Struggling with understaffed peak shifts and last-minute no-shows?
Scheduling temporary workers in the industrial sector is a headache for plenty of businesses, especially when managing diverse shift schedules.
That's why we've compiled this list of best practices for scheduling temporary workers across multiple shifts. We cover forecasting, effective communication, incentives, and every other tip you need to keep your business running smoothly.
Use Forecasting
One of the keys to effective temporary employee scheduling is using accurate forecasting. This allows you to precisely predict labor demand and avoid issues with understaffing or overstaffing.
Let's take a look at how you can use historical data and trends for proactive planning, as well as some of the tools that can help you do this.
Workforce analytics: Historical data and trends
When we talk about historical data in terms of shift schedules, we're referring to your company's staffing records from previous months and years. By analyzing this data, you can identify patterns in factors like seasonal fluctuations and customer demands.
Any recurring patterns or trends can then be used to inform your future staffing decisions and scheduling process.
For example, if you run a manufacturing plant, you can analyze production data and pinpoint peak periods of demand during the year. Then, you can adjust your shift planning for temporary workers to ensure your business meets this demand.
Tools for accurate forecasting
Companies are increasingly relying on advanced AI-powered workforce analytics tools to help them schedule temporary workers. This is the best way to streamline the process and ensure you get it right. For instance, studies have shown that AI-powered forecasting models can predict staffing needs with over 90% accuracy.
The tools can analyze a range of variables, such as promotional offers and weather forecasts, to predict required future staffing levels. They can then identify subtle patterns and correlations in this data that would be hard or impossible for a human to detect.
Match The Right Workers To The Right Shifts
Managing shifts and scheduling employees isn't all about cutting-edge tech. Sometimes, it's as simple as ensuring the right workers are assigned to the right shifts. This means matching workers to shifts based on their experience, reliability, and skills.
When you assign shifts that align with employee preferences and strengths, you ensure the worker can efficiently perform the required tasks and eliminate the need to find extra cover for them when they're unable to. Plus, effective shift matching can reduce employee turnover, increase productivity, and improve employee satisfaction.
Let's take a look at how to do this.
Worker profiles and availability tracking
Maintain detailed worker profiles that include current information on employee availability, skills, and performance history. This makes it much easier to match workers to specific shifts.
Additionally, use real-time availability tracking software so that you can quickly adjust schedules if last-minute changes arise.
AI and worker performance data
As with forecasting, AI tools are also very useful for shift matching. For instance, you can use AI-powered employee scheduling software to automatically assign shits based on specific criteria. These tools consider factors like preferred shift times and days off to create schedules that appeal to temporary workers.
Communicate Effectively
Naturally, you may have fewer interactions and less direct communication with temporary workers than with full-time staff members. However, clear and consistent communication is still vital when managing temporary workers across multiple shifts.
By following the tips below, you can ensure your temporary staff are engaged, well-informed, and motivated.
Open clear communication channels
Your business should establish dedicated communication channels for your temporary workers. You can use these channels to give them important information about expectations, policies, and schedules.
Additionally, employees can use the channels to communicate with other employees and manage their own shift-swapping activities.
Some of the best tools and apps for this include:
Slack
Beekeeper
Microsoft Teams
You should also host regular team meetings, use bulletin boards, and send email updates to provide temporary workers with real-time scheduling information.
Proactively address issues
As a business owner or manager, you'll inevitably have to deal with your employees' issues and concerns. The best way to do this is to encourage open dialogue and provide clear processes for addressing these concerns.
For instance, if a temporary worker is worried they can't cover a shift or wants to swap shifts with another employee, you should tackle this head-on before it has a negative impact on your scheduling.
Encourage feedback
Create a feedback loop with your temporary employees where they can tell you about their scheduling experiences and provide insights into how your processes can be improved. This is vital as employees are 4.6 times more likely to perform their best if they feel like they're being heard.
Implement Incentives
Offering incentives can greatly improve shift coverage, worker reliability, and operational efficiency. They help motivate temporary workers to take on shifts during peak periods and maintain consistent attendance.
Here are some of the ways you can implement incentives:
Offering bonuses
Although you want to avoid increasing your labor costs, peak-time bonuses encourage temporary workers to take shifts during your busiest periods. Plus, if you have adequate coverage during critical times, you can reduce the need for industrial overtime, which actually helps keep labor costs down.
You can also motivate temporary workers to maintain reliable work schedules by offering bonuses for perfect attendance and consistent on-time arrivals.
Foster a positive working environment
It may sound overly simple, but temporary workers are more likely to fill shifts if they look forward to coming to work. This means creating an environment where they feel valued and respected is vital.
So, ensure you recognize their contributions to the business and include them in team activities with your full-time staff.
Ensure Compliance
When scheduling temporary workers, it's crucial you adhere to labor laws and regulations. This protects you and your employees from any legal consequences and fosters a sense of security among your staff.
Failing to comply with the laws and regulations of the U.S. Department of Labor (DOL) can lead to legal disputes, fines, and reputational damage to your company.
With that in mind, let's discuss the ways your business can ensure compliance.
Awareness of labor laws and regulations
In the industrial sector, temporary workers are entitled to many of the same rights as permanent employees. These include safe working conditions, fair treatment, and compliance with working time regulations.
Yet, the nature of temporary work often leads to employees being misclassified. To avoid this, ensure management and HR are fully aware of the legal entitlements of your temporary workers and diligently comply with them. Some examples of the laws and regulations include:
Occupational Safety and Health Act (OSHA): The OSHA guidelines are designed to protect permanent and temporary workers from hazards and ensure a safe working environment.
Fair Labor Standards Act (FLSA): The FLSA guarantees minimum wage and overtime pay, ensuring temporary workers are compensated fairly.
State-Specific Laws: You also need to stay up to date with the laws and regulations for your specific state. For example, New Jersey's Temporary Workers' Bill of Rights grants rights to temporary employees in certain manufacturing positions.
Continuous monitoring and adjustment
Once you're fully aware of the federal and state-specific laws and regulations, you need to regularly review your scheduling practices to ensure ongoing compliance. This involves:
Utilizing feedback mechanisms
Real-time monitoring
Data analysis
Tech integration
Compliance audits
These practices don't just help you comply with laws and regulations but also improve employee satisfaction and optimize your temporary workforce management.
FAQs
How can I onboard temporary workers effectively?
Some of the ways you can onboard temporary workers effectively include:
Providing clear job descriptions with expectations and responsibilities.
Assigning points of contact for queries and guidance.
Hosting orientation meetings that cover all key information.
Providing practical training and safety courses.
Hosting virtual meetings for efficient remote onboarding.
How do I address a high turnover among my temporary employees?
The primary way to reduce temporary employee turnover is to offer competitive pay and incentives and ensure workers are paid on time.
Should I allow temporary workers to self-schedule their shifts?
Ultimately, it's up to you to decide whether self-scheduling will benefit your business. When making this decision, there are several upsides to consider, such as:
It can improve employee satisfaction and lead to a better work-life balance.
It can increase productivity and reduce turnover rates.
It allows temporary workers to choose shifts that align with their skills and preferences.
Final Thoughts
Effectively scheduling temporary workers across multiple shifts requires a strategic approach. This involves following best practices such as open communication, forecasting, and implementing incentives. Once you do this, you can improve satisfaction among temporary workers, enhance productivity, and ensure smooth business operations.
If you're looking to streamline your temporary worker scheduling process, you need Traba. Our smart staffing platform allows you to match pre-vetted, qualified temporary employees with the right shifts. As a result, you can find skilled, reliable workers quickly and leave your staffing issues behind.
