Mitrefinch logo

How to optimize employee work schedules

Published: June 7, 2017

In today’s workplace, the typical 9 to 5 schedule just doesn’t cut it anymore. Now, employees expect more flexibility if they have to provide good customer care, remain engaged in their jobs and increase productivity. To make the most of their time and aid them in remaining productive, managers have to optimize work schedules accordingly. The following are some ways this can be made possible:

Adjusting labor to meet changing demands

Failure to do so in this day and age can result in one of two things. Either your organization will be overstaffed or understaffed both which can result in compromising production and decreasing morale.

However, by adjusting labor to meet changing business demands, you can ensure your employees do not feel overworked or feel as if they are wasting their time. When work demands increase, hire more people and when they level out, stop hiring. This might sound easy in concept but can be challenging when you take policies, skills and overtime into account.

Adjust schedules for unexpected surprises

Even the best schedules can go awry if the unexpected occurs. For example, if most employees of a department call in sick you cannot shut down production. With appropriate scheduling practices, you can have a bird’s eye view across the organization. This will help you locate qualified employees who can take their place and ensure production does not stall for long.

Providing managers the tools they need to make this easier will take the burden off your hands and into the hands of people who are trained for this. It will also prevent the need to change hours all without compromising business.


A single 9 to 5 shift is not realistic in an age that covets flexible options. In order to meet this demand, consider giving out part time, extended and split shifts to your employees to increase retention. These flexible options will also make employing more people easier and especially those that have the skills you need. Some of your employees might also prefer longer shifts at night so that they can have weekends off for their family or other obligations.

This is actually a win-win situation for your business since you will be able to get employees to work more on weekdays. The trick is to manage their schedules to get the most out of their workday all without overworking them. It will also go a long way in reducing scheduling conflicts and increase employee morale in the workplace while reducing hiring costs.

Speed it up

The main challenge in optimizing schedules this way is getting in touch with employees when you need them. If yours work out in the field mostly, this can be particularly challenging. However, if you already have a system in place with their contact info, this can be done easily via notifications.

In this case mobile apps can benefit you by opening up multiple channels of communication. A simple system can allow you to broadcast your needs to your whole team and receive their replies in tandem as well. This way you can fix scheduling conflicts quickly and easily.

Don't waste time

Empower your teams with integrated Time and Attendance and HR solutions