

Once you’ve created your schedules, be sure to communicate them to your employees in a timely and clear manner. This will help to avoid confusion and also prevent employee scheduling conflicts. 

Even if you have a general idea of the availability of the employees, if you do not communicate properly the chances of error increase. Once a schedule is made, an employee scheduling software must send the notifications so that the employees are aware of their schedules and they can plan ahead. To avoid this mistake, businesses should prioritize clear and timely communication of scheduling changes.

If the employees are made aware of their schedule at the last minute this could lead to employee frustration, operational disruptions and last minute no shows. 

Mistake #4: Not Using Technology To Optimize Scheduling

If you are still using the age old methods of scheduling like pen and paper then that is the biggest mistake you are making in employee scheduling. You can save so much time if you improve employee scheduling with an employee scheduling software. Organizations are losing millions of dollars while making the mistake.

We are living in the 21st Century, if you are still not using technology for your advantage then you are lacking and giving the competitors the competitive advantage. With a powerful and easy to use Scheduling Software in your hands you can easily solve half of the scheduling problems and streamline your operations. There are a number of scheduling software programs available that can help you automate the process and make it easier to manage. These programs can also help you to avoid mistakes and improve efficiency.

Novagems is one such software that will help you. With enticing features like- 

  • Create multiple schedules in advance, and even color code it for better clarity. 
  • In app communication to reduce the error of miscommunication.
  • Send automated notifications once the schedules are made and published. The app even sends automated alerts in case any job duty is missed. 
  • The app allows the employees to pick open shifts based on their availability and qualifications. 
  • Get real time alerts and notifications of what the employees are doing during the shifts.
  • Maintain proper records with digital timesheets and reduce the error in miscalculations.

Mistake #5: Not Enforcing Scheduling Policies

It’s important to have clear scheduling policies in place and to enforce them consistently. This will help to ensure that everyone is treated fairly and that the scheduling process runs smoothly. One of the important Scheduling Tools and Tips that you need to be aware of is whatever software you are using, it should be incorporated into the company’s ongoing scheduling policies. 

Labor laws such as the Fair Labor Standards Act (FLSA) and local predictive scheduling laws can impact your shift scheduling activities. If you are still using spreadsheets to maintain the compliance laws your company can face hefty penalties. With an Efficient Workforce Scheduling software you can keep track of the labor laws and configure the system accordingly.

Mistake #6: Not Allowing For Flexibility

Things don’t always go according to plan, so it’s important to be flexible with your schedules. Be prepared to make changes as needed, such as when employees call in sick or have to take time off for personal reasons.

Prevent employee scheduling conflicts easily if you allow flexibility to a certain extent. Do not allow the employees to work overtime and do not allow them to work less than required hours. With optimum flexibility, the employees can enjoy a balanced work schedule, have high morale, and overall enjoy working. 

This allows the organizations to retain their high performing employees. Having an open communication plays a crucial role in flexibility as the managers need to check that there is no time theft happening. An Efficient Workforce Scheduling software will allow you to enjoy the benefits of scheduling the workforce. 

Mistake #7: Not Addressing Overscheduling

Overscheduling can lead to employee burnout and decreased productivity. Make sure to monitor your schedules and make adjustments as needed to avoid overscheduling employees. One of the commonly overlooked employee scheduling tips is to watch out for employee burnout. 

You can easily improve employee scheduling with a workforce management software that keeps the check on instances like this. If an employee is being given the same undesired shifts then they can face morale issues. Sure you might allow your employees to work according to their schedules, but that should not cross the line to overtime. 

This will only cause a rise in payroll expenses and employee frustration, increasing the risk of fatigue, sleepless nights. Managing employee schedules can be tricky as you need to handle these kinds of situations. 


By taking the time to avoid these common scheduling mistakes, you can improve your employee scheduling process and create schedules that work for everyone. If you’re struggling with employee scheduling, there are a number of resources available to help you.

Novagems offers many integration features that allow the managers to automate the process of scheduling, tracking and managing the workforce. Say goodbye to employee scheduling mistakes and manage employee schedules perfectly. Employee scheduling tips are not something that can be learnt in a day but they take time and patience.

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