The Benefits of Self-Scheduling for Shift Workers

What is self-scheduling?

Self-scheduling is a modern approach to workforce management where employees are given the autonomy to select their preferred work shifts, within the parameters set by the organisation.

This strategic shift from traditional scheduling methods (where teams are typically told what shifts they’ll be working with little input) builds a more inclusive and empowering work environment.

By actively involving staff in the scheduling process, organisations can increase job satisfaction, reduce turnover, and increase overall productivity.

What are the benefits of self-scheduling?

There are a number of benefits when using self-scheduling which we’ve highlighted below:

1) Enhanced employee satisfaction

Self-scheduling empowers employees to choose shifts that align with their personal lives, promoting a healthier work-life balance and increasing job satisfaction.

In fact, a study found that employees who could adjust their schedule were 60% more likely to report high job satisfaction than those without that flexibility. It also showed a decrease in job stress by 20%.

2) Improved retention rates

By fostering a culture that values employee autonomy and preferences, organisations can significantly reduce turnover rates, retaining top talent for longer durations.

A study by the University of Minnesota found that implementing flexible scheduling practices reduced employee turnover by 45% after controlling for multiple factors like job level, organisational tenure, job satisfaction, and income adequacy.

3) Increased productivity

When employees have the freedom to choose their preferred shifts, they are more likely to be engaged and productive, contributing positively to the organisation's bottom line.

Research by the Society for Human Resource Management (SHRM) found that companies with flexible work arrangements had a 12% increase in productivity compared to those without such arrangements.

4) Optimised operational efficiency

Leveraging technology to facilitate self-scheduling can streamline operations, minimising administrative burden and optimising resource allocation.

In one recent case study, we found using effective scheduling tools helped reduce administration time by 67% within a busy tertiary hospital setting.

5) Transparent communication

Self-scheduling promotes open dialogue between management and staff, fostering a transparent work environment where employees feel heard and valued.

Staff members are better informed about scheduling dynamics and organisational constraints too.

6) Promotion of responsibility and accountability

“When people are financially invested, they want a return. When people are emotionally invested, they want to contribute.” - Simon Sinek

Giving employees the reins of their schedules encourages a sense of responsibility and accountability, fostering a culture of proactive participation and teamwork.

7) Flexible response to change

In rapidly changing work environments, self-scheduling allows for a more agile response to fluctuating demands, with employees having the flexibility to adapt to changing shift requirements swiftly.

It also acknowledges the diverse needs and preferences of individual employees, allowing them to balance work commitments with personal responsibilities more effectively.

8) Cost-efficiency

By decreasing turnover rates, organisations can save considerable resources, making self-scheduling a cost-effective solution.

SHRM found that companies with flexible work arrangements saved an average of $2,000 per employee in turnover costs.

9) Fosters a collaborative work culture

Self-scheduling encourages collaboration and mutual respect among team members, as they work together to create balanced and fair rosters.

10) Facilitates better work-life balance

Through self-scheduling, employees can better manage their work commitments alongside personal responsibilities, fostering a more harmonious and balanced life.

By integrating a self-scheduling system, organisations stand to gain substantially, creating a win-win scenario that bolsters both employee well-being and organisational success.

What are some of the challenges of self-scheduling?

It's important to note that self-scheduling requires a carefully crafted framework to manage potential challenges such as overlapping requests and ensuring fair distribution of work hours.

Here's a list of potential challenges to keep in mind:

• Clear structure required - for self-scheduling to work, it needs to be clearly defined what shift options can be chosen. Often there will need to be a mandatory number of 'bad' shifts chosen such as weekends.

• Overlap of preferences - employees might gravitate towards similar shifts, leading to an overlap of preferences and a potential shortage of staff during other periods.

• Complexity in management - handling numerous individual preferences can complicate the scheduling process, making it a potential administrative nightmare if not managed adeptly.

• Potential for favouritism - without proper guidelines and monitoring, self-scheduling can sometimes give rise to favouritism, where certain individuals monopolise preferred shifts.

• Compliance issues - ensuring that the self-scheduling system adheres to labour laws and contractual obligations can be a challenging task, requiring meticulous planning and oversight. 

• Resistance to unpopular shifts - employees might resist taking up less favuored shifts, potentially creating gaps and imbalances in the workforce distribution.

• Difficulty in meeting business needs - striking a balance between employee preferences and organisational needs might prove challenging, potentially affecting operational efficiency.

• Education needed for success - if your team members are not on the same page around how a self-scheduling framework would work, it can lead to frustrated staff not understanding why they are given certain shifts.

By being mindful of these potential pitfalls and proactively addressing them, organisations can craft a self-scheduling system that works harmoniously, benefiting both employees and the business.

Digital tools like RosterLab help solve common self-scheduling challenges by using rule-based systems to ensure fairness, eliminate bias, support compliance, and maximise staffing coverage.