Typical Workplace Scheduling Headaches

Workplace scheduling is something that can definitely create a lot of headaches for managers and business owners. This is because it can be complicated, tedious, and stressful. If managers and business owners do not make schedules properly, then too few, or too many people can be scheduled for a given shift. Both of these situations are undesirable. Here are some of the most common workplace scheduling headaches.

1. Creating the schedule

Many managers still rely on old methods for their shift planner, such as writing schedules on pieces of paper, or doing them on excel sheets. The problem with these methods is that if a single mistake is made, then the entire thing can have to be redone. Also, it can take a lot of time.


2. Approving shift or shift swap requests

If an employee requests an extra shift or a shift swap, then this can throw off the entire schedule. And we all know that shift planning is difficult to begin with, let alone when it comes to altering and distributing new copies. It’s fine for employees to swap shifts, but it can make calculating work hours harder at the end of the month.

3. Deal with sick or absent employees

If an employee gets sick or just does not show up for work for some reason, then a manager can have to rush to find cover for that day. This can be a major struggle. Oftentimes this process can happen early in the morning or late at night, which does not help stress levels. Making schedules that account for illness is almost impossible, as it can lead to you having too many staff in.

4. Communicating schedule changes

Once the schedule is changed, the whole team often needs to know about it. So, if a manager changes the schedule, it will need to be distributed to the team to keep them updated. This can be a very tiresome process, not to mention needing to calculate hours again.

5. Incorrect timecard calculations

Using a time clock seems like a great idea, but can sometimes lead to employees saying they have worked longer than intended. This not only leads to lost profits, but a loss of trust too. Calculating time cards incorrectly can also mean staff don’t get paid as much as they should, or that they might lose out on breaks.


Using traditional methods, shift planning can be very difficult. However, alternative methods exist that can dramatically reduce stress levels for managers when it comes time to make a schedule. These alternative methods include using work scheduling software such as the Ximble app. Apps for scheduling employees can allow managers to make schedules, make updates, distribute the schedule, calculate hours, manage shift swap requests, and even clock employee work hours all from the convenience of their phones! So, if you find yourself having workplace scheduling headaches, it may be time to consider switching to staff scheduling software such as the Ximble app.

Karin Jakovljevic

About the author

Karin Jakovljevic

Karin Jakovljevic is the head of marketing at Ximble, a powerful, cloud-based workforce management system, simplifying employee scheduling and time tracking for retailers, restaurants and small businesses.

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