Everyone knows the old saying, “People aren’t born good leaders, they become them.” Is this true, and what leadership traits does one need to have to be a good top manager? We tried answering this question while writing this article. Perhaps we’ve all dreamt of becoming leaders and big bosses once in a while, or even small department managers when we were ordinary employees. Of course, we were sure we’d handle our new position no worries, as we were all keen to climb the career ladder quickly. Has any of us considered what exactly keeps us from having a skyrocketing career? Perhaps we don’t possess the great leadership skills that good and experienced directors should have.

Don’t get too upset already, as any trait can be nurtured and developed. If you wish to one day hold your boss’s position, you need to develop qualities that will lead you to success. Now we will talk about personality and character traits any good company leader should possess.

Confidence

Confidence is perhaps one of the most valuable leadership traits; lacking it will make things hard for anyone who wants to take on a managerial role. Any successful person radiates confidence in themselves and in the coming day. This kind of person quickly makes a good impression on others. People listen to confident people and follow them. It’s important not to overdo this. Your confidence needs to be backed up by your accomplishments, knowledge, and skills. You can’t be confident in yourself if you have nothing to show, as people who are aware of the situation will see through your bluff. If you truly want a promotion, you must overcome any lack of confidence in your knowledge and actions, no matter what. Victory on the battlefield and in the office race favours brave and self-confident people!

Orderliness

Orderliness is another key leadership skill any ideal boss should demonstrate. Before properly shaping and organising staff work processes, you need to be able to organise your day, plan your schedule and make good use of daily time. How disciplined or undisciplined you are can directly influence how your employees work. If you can’t plan your daily routine, you won’t be capable of managing an entire staff. Being organised is one of the greatest leadership skills. It starts with discipline and self-discipline. It’s about creating a strict work plan and sticking to it. You must be orderly and set an example for your employees.

Imagine that you finally got the desired boss position and are in charge for a couple of years. While doing that, you also constantly arrive late for work, return late after lunch breaks and spend hours a day talking to your friends and family over the phone. How do you think your workers are going to react? I doubt you’ll maintain authority and be a good example for your employees after such disorganisation. Remember that if you’ve made it to the boss position, you have to become an embodiment of success and effective work; otherwise, your lack of self-discipline will breed similar attitudes among employees.

Respect the people around you

Upon becoming the boss and moving to a bigger office, many workers tend to forget that they were once regular workers and started at the bottom of the career ladder. People like this often begin treating their employees with bias, arrogance, and disrespect. If you wish to become a world-class leader, don’t engage in this sort of inappropriate behaviour. Remember that whatever position you currently hold in the company, you must treat those who surround you with respect, both colleagues and subordinates. Every time you want to insult someone or treat a worker disrespectfully, remember you were once in their position. You also faced hardships when learning new things and were probably displeased with the contemptuous way your boss treated you.

Determination

Determination is a leadership trait which you won’t be able to run a company properly without. Whether it’s a business or a small department in a big corporation, we have to admit that without determination, it’s tough to achieve anything in life for both leaders and ordinary people. If you really want to reach the top or already hold the position, you must be absolutely determined. Don’t fear anything. Learn how to make timely, important, and responsible decisions on your own without offloading the burden onto your employees.

Advanced tech skills

This seems obvious. Someone aiming for the highest position must keep up with the times, knowing how to use modern technology, computer software, and various apps. It will be hard for you to manage staff if you don’t have the same skills as your employees. Moreover, you need to stay a step ahead of your workers and teach them new things. Implement new programmes and ways of working while being technically savvy. If you aren’t an expert in what you are doing and managing, you won’t be respected and could fall prey to deceit. That’s why to have great leadership skills, you have to stay progressive and aware of everything happening in your company.

These aren’t the only great leadership skills a good company CEO should possess. The next section of the article will discuss other traits that will make you a good company manager or help you get the position faster. Learn about other top manager skills in the second part of this article: Main leadership skills for top managers. Continuation.

While people couldn’t imagine working remotely 10 years ago, nowadays every other company employs at least one remote worker. Large corporations and enterprises have entire teams of remote workers, whose presence in the office isn’t required. PR managers, HR experts, copywriters, journalists, photographers, bloggers, and accountants are among the professions created or adapted for remote work, and this list can endlessly expand. Instead, let’s talk about effective ways to motivate staff so remote workers can stay cost-effective and productive.

Initially, motivating remote employees might seem challenging, as these are often independent and a bit particular individuals. By following our worker motivation advice, you’ll become adept at motivating and managing staff, even if they work thousands of kilometres from your office.

First and probably the most important advice: Stay in touch

We live in an era of social networks, Skype meetings, and endless business emails. On one hand, being constantly reachable via social networks and messaging apps, or holding Skype calls once a week, can seem demanding. On the other hand, staying connected with remote team members allows them to ask questions whenever needed. This helps prevent mistakes that can cause significant financial losses for the firm. Don’t spend an excessive amount of time on calls; just remain online or set a specific window when you’ll be available for your employees. For instance, establish a time from 1 PM to 2 PM on Mondays and Wednesdays to communicate with a particular worker.

Second, although not less important advice: Formulate tasks clearly and precisely

At first glance, remote work seems straightforward: provide an employee with essential information about your company, explain specific work details, assign a task, and supervise its execution. However, articulating the task clearly and precisely is even more crucial. Don’t assume a remote worker who doesn’t grasp the task will ask numerous follow-up questions. Most workers won’t trouble themselves with this and will perform work grounded in their understanding. Not all workers want to redo tasks if you’re unhappy with the initial completion. Therefore, managing remote staff should involve giving clear and precise directions. This facilitates building a fruitful, long-lasting partnership. Explaining everything clearly from the outset avoids wasting time and money when mistakes occur.

Third equally important advice: Hand out bonuses

Financial incentives are a classic approach, but it’s still a tried-and-true motivation strategy. Everyone likes being paid, and they favour bonuses even more. If you notice an employee meets deadlines, takes initiative, is polite, diligent, and occasionally works extra hours, don’t be tight and establish a system of small bonuses or pay larger sums out quarterly or bi-annually. This way, workers will remain interested in their work and perform it both promptly and happily.

Fourth advice: Original presents

This approach is best for employers who are passionate about their business and value each person involved. When you’ve known a remote employee for years, and they’ve consistently performed their job well, they deserve respect and even friendliness. That’s why unique, thoughtful gifts can boost worker motivation. For example, if an employee is a long-time hockey fan, gift them hockey match tickets for their birthday or at the end of a quarter. If there’s a married woman in your company spending too much time on projects, give her two movie or theatre tickets, so she can have a nice evening with her husband. Although remote workers are distant, they’re still a crucial part of your team and deserve to be treated without bias and encouraged just like regular office employees.

Fifth vital advice: Trust

An experienced CEO needs to be involved in managing remote employees and overseeing operations but shouldn’t forget about trust. Of course, if you’ve never hired remote staff before, adjusting to specific aspects of this process and learning to trust workers and empower them can be challenging. While managing remote staff, you can’t monitor their every move, how much time they spend in front of their PC, how often they visit the kitchen or get distracted by phone calls, yet you need to learn to trust them. When you hire someone for remote work, it’s crucial to assess how responsible, goal-oriented, qualified, and capable they are at setting priorities. Experienced top managers can easily spot a slacker and add a hardworking expert to their team.

Sixth advice: Set deadlines

When assigning a task to an employee, it’s essential to set a deadline and make them aware of the repercussions of not meeting the deadlines. Without a set deadline, workers may become lazier and focus on their interests instead of attending to assigned tasks. Consequently, the work will be completed at the last minute and haphazardly.

Seventh advice: Good attitude

Unfortunately, it’s quite hard to find a job where you’re appreciated, respected, and your opinions are valued. That’s why today, a positive attitude towards employees is incredibly valuable. Many people trade their office for remote work because they’re tired of employers exploiting them and work environments that feel more like a hornet’s nest. Employers with remote teams must treat them with respect. Ask how their day was, if their families are alright, and what the weather is like in their cities. It’s important not to make these conversations too intrusive or overly familiar.

Friends, we hope these tips prove useful for managing remote teams and help build long-lasting, productive relationships with them. Remember, you hold the responsibility for organising the workflow effectively within your company. Only the most experienced, talented, determined, and forward-thinking employers will elevate their business to the top.

Relationships between the employer and staff members are the basis of creating a microclimate in any organisation. Many CEOs fail to grasp the principles of effective employee communication and think they naturally possess these skills. Let’s not forget we live in ever-changing and dynamic times. The modern job market is full of confident and competitive individuals from various professions. In the past, employees were expected to silently endure unjust aggression, bias, penalties, and reprimands. Nowadays, even less qualified workers carry themselves with respect and change jobs on a whim without fear of being unwanted in the job market. Many experienced employers understand just how difficult it is to find qualified, honest, and loyal employees. That’s why fine-tuned organisational communication plays a crucial role in any company. To make a business run smoothly, both employees and employers must compromise and consider every spoken and heard word while maintaining courtesy. Let’s explore the best ways of communicating with staff members and the measures that should be put in place to make your team the most effective workforce you’ve ever had the pleasure of managing.

Most commonly used internal communication techniques

Being the head of a company isn’t the easiest thing. Financial liability and employees themselves fall under your responsibility. A top company manager must be wise, flexible, constantly consider their decisions, and know the right ways to delegate power. There are numerous team management seminars, webinars, and training sessions where you can gain the necessary knowledge and skills. Any self-respecting employer needs to attend at least one of these seminars to stay updated with the latest trends in hiring and managing staff. You must also work on your style of employee management.

Typically, several internal communication techniques are discussed during various professional training seminars:

• Authoritarian. All important decisions are made solely by the employer, who imposes strict systemic control over the execution of all tasks. Under this management style, all initiatives and individuality are severely restricted.

• Anarchistic. The employer attempts to stay out of company daily business and employee work as much as possible, letting things run loose while abandoning all responsibility for results.

• Democratic. An employer aims to increase the role of employees in decision-making, giving them an opportunity to voice their opinions and make decisions of secondary significance on their own. Furthermore, all new solutions, collective goals, and company objectives are regularly discussed, with each worker having the right to vote.

In addition to this, employers can use joint creativity in employee management. The essence of this style lies in achieving positive results, set goals, and tasks through the combined efforts of employees and the employer.

Each of these methods is good in its own way and suitable under certain circumstances. The authoritarian approach can yield reasonable results due to constant control, but it can only be used in critical situations. The democratic method can be implemented when the company lead is highly capable and proficient in managerial skills. Without this, obtaining a good result from the democratic internal communication technique is practically impossible.

An experienced company owner must have a degree of foresight. Most importantly, they need to analyze the behaviour and character traits of all team members, determine the potential of all employees, and anticipate the possibility of different scenarios. All these factors must be considered when choosing the right style of organisational communication.

Feedback is a valuable skill in communicating with employees

The ability to establish proper feedback has been considered one of the most crucial communication skills needed for effective employee communication among company leaders for quite some time. Even the young and seasoned CEOs need to be able to talk to employees, resolve any misunderstandings, offer praise or point out areas for improvement, properly delegate authority, and provide advice on various tasks. Communicating with staff members should be straightforward for a CEO. A company head must be capable of reaching out to any workers, even the most unruly and capricious ones, as proper feedback is the cornerstone of mutually beneficial communication. Initially, it may seem that calling in a worker to discuss issues is an easy task. It turns out it’s not easy at all. Most psychological and sociological studies conducted by hundreds of companies worldwide have shown that feedback is the most challenging aspect of employee-employer relationships. Many workers experience stress during poorly conducted face-to-face conversations with their supervisors and due to the absence of a properly established feedback process. They are too afraid to speak their minds, feel underappreciated, worthless, and humiliated. A non-existent or poorly set-up feedback system disorients workers within the organisation and decreases their motivation to strive for the common goal. A talented and wise CEO must understand that feedback is a valuable tool that enables you to:

• Correct an employee’s behaviour in the team

• Encourage an employee towards growth and development in a particular department

• Express gratitude and highlight the importance of an employee

• Motivate workers towards new achievements

• Determine the cause of an employee’s misbehaviour

Now let’s explore some internal communication techniques that will help you establish a proper feedback system. By following them, you’ll be able to communicate easily with your employees.

Rule N1: Be precise with goals

Before meeting with an employee, understand what aim you’re pursuing and write it down. Ask yourself: “What do I want to achieve during this meeting?” This will make the conversation much easier.

Rule N2: Have a time and a place for talks

It is crucial to discuss only recent events when talking to the worker. The best practise is to contact an employee and discuss an event that recently happened to them. There is no point in bringing up the time they were late for work 3 years ago if they were late last week. When you notice some employees having problems with a project yesterday or a few days ago, that’s the time to discuss this issue and offer some advice.

Rule N3: Involve employees in discussions

All employees across companies want to feel needed, important, and heard. Allow your employees to express themselves. First, it’s a good way to foster worker independence and responsibility for decisions made during the discussion. Second, by denying staff the right to voice their opinion, you may deny yourself useful information and even end up in an awkward position. You can also uncover the true potential of an employee, get a few good ideas, and even gain new experience.

Rule N4: Praise in public, criticise in private

This is an essential rule! There are many reasons for this. Public critiques humiliate and deeply demotivate employees. Proper communication can’t exist if the head of the company publicly criticises employees with a touch of mockery. Understand that if you do this to some, you’ll do it to others, instantly putting yourself in a bad light. Praise should be given sincerely, whether publicly or privately.

Rule N5: Discuss events and actions

It’s not okay to get personal and place labels on people under any circumstances. When talking to employees, both privately and collectively, only discuss events and actions, not individuals. It’s easy to label or offend people, but it can take months or years to rebuild team communication.

How you communicate with your employees and which communication style you choose entirely depends on you. You can ignore our advice and fail to establish feedback with workers, but that might lead to a short-lived career. As a CEO, you should understand one simple thing: Both you and your employees must focus on achieving common goals and tasks, as well as making the team atmosphere as pleasant as possible. All the best, dear employers. Don’t give up on improving your skills, and you will achieve everything!

A company cannot evolve and become more profitable if it relies solely on outdated business ideas and practices. Its management must be open to trying out new concepts to adapt to the ever-evolving market. Products and services can be developed based on these ideas. It sounds simple enough, but the reality is far more complex. It’s one thing to come up with an idea, but quite another to build a project around it.

Things can get so out of control that only a third of all projects complete the production cycle on time and within the initial budget. This occurs due to errors made by inexperienced project managers. We offer you five common management issues that arise from overlooking certain aspects of project planning. By resolving them, you’ll be able to manage projects effectively.

Failing to define the project’s goal is the most significant mistake made by managers

According to several studies by the American Project Management Institute, one-third of projects fail because the people developing them lack a clear vision. It’s one of the most common management problems. That’s why it’s crucial to have a clear picture of what you are aiming to achieve, how it will benefit the company, and why customers would want to use it. Otherwise, any subsequent work will be rendered meaningless.

Let’s consider a small mobile app company that wants to enter the mobile video games market with a puzzle game. In this scenario, developers would likely discuss the following:

• Who are our target age groups?

• Should we develop a 2D or 3D game?

• How many developers will we require to work on various aspects of the game, such as mechanics, level design, concept art, sound design, etc.?

• What type of game engine should we use, and do we have sufficient budget to get its license?

• What will the game cost for the customer?

• How much of our profit will go to the company that created the engine?

All these queries need to be addressed during initial and subsequent company meetings. Managers and employees should agree on the optimal way to achieve project goals and the estimated time required to accomplish this.

Top mistakes managers make – lack of requirements

When planning a project, understanding what the final result will look like is crucial. This is one of the biggest managerial mistakes. Managers are responsible for compiling a list of requirements for the project and providing it to employees. The list should include the following details:

• The number of employees needed for different stages of project development

• Criteria for assessing the project’s quality and its components

• Guidelines for distributing the workload among workers

• The project schedule

• The list of objectives the project will achieve for the company

• Frequency of project alterations

• Initial budget size

This list should also include the final product to be developed. For a mobile video game, these might include concept artwork, audio samples, and code for various game elements like mechanics, physics, visual effects animations, etc. Each listing must include an estimated release date.

Creating estimates is another common mistake managers make

Deadlines are a common management issue that arises during project development. A competent manager needs to stay connected with the team and request updates on their progress. Are they meeting their deadlines, or do they need more time to complete each task properly?

Unexpected issues can arise, necessitating a delay in the entire project. If you fail to make the necessary calculations, you risk repeatedly postponing the deadline. To prevent future problems, it’s best to meet with every team member and evaluate their work timeliness.

Neglecting risks is a common management problem

In theory, all your plans should smoothly fall into place each time, but in reality, any project risks delays, missed deadlines, ill employees, and other adverse events. A proper risk management program reduces the likelihood of project failure by nearly half. This process isn’t too difficult but does require identifying several factors that might go wrong during a particular project. Your list of risks should include events like these:

• Failure to meet deadlines

• Working on additional features beyond the project’s original scope

• Changes to the project scope, including goals, deliverables, tasks, costs, and deadlines

A project manager’s role is to evaluate risks and determine their impact on the project. For example, you might appoint a deputy project manager who can replace the project head in their absence. Technical difficulties may also occur, like an abrupt change in hardware or software, which may require hiring additional staff. A contingency plan should cover all potential setbacks for the project.

Mistakes made by managers – having a rigid schedule

There’s no better way to ensure a steady workflow than by scheduling your team appropriately. The timetable must clearly outline the workload and deadlines. All schedules should incorporate some flexibility in case of unforeseen events. If anyone working on a project needs to take time off due to illness, a family situation, injury, or another reason, they can do so within reasonable terms. In such cases, someone must be available to replace them in emergencies to maintain the project development pace.

It’s crucial to allow team members the same flexibility when proposing new ideas to project managers that will benefit the project overall. Nowadays, there are diverse solutions available to simplify project management. These include tools like Social Shared, Wrike, Slack, Procore, and many others.

We live in a fast-paced world where balancing work, responsibilities, and personal life often feels overwhelming. With endless tasks and tight deadlines, managing time effectively has become a crucial skill. Even historical figures like Julius Caesar understood the value of efficient time management — he used every available moment wisely. While attending gladiator fights for political reasons, he didn’t let idle time go to waste, issuing orders and responding to official letters instead. Mastering time management allows us to stay productive, reduce stress, and focus on what truly matters. Let’s explore 17 proven time management tips to help you stay organised and in control.

What Is Time Management?

Time management is the process of planning and organising how to divide your time between different tasks efficiently. It helps you stay productive, meet deadlines, and balance work with personal life. Good time management ensures that you focus on important activities rather than constantly reacting to urgent but less significant tasks. Whether you’re managing a business, leading a team, or working on personal projects, knowing how to manage time effectively is a key skill for success.

Now, let’s explore 15 time management tips to help you work smarter and achieve better results.

List of 17 Tips For Effective Time Management

1. Know How You Spend Your Time

Before improving time management, it’s essential to analyse how your time is currently spent. Without a clear picture of where your hours go, optimising them becomes difficult.

Here’s how to start:

• Track Your Activities – Use a time-tracking app or keep a log of tasks for a few days. Write down everything you do, from work projects to breaks and personal distractions.
• Identify Patterns – After tracking, look for trends. Are you spending too much time on emails? Do meetings take up most of your day?
• Assess Productivity Levels – Some tasks are essential, while others are unnecessary. Eliminate low-priority activities that don’t contribute to your goals.

By understanding how you currently manage time, you can make informed decisions on how to improve efficiency.

2. Set Goals Correctly

Without goals, managing time becomes directionless. Setting clear objectives helps prioritise work, increase motivation, and measure progress.

a) Set SMART Goals

SMART goals are:

• Specific – Define exactly what you want to accomplish.
• Measurable – Establish criteria to track progress.
• Achievable – Ensure the goal is realistic given time and resources.
• Relevant – Align goals with broader objectives.
• Time-bound – Set a deadline to maintain urgency.

Example: Instead of saying, “I want to be more productive,” reframe it as: “I will complete three reports per week by focusing on deep work sessions every morning.”

b) Set Up Deadlines

Even if tasks don’t have external deadlines, creating self-imposed ones keeps work structured. Deadlines prevent procrastination and help you stay accountable.

• Break larger goals into milestones – Instead of aiming to complete a big project all at once, divide it into smaller deadlines.
• Use time blocking – Assign specific time slots for different tasks to avoid distractions.
• Create buffer time – Unexpected issues can arise, so leave extra time for revisions or delays.

Goals give structure to time management, making it easier to stay on track.

3. Make A Plan: Strategies For Prioritising Tasks Effectively

Effective time management requires strategic task prioritisation. Simply listing tasks without considering urgency or importance can lead to inefficiency.

a) Create A Priority List Rather Than A To-Do List

A basic to-do list lacks structure. Instead, use the Eisenhower Matrix, which categorises tasks based on urgency and importance:

• Urgent & Important – Handle these immediately.
• Important but Not Urgent – Schedule these for later.
• Urgent but Not Important – Delegate these tasks.
• Neither Urgent nor Important – Eliminate or minimise these.

This method ensures that critical tasks are prioritised while non-essential ones don’t consume valuable time.

b) Plan Ahead At The End Of Each Day

Taking 5–10 minutes at the end of the workday to prepare for the next one saves time in the morning and prevents wasted effort.

• Review completed tasks.
• Identify pending work.
• Set priorities for the next day.

This habit ensures a smooth start every morning.

c) Automate Repetitive Tasks

Automation reduces manual work and frees up time for more valuable activities. Consider automating:

• Email responses – Use templates for common inquiries.
• Scheduling – Set up automatic meeting reminders.
• Data entry – Use software to streamline repetitive tasks.

Automation is a powerful time management solution that increases efficiency.

d) Break Down Every Task Into Small Chunks

Big tasks can feel a bit much, leading to procrastination. Breaking them into smaller, doable steps makes them easier to manage.

For example: Instead of writing “Complete project,” break it down into:

1. Research information
2. Outline main points
3. Draft content
4. Edit and finalise

Small steps create momentum and make progress visible.

e) Cut Out Non-Essential Tasks/Activities

Activities that take a lot of time but offer little value can reduce productivity. Spot tasks that don’t help achieve your goals and cut them from your schedule.

• Minimise unnecessary meetings.
• Limit time scrolling through social media.
• Avoid sessions without structure.

Focusing on high-impact tasks improves time efficiency.

f) Tackle The Most Difficult Task First

Known as the Eat That Frog method, this strategy involves starting with the toughest or most crucial task first.

• Challenging tasks need more mental energy — doing them early ensures peak focus.
• Once you finish a tough task, other work feels easier.
• Less mental strain in the morning boosts productivity for the day.

Make it a habit to handle the hardest work first.

g) Work On Quick Tasks In Between Meetings Or Focus Time

Short gaps between meetings or work sessions can be used for small yet necessary tasks, such as:

• Answering quick emails.
• Organising files.
• Preparing notes for upcoming work.

This approach ensures downtime is used efficiently.

h) Batch-Process Similar Tasks

Switching between unrelated tasks reduces efficiency because of mental switching costs. Rather, batch-process similar tasks together:

• Respond to emails at fixed times instead of constantly checking.
• Schedule all calls in a single block.
• Group related tasks (like content writing and research) together.

This technique improves focus and workflow.

i) Delegate Tasks

If a task doesn’t need your direct involvement, pass it to someone else. Delegation allows you to focus on higher-priority work while ensuring everything gets done.

Effective delegation includes:

• Assigning tasks based on skill level.
• Providing clear instructions.
• Setting deadlines for accountability.

Delegation is one of the best time management strategies for boosting efficiency.

j) Audit Your Tasks

Regularly reviewing how time is spent helps refine productivity habits. Ask yourself:

• Are certain tasks taking longer than expected?
• Are there patterns of wasted time?
• Can anything be improved or removed?

Examining tasks helps optimise daily schedules.

k) Stick To A Daily Schedule

A structured routine creates consistency, making it simpler to manage time effectively.

Tips for sticking to a daily schedule:

• Set fixed work hours.
• Set aside time for breaks.
• Follow a structured task sequence.

Consistency is key to successful time management.

4. Build A Personalised Schedule

A one-size-fits-all schedule might not work for everyone. To manage time well, create a schedule that suits your energy levels and work habits.

• Identify Peak Productivity Hours – Some of us focus best in the morning, while others do better later in the day. Schedule top-priority tasks during peak energy hours.
• Use Time Blocking – Set specific time slots for deep work, meetings, and admin tasks.
• Include Breaks – Short breaks between tasks heighten concentration and prevent burnout.

A tailored schedule maximises efficiency by ensuring work is done when you’re most focused.

5. Put AI To Work For Search And Summaries

Artificial intelligence (AI) can save hours by automating research and summarising information. AI-powered tools help professionals use time wisely by reducing time spent on manual tasks.

Examples:

• Summarisation tools – Convert lengthy documents into key takeaways.
• Automated assistants – Handle meeting scheduling and reminders.
• AI-based research tools – Speed up information gathering.

By incorporating AI, you can improve time management skills and focus on more strategic work.

6. Create A Calendar

A well-organised calendar prevents scheduling conflicts and helps balance tasks efficiently.

a) Set Reminders

Reminders ensure that deadlines, meetings, and important events aren’t forgotten. Use:

• Calendar notifications for key deadlines.
• Task management apps for daily priorities.

b) Snooze Notifications

While reminders are useful, constant alerts can be distracting. Schedule dedicated “focus periods” where notifications are silenced. This helps you stay focused on deep work without interruptions.

7. Use Tools That Work For You

The right tools simplify time planning and task management. Choose those that fit your workflow:

• Planners – Digital or paper-based planners structure daily activities.
• Scheduling Tools – Platforms like Shifton automate shift planning and optimise employee time management.
• Note-Taking Apps – Organise information, set reminders, and track progress effectively.

Using the right tools reduces manual effort and streamlines work.

8. Practice Decision-Making

Indecision leads to wasted time and delayed progress. To make decisions faster:

• Define criteria – Set clear factors for evaluating choices.
• Avoid overthinking – Give yourself a time limit for making decisions.
• Trust experience – Rely on past knowledge and expertise.

Practising quick decision-making improves efficiency and reduces delays.

9. Learn To Set Boundaries And Say No

Taking on too many tasks leads to burnout. Learning to say no helps maintain a balanced workload.

• Assess the request – Is it aligned with your priorities?
• Be polite but firm – Decline distractions without feeling guilty.
• Offer alternatives – Suggest a later time or delegate when possible.

Setting boundaries ensures you focus on high-priority work.

10. Stop Procrastinating

Procrastination wastes time and creates unnecessary stress. Combat it by:

• Breaking large tasks into smaller steps – Small progress builds momentum.
• Using the 5-minute rule – Start a task for just five minutes to reduce resistance.
• Removing distractions – Work in a focused environment.
• Creating accountability – Set deadlines or work with a partner to stay on track.

Overcoming procrastination improves time management in the workplace and personal life.

11. Manage Time-Wasters

Time-wasters reduce productivity. Identify and eliminate common distractions:

• Handheld Devices – Limit social media usage during work hours.
• Email Overload – Check emails at scheduled times instead of constantly.
• Unexpected Visitors – Set clear availability to minimise interruptions.
• Unnecessary Meetings – Keep meetings short and focused.
• Family Obligations – Create a dedicated workspace if working remotely.

Eliminating time-wasters allows you to use time more efficiently.

12. Deal With Stress Wisely

Stress negatively affects time management skills at work. To stay productive under pressure:

• Take short breaks – Step away for fresh air or quick stretching.
• Use mindfulness techniques – Deep breathing or meditation improves focus.
• Prioritise self-care – A well-rested mind performs better.

Reducing stress boosts productivity and time efficiency.

13. Avoid Multitasking

Multitasking reduces efficiency because the brain struggles to switch between tasks. Instead:

• Focus on one task at a time – Deep work produces better results.
• Group similar tasks together – This minimises context switching.
• Set designated focus periods – Try techniques like Pomodoro (25-minute work sessions).

Avoiding multitasking leads to better time management at work.

14. Use The 20-Minute Rule

Large projects can feel overwhelming, leading to procrastination. The 20-minute rule helps overcome this:

• Set a timer for 20 minutes – Commit to working without distraction.
• Evaluate progress after time is up – Most people keep working once momentum builds.

This technique makes big tasks feel less intimidating and easier to start.

15. Take Time Off

Rest is essential for long-term productivity. Overworking leads to burnout, which reduces efficiency.

• Schedule holidays – Time away from work refreshes mental energy.
• Take short daily breaks – Even 5–10 minutes improves focus.
• Unplug from work after hours – Avoid checking emails outside working time.

Time off is essential for maintaining better time management skills in the long run.

16. Build A System And Follow It Diligently

A well-structured system creates consistency in time management. Examples include:

• The Time Blocking Method – Allocating specific time slots for tasks.
• The Eisenhower Matrix – Prioritising tasks based on urgency.
• The 2-Minute Rule – If a task takes less than two minutes, do it straight away.

Find a system that works and stick to it for better efficiency.

17. Keep Things Organised

A cluttered workspace wastes time and reduces focus. Keep things organised by:

• Decluttering your desk – A tidy space improves efficiency.
• Using digital organisation tools – File management systems prevent lost documents.
• Planning daily routines – Structure creates consistent time management habits.

Staying organised ensures workflows remain smooth and efficient.

Why Is Time Management Important?

Time management is a fundamental skill that impacts both professional and personal life. By organising tasks efficiently, individuals can reduce stress, increase productivity, and achieve their goals faster. Without proper time management, people often feel overwhelmed, miss deadlines, and struggle to maintain a healthy work-life balance.

Managing time effectively allows for better decision-making, improved focus, and greater opportunities for success. Whether you’re an employee, manager, or business owner, implementing time management strategies enhances efficiency and ensures long-term growth.

Benefits Of Time Management

Effective time management offers multiple advantages that directly impact work performance and personal well-being.

• Stress Relief – Knowing that tasks are under control reduces anxiety and prevents last-minute rushes.
• More Time – Improved efficiency creates extra time for personal development, hobbies, or relaxation.
• More Opportunities – Meeting deadlines and managing workloads properly enhances reputation and career growth.
• Ability To Realise Goals – Proper time management ensures that both short-term and long-term objectives are met consistently.

Implications of Poor Time Management

Failing to manage time effectively can lead to serious consequences, affecting productivity, work quality, and professional reputation.

1. Poor Workflow. Disorganised work schedules slow down processes and create unnecessary bottlenecks, making it difficult to complete tasks efficiently.
2. Wasted Time. Without structured time management, individuals spend more time on unimportant tasks, reducing overall efficiency.
3. Loss Of Control. When tasks pile up without a plan, it becomes harder to manage responsibilities, leading to decreased productivity and increased frustration.
4. Poor Quality Of Work. Rushed work due to poor time allocation results in mistakes, lower accuracy, and subpar performance.
5. Poor Reputation. Consistently missing deadlines or failing to manage workloads negatively impacts professional credibility and career advancement.

Common Time Management Challenges

Many people struggle with time management due to common obstacles that hinder productivity. Identifying these challenges is the first step toward overcoming them.

1. Poor Planning. Failing to create a structured plan leads to missed deadlines and inefficient workflows.
2. Lack Of Organisation. Cluttered workspaces and disorganised schedules make it harder to prioritise and complete tasks.
3. Feeling Overwhelmed. Too many tasks without proper prioritisation can cause stress and reduce focus.
4. Procrastination. Delaying tasks creates unnecessary pressure and often leads to rushed, low-quality work.
5. Distractions. Social media, constant notifications, and workplace interruptions reduce focus and productivity.
6. Difficulty Saying No. Taking on too many commitments leads to burnout and ineffective time management.
7. Lack of self-discipline. Without self-discipline, sticking to timetables and finishing tasks on time becomes hard.

How Shifton Can Help Improve Time Management

Shifton is a powerful cloud-based scheduling tool that helps businesses optimise time management by automating shift planning, tracking staff work hours, and organising rosters efficiently.

With Shifton, businesses can:

• Eliminate manual scheduling mistakes and save time.
• Ensure fair roster distribution to improve team efficiency.
• Boost workforce productivity by reducing admin tasks.

By integrating Shifton’s advanced scheduling features, managers and staff can spend less time on planning and more time on critical work, improving overall efficiency.

UPD Article 5 March 2025

A well-structured work schedule is essential for any business. Whether you’re managing a restaurant, retail store, call centre, or remote team, a properly planned employee schedule ensures smooth operations, reduces conflicts, and keeps employees engaged.

Poor scheduling leads to missed shifts, last-minute adjustments, burnout, and compliance issues. When employees don’t receive their schedules in advance, it creates uncertainty and stress, affecting productivity and overall morale.

However, a well-planned team work schedule optimises staffing, improves efficiency, and ensures employees get fair and balanced workloads. With the right approach and scheduling tools, you can streamline shift planning and ensure business continuity.

This guide provides 23 practical steps to help managers make a work schedule that meets operational needs, ensures compliance, and keeps employees happy.

What is a Work Schedule?

A work schedule is a structured plan that outlines when employees will work. It helps businesses:

• Ensure sufficient coverage based on business demands.
• Distribute workload fairly among employees.
• Optimise productivity while minimising labour costs.
• Maintain compliance with labour laws and company policies.

A well-designed schedule for work takes into account business needs, employee availability, and shift fairness to create a balanced and efficient workforce.

What Makes a Great Work Schedule?

Not all schedules are effective. A great work schedule is one that is clear, predictable, and accessible while allowing flexibility for both the employer and employees. The following key features make scheduling effective:

Real-Time Updates

Business requires change, and schedules should be able to adapt to unexpected changes in real-time. If an employee calls in sick, managers should be able to adjust shifts instantly.

Mobile Access

A modern work schedule should be accessible from any device, allowing employees to check their shifts, request changes, and get updates on the go.

Alerts and Reminders

Automated shift reminders help employees stay on track, reducing absenteeism and ensuring that all shifts are covered without confusion.

23 Tips on How to Make a Work Schedule

Step 1: Determine Your Labour Targets

Before you create a work schedule, you need to understand how many employees are required at different times. This involves analysing business patterns, identifying peak and slow periods, and ensuring there are enough workers to meet demand without overstaffing.

Start by assessing historical data to find out when customer traffic is highest. If you run a restaurant, for example, evenings and weekends may be the busiest times, while midweek mornings could require fewer staff members. For offices or retail stores, peak hours might be during lunch breaks or after work hours.

Additionally, factor in employee productivity levels. Some employees work more efficiently at certain times of the day, so assigning shifts based on strengths can enhance operational efficiency. The goal is to balance labour costs while maintaining excellent customer service and business performance.

Step 2: Adhere to Federal and Local Labour Laws

Every country, state, or region has different labour laws that govern work schedules. These laws cover aspects like maximum work hours, overtime pay, rest breaks, and required scheduling notices. Failing to comply with these laws can result in penalties, legal disputes, and a negative reputation among employees.

Before finalising any schedule, make sure it meets all relevant labour regulations. Some key compliance considerations include:

• Ensuring employees do not exceed legal overtime limits without proper compensation.
• Scheduling required break periods, such as meal breaks and rest breaks.
• Complying with fair workweek laws, which require employers to give employees advance notice of their shifts.

Using scheduling software can help automate compliance by flagging potential violations and ensuring all shifts meet legal requirements.

Step 3: Get to Know Your Team

A well-balanced work schedule considers each employee’s skills, strengths, and work preferences. This helps create a productive work environment where employees feel valued and perform at their best.

Take the time to understand:

• Who excels at which tasks and roles?
• Who prefers morning, evening, or night shifts?
• Who has limitations, such as childcare responsibilities or school commitments?

Understanding these factors allows you to create a work schedule that enhances performance and job satisfaction. Employees who feel their needs are considered are more likely to stay engaged and deliver better results.

Step 4: Respect Your Employees’ Scheduling Preferences

While business needs should come first, respecting employee scheduling preferences can improve morale and reduce absenteeism. Employees with predictable schedules are more satisfied and productive.

To accommodate preferences without compromising operations, consider:

• Allow employees to submit availability in advance.
• Creating a fair rotation for weekends and holidays.
• Providing shift trade options for employees who need flexibility.

Even if it’s not always possible to meet every request, showing employees that their preferences matter builds trust and reduces turnover.

Step 5: Involve Your Employees

Encouraging employees to participate in scheduling decisions fosters a collaborative work culture and improves overall satisfaction. When employees feel they have input, they are more likely to commit to their assigned shifts.

Ways to involve employees include:

• Using an open request system where employees can submit preferred workdays and times.
• Allowing employees to trade shifts with management approval.
• Conducting surveys or meetings to discuss scheduling policies and concerns.

By giving employees a say in their work schedules, businesses can create a more positive and cooperative workplace environment.

Step 6: Gather Employee Availability

Before finalising a work schedule, it’s essential to collect accurate information about employee availability. Doing so prevents last-minute changes, scheduling conflicts, and unfilled shifts.

The best way to collect availability is through digital scheduling systems where employees can update their preferred working hours. This eliminates the need for constant back-and-forth communication and ensures schedules align with real-time employee availability.

Step 7: Plan Ahead

One of the biggest scheduling mistakes is waiting until the last minute to assign shifts. Planning work schedules in advance helps prevent stress for both managers and employees.

For optimal results:

• Create schedules at least two weeks in advance.
• Identify potential conflicts and make adjustments early.
• Communicate schedules as soon as they are finalised.

This approach gives employees enough time to plan their personal lives while ensuring business operations run smoothly.

Step 8: Create a Back-Up Plan

Even the best-planned schedules can face unexpected disruptions due to sick calls, emergencies, or last-minute changes. Having a backup plan ensures the business can continue running without major issues.

Some backup strategies include:

• Keeping a list of on-call employees who are available to cover shifts on short notice.
• Cross-training employees so they can handle multiple roles when needed.
• Implementing scheduling software that allows quick adjustments and shift swaps.

A proactive approach to schedule disruptions prevents unnecessary stress and keeps the team functioning efficiently.

Step 9: Decide How You Want to Create Your Schedule

There are multiple ways to create a work schedule, each with its advantages and drawbacks. The most common methods include:

• Manual scheduling – Using spreadsheets or whiteboards to create and adjust schedules manually.
• Automated scheduling software – Tools that generate work schedules based on business needs, employee availability, and compliance rules.
• Hybrid approach – Combining manual input with automation to improve accuracy and efficiency.

Selecting the right scheduling method depends on the size of your workforce, business complexity, and the level of flexibility required.

Step 10: Create Your Schedule

Once all key factors are considered, it’s time to build the actual work schedule. Follow these steps for a structured approach:

1. Assign shifts based on business demand.
2. Ensure a fair workload distribution.
3. Account for legal requirements, including rest breaks and overtime.
4. Adjust schedules based on employee availability.
5. Review the schedule for conflicts or missing shifts.

A well-planned schedule should balance operational needs while keeping employees engaged and productive.

Step 11: Publish Schedules in Advance

Employees appreciate having their schedules ahead of time so they can plan accordingly. Providing early access to schedules improves work-life balance, reduces no-shows, and enhances job satisfaction.

Best practices include:

• Posting schedules at least two weeks in advance.
• Sending schedule reminders before each shift.
• Allowing employees to confirm or request changes if necessary.

With clear and timely scheduling, businesses can reduce confusion and foster a more organised workforce.

Step 12: Schedule Based on the Strengths of Your Employees

A well-balanced team work schedule is not just about filling shifts—it’s about assigning the right employees to the right roles at the right times. Employees have different skill sets, energy levels, and productivity patterns, and leveraging these strengths can improve efficiency.

To schedule strategically:

• Assign experienced employees to high-demand shifts to maintain service quality.
• Schedule new hires alongside senior employees for mentorship.
• Ensure that roles requiring technical expertise or leadership are covered by the best-suited staff.

This approach prevents overloading employees with tasks they aren’t prepared for and maximises performance across shifts.

Step 13: Review for Common Scheduling Errors

Even with careful planning, mistakes in scheduling happen. Before finalising the work schedule, review it for:

• Double booking – Two employees accidentally assigned to the same role at the same time.
• Understaffing during peak hours – Not having enough coverage during high-demand times.
• Back-to-back shifts – Employees scheduled for late-night shifts followed by early morning shifts, leading to fatigue.
• Excessive overtime – Employees working beyond legal or company limits.

A quick quality check ensures that your schedule for work is fair, legal, and optimised for business success.

Step 14: Share Your Schedule with Your Team

Once you’ve created a work schedule, employees need quick access to their assigned shifts. Not distributing schedules properly can lead to confusion, missed shifts, and frustration.

Best practices for sharing schedules:

• Use cloud-based scheduling tools that let employees check shifts online.
• Post schedules in a central place, like a notice board or company portal.
• Send out automated notifications via SMS or email to remind employees about their upcoming shifts.

Providing clear and accessible schedules keeps employees informed and reduces unnecessary questions and misunderstandings.

Step 15: Make Sure the Schedule is Easily Accessible

Employees should be able to view their shifts at any time, from anywhere. A mobile-friendly schedule system eliminates the need for paper schedules or constant calls to managers.

To improve accessibility:

• Use a scheduling platform with mobile compatibility.
• Provide employees with login access to their work schedules.
• Ensure that employees can request shift swaps or updates without confusion.

Easy access to schedules improves communication and accountability across the workforce.

Step 16: Establish a Team-Wide Communication Method

An effective team work schedule goes hand in hand with a strong communication system. Employees should have a way to:

• Ask questions about their shifts
• Request shift changes
• Report scheduling conflicts or concerns

Options for better scheduling communication include:

• A group chat on a workplace app.
• A designated scheduling email for shift-related enquiries.
• An automated chatbot that can answer FAQs about scheduling.

A streamlined communication strategy makes it easier to resolve scheduling issues quickly.

Step 17: Prioritise Work-Life Balance

An effective employee schedule not only supports business operations but also respects employee wellbeing.

To promote work-life balance:

• Avoid scheduling employees for excessive overtime.
• Distribute weekend and night shifts fairly.
• Allow flexible scheduling options where possible.

A balanced work environment leads to happier employees, lower turnover, and increased productivity.

Step 18: Offer Opportunities for Growth

Scheduling isn’t just about filling shifts — it’s also a chance to help employees develop their skills and careers.

Ways to provide growth opportunities through scheduling:

• Assign employees to new roles or responsibilities.
• Offer training shifts where employees can learn new skills.
• Rotate leadership opportunities among staff.

By integrating learning opportunities into the schedule, businesses can boost employee engagement and improve retention.

Step 19: Encourage Employee Feedback

Employees are directly affected by scheduling decisions, so it’s important to ask for feedback regularly.

Methods to collect feedback include:

• Anonymous surveys about scheduling fairness.
• Team meetings where employees can voice concerns.
• A suggestion box for schedule improvement ideas.

Acting on employee feedback builds trust and helps refine scheduling processes over time.

Step 20: Put Tech to Work

Manual scheduling can be time-consuming and prone to errors. Automated scheduling software simplifies the process and ensures that work schedules for employees are accurate and fair.

Key features to look for in scheduling software:

• AI-driven shift recommendations based on business needs.
• Automated shift swapping to allow employees to trade shifts easily.
• Labour law compliance tracking to prevent violations.

Using technology-driven scheduling tools helps managers create employee schedules efficiently.

Step 21: Foster a Positive Work Environment

A work schedule isn’t just a list of shifts — it’s a reflection of company culture. A supportive scheduling approach creates a more motivated workforce.

Ways to improve the work environment through scheduling:

• Show flexibility when possible.
• Recognise employee needs and accommodate requests when feasible.
• Avoid last-minute schedule changes that cause stress.

A positive scheduling experience leads to better performance, higher morale, and improved teamwork.

Step 22: Look for Automation and Personalisation Opportunities

Each employee has different preferences and availability. Using personalised scheduling options improves employee satisfaction and engagement.

Some ways to personalise scheduling include:

• Allowing preferred shift selection.
• Offering self-scheduling options for certain roles.
• Providing individualised shift reminders.

An automated scheduling system with personalised shift options makes scheduling fairer and more adaptable.

Step 23: Use the Best Tool for the Job

Creating a team work schedule manually can be overwhelming, especially for businesses with large workforces. Using advanced scheduling tools like Shifton helps managers create work schedules efficiently by:

• Automating shift planning based on real-time business needs.
• Allowing employees to swap shifts seamlessly within the system.
• Providing real-time updates to avoid scheduling conflicts.

Shifton simplifies workforce management, improves scheduling efficiency, and reduces administrative workload, making it easier for businesses to operate smoothly.

Types of Work Schedules

Different businesses require different scheduling structures to accommodate their unique operational needs. The type of work schedule used depends on industry demands, employee availability, and organisational priorities. Below are some of the most common work schedules that businesses implement.

Full-Time

A full-time work schedule typically consists of 40 hours per week, though some industries may define it differently. Employees usually work a fixed number of hours per day, five days a week.

Key Benefits of Full-Time Schedules:

• Provides job stability and consistent income for employees.
• Ensures regular staffing levels for businesses that require consistent coverage.
• Often includes benefits such as health insurance, paid time off, and retirement plans.

Full-time schedules work well in industries like corporate offices, healthcare, retail management, and customer service centres where continuous operations and workforce consistency are required.

Part-Time

A part-time work schedule generally involves working fewer than 40 hours per week. Employees may have fixed or variable shifts, depending on the employer’s needs.

Key Benefits of Part-Time Schedules:

• Offers flexibility for students, caregivers, or individuals balancing multiple jobs.
• Helps businesses reduce labour costs while maintaining adequate staffing.
• Provides a solution for businesses with seasonal or fluctuating demand.

Part-time schedules are common in restaurants, retail stores, call centres, and hospitality industries where businesses require staffing flexibility.

Remote/Flexible Work Schedules

A remote or flexible work schedule allows employees to work from home or any location outside the traditional office environment. Hours may be fixed, variable, or output-based, depending on company policies.

Key Benefits of Remote/Flexible Schedules:

• Increases employee autonomy and work-life balance.
• Reduces commuting time and associated expenses.
• Expands the hiring pool, allowing businesses to recruit talent from different locations.

Remote and flexible work schedules are particularly effective in industries like IT, customer service, content creation, and marketing, where tasks can be completed digitally without requiring a physical presence.

5-4/9 Work Schedule

The 5-4/9 work schedule is a compressed schedule where employees work nine-hour shifts for eight days in a two-week period, followed by one eight-hour shift and an extra day off.

Key Benefits of the 5-4/9 Work Schedule:

• Allows employees to have a three-day weekend every other week.
• Increases productivity by offering longer workdays but fewer total workdays.
• Reduces commuting costs and improves work-life balance.

This type of schedule is commonly used in government agencies, corporate offices, and project-based industries that can accommodate flexible work structures.

2-2, 3-2, 2-3 Work Schedule

The 2-2, 3-2, 2-3 schedule is a rotating shift schedule where employees work in cycles of two days on, two days off, three days on, and so on.

Key Benefits of the 2-2, 3-2, 2-3 Schedule:

• Provides employees with regular days off for recovery.
• Ensures 24/7 business operations without excessive overtime.
• Balances workloads by rotating employees through different shifts.

This schedule is ideal for industries like healthcare, emergency services, manufacturing, and security, where continuous staffing is required.

4/10 Schedule

A 4/10 work schedule consists of four 10-hour workdays per week, followed by three days off.

Key Benefits of the 4/10 Work Schedule:

• Gives employees an extra day off each week, improving work-life balance.
• Reduces commuting expenses since employees travel to work fewer days.
• Helps businesses increase productivity by reducing the number of shift transitions.

The 4/10 schedule is often used in customer support, production, logistics, and healthcare sectors where extended shifts can boost efficiency.

Work Schedule Example and Template

Creating a structured and clear work schedule is essential for efficient workforce management. A well-formatted schedule ensures employees know their shifts in advance, prevents scheduling disputes, and enhances overall team coordination.

Below is an example of a basic work schedule template that can be used across different industries:

How to Use This Work Schedule Template:

• List employee names and roles to clarify responsibilities.
• Assign shifts based on workload demand and employee availability.
• Ensure fair distribution of shifts to avoid overworking or understaffing.
• Indicate off days clearly, so employees know when they are not scheduled.
• Calculate total hours to track labour costs and ensure compliance with work regulations.

A structured schedule template helps businesses stay organised, improve transparency, and boost productivity.

How Shifton Makes Creating Work Schedules Simple

Managing work schedules manually can be time-consuming, especially for businesses with multiple employees, rotating shifts, or 24/7 operations. Shifton, a smart workforce management tool, simplifies the process by offering:

• Automated scheduling to eliminate manual errors.
• Employee self-service options for shift swaps and availability updates.
• Real-time updates to prevent conflicts and last-minute changes.
• Compliance tracking to ensure labour law adherence.

Shifton allows managers to create work schedules in minutes, minimise administrative workload, and boost overall scheduling efficiency.

Choosing the right kinds of rosters for staff directly affects productivity, job satisfaction, and business efficiency. A well-structured work roster ensures proper staffing, minimises conflicts, and aligns employee availability with company needs. Employers must consider industry demands, operational hours, and worker preferences to determine the best work roster for their team. This guide explores various types of work rosters, including shift-based, flexible, and industry-specific options, helping managers create an optimised roster that supports both business goals and employee well-being.

What Are Work Rosters?

A work roster defines when staff are expected to perform their job duties. It outlines workdays, hours, and shifts, ensuring structured operations. Businesses implement different types of work rosters based on industry requirements, employee contracts, and workload demands.

Some organisations follow a regular work roster, like the standard 9-5 model, while others adopt rotating shifts, compressed workweeks, or fully flexible setups. Choosing the right roster improves efficiency, prevents burnout, and enhances work-life balance.

Work Shift Types

Businesses with extended operating hours or round-the-clock services rely on shift-based work rosters to ensure continuous coverage. Below are the most common shift roster examples used across industries.

9 Common Shift Rosters for Business

Choosing the right types of rosters ensures efficient operations, staff satisfaction, and compliance with labour laws. Below are the nine most commonly used work roster types across different industries.

#1 Standard

A standard work roster typically follows the 9-5 schedule or 8-5 hours, from Monday to Friday, totalling a 40-hour work week roster example. This is the most traditional setup, typically found in corporate offices, administrative roles, and educational institutions.

Pros:

• Predictable hours, promoting a stable work-life balance.
• Staff know their weekly routine, improving productivity.
• Ideal for roles requiring collaboration and meetings during business hours.

Cons:

• May not suit businesses that require extended operating hours.
• Limited flexibility for staff who prefer alternative rosters.

#2 Fixed

A fixed roster means staff work the same hours every week without variation. This structure is common in retail, manufacturing, and customer service jobs. For example, a retail worker may always work from 10 AM to 6 PM on weekdays.

Pros:

• Predictable shifts improve staff consistency.
• Easier for managers to plan staffing needs.
• Staff can plan personal commitments around work hours.

Cons:

• Less flexibility for both staff and employers.
• It may not accommodate sudden business needs or seasonal fluctuations.

#3 Full-Time

A full-time roster generally consists of 40-hour work week roster examples spread across five or more days. Most full-time positions follow a standard roster, but variations exist depending on industry requirements.

Pros:

• Staff receive full benefits such as health insurance and paid leave.
• Stable income and career growth opportunities.
• Provides consistency in team collaboration.

Cons:

• Longer hours can lead to burnout without proper breaks.
• Less flexibility for staff seeking work-life balance.

#4 Part-Time

A part-time roster consists of fewer hours than a full-time roster, usually under 30 hours per week. These schedules vary and can be flexible based on employer and staff agreements.

Pros:

• Provides flexibility for staff who need a lighter workload.
• Cost-effective for businesses, as part-time workers may not require full benefits.
• Ideal for students, parents, and seasonal workers.

Cons:

• Lack of benefits such as health insurance.
• Income may not be stable.
• Scheduling can be inconsistent, impacting the work-life balance.

#5 Shift

A shift schedule assigns staff to different time slots, covering a 24-hour operational cycle. Industries like healthcare, hospitality, and transport heavily rely on different shift schedules to ensure round-the-clock service.

Types of Shift Work:

• Fixed shifts – Employees work the same shift each day.
• Rotating shifts – Employees alternate between morning, evening, and night shifts.
• Split shifts – Work is divided into two separate periods a day.

Pros:

• Ensures ongoing business operations.
• Provides job opportunities for those preferring non-standard hours.
• Helps businesses handle workload variations efficiently.

Cons:

• Night shifts can negatively affect health due to altered sleep patterns.
• Employees may find inconsistent hours challenging.

#6 Contractor Or Freelancer Schedules

Contractors and freelancers do not follow a typical work schedule. Instead, they work based on deadlines or project-based tasks. These professionals, often in tech, design, and content creation, set their own work hours.

Pros:

• Maximum flexibility for both employers and workers.
• Cost-effective for businesses needing specialised skills for short-term projects.
• No obligation to long-term employment agreements.

Cons:

• Less stability for freelancers who depend on consistent income.
• Employers may find it tricky to manage external teams.
• Communication and coordination can be tough with remote workers in different time zones.

#7 Unpredictable

An unpredictable schedule changes weekly or daily based on business needs. This is common in industries with fluctuating demands, like retail, hospitality, and gig economy jobs. Staff may have varying shifts, making it hard to plan personal commitments.

Pros:

• Offers businesses workforce flexibility.
• Employees can take on shifts based on their availability.
• Useful for handling seasonal or sudden workload spikes.

Cons:

• Lack of stability for staff, making financial planning tough.
• Can lead to job dissatisfaction if shifts often change without notice.
• Harder for managers to maintain a steady team schedule.

#8 Compressed Schedule

A compressed schedule condenses standard work hours into fewer days. The most common example is the 4-10 shift schedule, where staff work four 10-hour days instead of a traditional five-day workweek. Another variation is the 9/80 schedule, where employees work 80 hours over nine days instead of ten.

Pros:

• Gives employees extra days off for personal time.
• Reduces travel time and costs.
• Helps businesses extend operating hours without hiring more staff.

Cons:

• Longer workdays can lead to tiredness and reduced productivity.
• Not suitable for businesses that need daily coverage.
• Can pose challenges in managing customer service or response times.

#9 Rotating Schedule

A rotating schedule moves employees through different time slots over a set period. For example, nurses may work a morning shift for one week, then an evening shift, followed by a night shift.

Types of Rotating Schedules:

• Slow Rotation: Shifts change every few weeks.
• Fast Rotation: Shifts change every few days.

Pros:

• Fairly distributes workload among employees.
• Prevents burnout from repetitive shifts.
• Ensures businesses have coverage at all hours.

Cons:

• Difficult for employees to adjust to changing hours.
• It can disrupt sleep patterns and overall well-being.
• Requires careful scheduling to avoid employee dissatisfaction.

Each type of schedule option comes with unique advantages and challenges. Businesses should carefully evaluate industry demands, employee needs, and operational goals before choosing the best work schedule for their team.

14 Alternative Shift Types

Traditional shift schedules don’t always fit every business model. Many industries require flexibility to accommodate changing workloads, seasonal demand, and employee needs. Below are 14 alternative types of schedules that businesses can implement to optimise operations while supporting work-life balance.

1) Split Shifts

A split shift divides an employee’s workday into two separate segments with a significant break in between. Unlike a standard schedule with a short lunch break, this type of shift often includes a long gap between working hours.

Example:

A restaurant worker may work from 8 AM to 12 PM, take a break, then return from 5 PM to 9 PM to handle peak dinner service.

Pros:

• Allows businesses to staff employees during peak hours while reducing labour costs during slow periods.
• Employees can use long breaks for personal tasks, rest, or even a second job.
• Useful for industries like food service, transportation, and customer service, where demand fluctuates throughout the day.

Cons:

• Extended workdays can feel exhausting despite long breaks.
• Employees may struggle to manage time effectively between shifts.
• Not suitable for workers who prefer a continuous work schedule.

2) Weekend Shifts

Some businesses require staffing on weekends, either to handle customer demand or maintain continuous operations. A weekend shift schedule assigns employees to work on Saturdays and Sundays, often with weekdays off.

Example:

A hotel receptionist may have a Thursday-Monday schedule, with Tuesday and Wednesday as rest days.

Pros:

• Essential for industries like hospitality, healthcare, and retail, which see high weekend traffic.
• Employees who prefer time off on weekdays (e.g., parents, students) benefit from this schedule.
• Often comes with pay incentives or shift differentials.

Cons:

• Employees may feel disconnected from family and friends who work a typical work schedule.
• Weekend shifts can be less desirable, leading to higher turnover.

3) On-Call Shifts

An on-call shift requires employees to be available for work if needed but does not guarantee them set hours. They must remain reachable and prepared to report to work at short notice.

Example:

A doctor may be on-call overnight, ready to come in if a patient emergency arises.

Pros:

• Ensures immediate response to urgent work demands.
• Common in healthcare, IT support, and emergency services, where unpredictable situations arise.
• Employees may receive compensation even if they are not called in.

Cons:

• Unpredictability makes it difficult for employees to plan personal time.
• Constant availability can be stressful and lead to burnout.
• Some labour laws require compensation for on-call status, increasing payroll costs.

4) Overtime Shifts

An overtime shift occurs when an employee works beyond their scheduled hours, often exceeding the standard 40-hour work week schedule example. Overtime is typically compensated at a higher pay rate.

Example:

A factory worker may work 10 extra hours during peak production periods, earning 1.5x their regular pay rate.

Pros:

• Provides employees with opportunities for extra income.
• Helps businesses meet increased demand without hiring additional staff.
• Useful in industries like logistics, healthcare, and manufacturing.

Cons:

• Can lead to employee fatigue and decreased productivity.
• May result in higher payroll costs.
• Long-term reliance on overtime can indicate poor workforce planning.

5) Flexible Shifts

A flexible shift allows employees to set their own work hours within a given framework. Instead of adhering to a standard schedule, they can start and end work at different times based on personal preference and job requirements.

Example:

A software developer may choose to work from 7 AM to 3 PM instead of the traditional 9-5 schedule.

Pros:

• Improves work-life balance, reducing employee stress.
• Increases productivity by allowing employees to work during their most productive hours.
• Helps attract top talent, especially among remote workers and knowledge-based industries.

Cons:

• Requires trust between employers and employees to ensure the work gets done.
• Can create difficulties in coordinating team meetings and collaboration.
• Not suitable for industries needing strict shift coverage, such as healthcare or retail.

6) Seasonal or Temporary Shifts

A seasonal shift schedule assigns employees work only during specific times of the year, typically in industries with fluctuating demand. Temporary shifts might be used for special projects or short-term employment.

Example:

Retail workers hired for Black Friday and the Christmas season or agricultural workers brought in during harvest months.

Pros:

• Helps businesses manage peak demand efficiently.
• Provides job opportunities for temporary workers.
• Reduces costs associated with hiring full-time staff.

Cons:

• Seasonal workers might require extensive training, increasing onboarding time.
• Temporary employment lacks stability, leading to high turnover.
• Businesses must rehire and train new employees each season.

7) Irregular Shift Schedule

An irregular shift schedule changes frequently, with no set pattern. Employees may work different hours each week based on business needs.

Example:

A bartender might work Monday evening one week, then Saturday morning the next.

Pros:

• Offers businesses maximum scheduling flexibility.
• Useful for covering unexpected absences or workload changes.
• Helps optimise staffing levels without overstaffing.

Cons:

• Makes personal planning difficult for employees.
• Can cause fatigue due to inconsistent sleep patterns.
• High unpredictability can lead to employee dissatisfaction.

8) No Set Schedule

A no set schedule means employees do not have predetermined work hours or shifts. Instead, they work on an as-needed basis, often with short notice. This type of work schedule is common in the gig economy, freelance jobs, and some retail or hospitality positions.

Example:

A rideshare driver logs into an app whenever they are available to accept rides. A freelance graphic designer picks up projects based on demand.

Pros:

• Maximum flexibility for workers who prefer choosing their own hours.
• Useful for businesses with unpredictable workloads.
• Reduces the need for scheduling oversight.

Cons:

• Employees may struggle with income instability due to fluctuating hours.
• Harder for businesses to ensure consistent staffing.
• Workers may be unable to plan personal time effectively.

9) Pitman Shift Schedule

The Pitman shift schedule is a rotational system often used in industries requiring 24/7 coverage. Employees work two or three 12-hour shifts in a row, followed by days off. The cycle typically repeats every two weeks.

Example:

A security guard works Monday and Tuesday (12-hour shifts), has Wednesday and Thursday off, then works Friday to Sunday. The following week, the pattern reverses.

Pros:

• Provides every employee a full weekend off every other week.
• Reduces commute frequency since employees work longer shifts.
• Employees have multiple days off in a row, allowing for recovery.

Cons:

• 12-hour shifts can be physically and mentally exhausting.
• May not suit workers who prefer a traditional 40-hour work week schedule.
• Scheduling errors can cause coverage gaps.

10) Dupont Shift Schedule

The Dupont shift schedule is a four-week cycle where employees rotate between day and night shifts with built-in rest days. This schedule provides a full week off every four weeks.

Example:

A manufacturing plant follows this cycle:

1. Four night shifts → Three days off
2. Three day shifts → One day off
3. Three night shifts → Three days off
4. Four day shifts → Seven days off

Pros:

• Ensures continuous business operations whilst giving employees extended rest periods.
• Provides one full week off every month, improving work-life balance.
• Fairly distributes night and day shifts amongst all employees.

Cons:

• The rotation between night and day shifts can disrupt sleep patterns.
• Extended work hours may lead to burnout.
• Requires precise scheduling to prevent understaffing.

11) Kelly Shift

The Kelly shift schedule is commonly used in fire departments and emergency services. It follows a 9-day cycle where employees work 24-hour shifts, followed by 48 hours off.

Example:

A firefighter works Monday (24 hours), then has Tuesday and Wednesday off before working another 24-hour shift on Thursday.

Pros:

• Provides long rest periods after each shift, allowing for recovery.
• Helps maintain 24/7 staffing coverage without excessive overtime.
• Fewer commuting days per month, reducing travel costs.

Cons:

• 24-hour shifts are physically and mentally demanding.
• Not suitable for roles requiring constant mental alertness.
• Employees may experience sleep deprivation during shifts.

12) 2-2-3 Shift Schedule

The 2-2-3 shift schedule, also known as the Panama schedule, operates on a rotating basis with two days on, two days off, three days on. Employees work 12-hour shifts, ensuring 24/7 business coverage.

Example:

Week 1: Monday-Tuesday (work), Wednesday-Thursday (off), Friday-Sunday (work)
Week 2: Monday-Tuesday (off), Wednesday-Thursday (work), Friday-Sunday (off)

Pros:

• Employees never work more than three days in a row.
• Ensures every employee gets a weekend off every other week.
• Maintains fair distribution of work hours across teams.

Cons:

• Employees must adjust to working weekends every other week.
• 12-hour shifts can be tiring over time.

13) 4-10 Shift Schedule

A 4-10 shift schedule allows employees to work four 10-hour days instead of five 8-hour days, providing an extra day off each week.

Example:

An IT specialist works Monday-Thursday from 7 AM to 5 PM and has Friday-Sunday off.

Pros:

• Employees get an extra day off, improving work-life balance.
• Fewer commutes reduce transportation costs and time.
• Longer shifts mean fewer shift changes, improving workflow.

Cons:

• Longer daily shifts can lead to exhaustion.
• Not suitable for businesses requiring coverage five days a week.

14) 9/80

The 9/80 schedule is a compressed workweek where employees work 80 hours over nine days instead of ten, resulting in an extra day off every two weeks.

Example:

• Week One: Four 9-hour shifts (Monday-Thursday), one 8-hour shift (Friday)
• Week Two: Four 9-hour shifts (Monday-Thursday), Friday off

Pros:

• Provides a three-day weekend every two weeks.
• Employees work slightly longer shifts but maintain a regular routine.
• Common in engineering, government, and corporate environments.

Cons:

• Scheduling requires careful tracking of weekly hours to comply with labour laws.
• Employees must adapt to longer workdays without burnout.

Other Work Schedules

Some businesses require non-traditional scheduling methods to balance operational efficiency with employee needs. Below are several additional types of schedules that offer flexibility and adaptability in today’s workforce.

#1 Remote Work Schedule

A remote work schedule lets employees work from home or any place outside the office. This setup has become popular due to tech advancements and the rise of digital collaboration tools.

Example:

A marketing consultant works from home and sets their own hours, provided they meet deadlines and attend virtual meetings.

Pros:

• Boosts employee productivity by minimising office distractions.
• Cuts out commute time, improving work-life balance.
• Broadens hiring opportunities beyond geographical limits.

Cons:

• Needs strong self-discipline and time management skills.
• Collaboration might be tricky without face-to-face interactions.
• Employers need to invest in remote work security and communication tools.

#2 Hybrid Work Schedule

A hybrid work schedule mixes in-office and remote work, letting employees divide their time between both settings.

Example:

An accountant works in the office on Monday and Wednesday, but works remotely on Tuesday, Thursday, and Friday.

Pros:

• Offers flexibility while enabling in-person collaboration.
• Cuts office costs and allows better space use.
• Gives employees more control over their work setting.

Cons:

• Scheduling office days can be tough for team coordination.
• Workers may struggle with keeping a consistent routine.
• Needs reliable tech for smooth communication.

#3 Job Sharing

Job sharing happens when two employees split the duties of one full-time role. Each person takes on a share of the workload, typically working part-time hours.

Example:

Two HR specialists share one role — one works Monday-Wednesday, while the other works Thursday-Friday.

Pros:

• Allows businesses to keep experienced staff needing reduced hours.
• Helps staff maintain work-life balance while keeping their careers.
• Increases workplace diversity by catering to different needs.

Cons:

• Needs flawless communication between job-sharing workers.
• Can cause confusion if tasks and roles aren’t clearly defined.
• Scheduling needs careful management to prevent work disruptions.

#4 Zero-Hours Contracts

A zero-hours contract means an employer isn’t required to provide a set number of working hours, and the employee isn’t obliged to take on work when offered. This type of work schedule is common in hospitality, retail, and event jobs.

Example:

A restaurant worker is called in only when demand is high but doesn’t have guaranteed shifts each week.

Pros:

• Gives businesses a flexible workforce during peak times.
• Lets employees agree to or decline shifts based on availability.
• Lowers payroll costs when business demand is down.

Cons:

• Workers face income instability due to erratic hours.
• Lack of job security can lead to low morale.
• Some countries have strict labour laws regulating zero-hours contracts.

#5 Permanent Part-Time

A permanent part-time schedule offers workers a fixed number of hours each week but below the full-time threshold. Unlike casual or temporary roles, permanent part-time employees receive benefits like paid leave and job security.

Example:

A customer service representative works 25 hours weekly with a set schedule of Monday-Friday, 9 AM – 2 PM.

Pros:

• Offers stability while letting workers maintain reduced hours.
• Helps companies keep skilled staff who prefer part-time roles.
• Workers get benefits while working fewer hours than full-time staff.

Cons:

• Workers might miss out on full-time benefits like career progression opportunities.
• Workload division can be tricky if part-time staff manage crucial tasks.

Shifts By Industry

Work schedules vary depending on the industry’s demands. Some sectors require 24/7 coverage, while others operate during regular business hours. Picking the right types of schedules ensures efficiency, employee satisfaction, and compliance with labour laws.

Work Schedules for Construction

Construction projects follow different types of work schedules depending on deadlines, weather conditions, and labour availability. Many workers operate on 8-5 hours, but some projects require extended or rotating shifts to meet tight timelines. Overtime is common, especially towards project completion. Some construction sites use a 9/80 schedule, where employees work 80 hours over nine days and get every second Friday off.

Workers may also follow a compressed schedule, like four 10-hour shifts, allowing for fewer workdays each week. Seasonal projects often rely on temporary and contractor schedules, where workers are hired for specific phases of construction.

Challenges in construction scheduling include unpredictable weather delays, project changes, and ensuring worker safety during long shifts. Proper scheduling helps maintain efficiency without overworking employees.

Work Schedules for Medical Care Assistants

Healthcare workers require 24/7 shift coverage, leading to highly structured yet demanding schedules. Most hospitals and clinics use rotating schedules, where employees work different shifts each week to balance workloads. Common shifts include:

• Day shift (8 AM – 4 PM)
• Evening shift (4 PM – 12 AM)
• Night shift (12 AM – 8 AM)

Some hospitals implement Pitman or Dupont schedules, ensuring continuous patient care while allowing for extended rest periods. Emergency and ICU staff often follow 12-hour shifts, such as 2-2-3 schedules, where they work two days on, two days off, and three days on.

On-call shifts are common in emergency medicine, requiring staff to be available without a fixed schedule. Overtime is frequent, leading to burnout if not managed properly. Flexible scheduling, job sharing, and remote consultations help reduce strain on medical workers.

Work Schedules for Law Firms

Law firms typically follow a 9-5 schedule, but workloads often extend beyond traditional office hours. Many lawyers work 50-60 hours per week, sometimes including weekends. Junior associates frequently operate on an unpredictable schedule, dictated by client demands and court deadlines.

Some law firms implement compressed schedules, allowing solicitors to work longer hours on fewer days. Remote and hybrid schedules are becoming more common, especially for legal research and client consultations. Paralegals and support staff often work standard schedules, though litigation cases may require overtime.

Balancing workloads in law firms is challenging due to unpredictable case demands. Proper employee work schedule management ensures staff productivity while preventing burnout.

How To Create Employee Work Schedules?

Creating an employee work schedule requires strategic planning to balance business needs with employee availability. A well-structured work schedule improves productivity, reduces conflicts, and ensures smooth operations. Below are key steps to develop an efficient working schedule for employees.

1. Identify Resources

Before creating a schedule, evaluate the resources available, including workforce size, skills, and operational needs. Identify critical roles that require full-time coverage and areas where part-time or contract workers can fill gaps. Consider workload distribution to prevent employee burnout while maintaining business efficiency.

2. List Down Needs for Every Shift Category

Define the number of employees required for each shift and their roles. If the business operates 8-5 hours, ensure sufficient coverage throughout the day. For 24/7 operations, plan shifts like day, evening, and night rotations. Businesses with fluctuating demand should consider seasonal or flexible scheduling.

3. Anticipate Demand

Analyse peak business hours, seasonal trends, and workload variations. Retail stores may need more staff during weekends, while hospitals require consistent 24/7 staffing. Studying past employees’ schedules helps predict future demands and avoid understaffing or overstaffing.

4. Collect Employee Preferences

Consider employee availability and preferences when creating schedules. Some workers may prefer morning shifts, while others perform better during evenings. Gathering input increases job satisfaction and reduces absenteeism.

5. Review Past Schedules

Analyse previous work schedule examples to identify inefficiencies. Look for trends in shift swaps, frequent absenteeism, or scheduling conflicts. Adjust the new schedule to resolve recurring issues and improve workforce management.

6. Create a Plan for Replacement

Unplanned absences can disrupt workflow. Establish a backup plan by maintaining a list of employees available for on-call shifts or overtime. Using a work schedule example with designated backup staff prevents last-minute scheduling problems.

7. Research Laws

Ensure compliance with labour laws and industry regulations. Check rules on scheduled hours, overtime pay, rest breaks, and employee rights. Non-compliance may lead to legal issues and reduced employee satisfaction.

8. Use A Schedule Maker

Manually creating different schedules can be time-consuming and error-prone. Shifton is a task management application designed to automate shift planning, employee scheduling, and workload balancing. With Shifton, businesses can:

• Automate shift assignments based on workload demands.
• Allow employees to request shift swaps and manage availability.
• Reduce scheduling errors with AI-powered optimisation.
• Improve working schedules with real-time adjustments.

Using task management software like Shifton streamlines types of schedule planning, ensuring efficiency and reducing administrative workload.

9. Publish The Schedule

Once the work schedule for employees is finalised, share it with the team in advance. Use task management apps or internal communication tools to notify employees and allow them to review their shifts. Transparency in scheduling prevents last-minute conflicts and improves workforce coordination.

Why Is Creating A Work Schedule Important?

A structured working schedule for employees ensures operational efficiency, workforce satisfaction, and compliance with labour laws. Without a well-organised business schedule, companies face absenteeism, employee burnout, and productivity loss. Below are key reasons why a proper employee work schedule is essential.

1. Improved Employee Retention

A well-planned work schedule for employees reduces stress and ensures fair shift distribution. Employees who receive predictable scheduled hours are less likely to experience burnout or job dissatisfaction, leading to lower turnover rates. Businesses that offer flexible schedule options retain top talent by accommodating personal commitments and work-life balance.

2. Improved Employee Productivity

An optimised work time schedule aligns employee availability with peak business hours, ensuring staff is present when demand is highest. Assigning shifts based on productivity patterns — such as scheduling morning shifts for early risers — maximises efficiency. Employees with a structured working schedule experience fewer distractions and maintain higher performance levels.

3. Guaranteed 24/7 Staffing

Industries like healthcare, customer service, and security need continuous coverage. Implementing different work schedules, such as Pitman, Dupont, or rotating shifts, ensures that businesses operate efficiently without service gaps. A proper workweek schedule prevents understaffing, reducing operational disruptions.

4. Effective Payroll Management

A clear working schedule helps track employee work hours, overtime, and payroll expenses. Companies using task management software automate shift tracking and ensure compliance with labour laws regarding overtime and breaks. Proper scheduling prevents unnecessary payroll expenses due to inefficient shift planning.

5. Reduced Work Stress

An organised working schedule for employees prevents overburdening staff with excessive hours or unpredictable shifts. Employees with a stable schedule experience less stress, leading to better mental health and workplace satisfaction. Job-sharing, compressed schedules, and flexible work arrangements further enhance employee well-being.

6. Satisfactory Work-Life Balance

A good work schedule provides employees with enough time to manage personal commitments alongside work responsibilities. Schedules like hybrid work models, 4-10 shift schedules, or 9/80 arrangements offer extended rest periods without compromising productivity. Businesses that prioritise work-life balance attract and retain motivated employees.

How To Choose The Ideal Work Schedule For Your Employees

Selecting the best work schedule requires balancing business needs with employee preferences. The right types of schedules improve productivity, enhance job satisfaction, and ensure compliance with labour laws. When determining the ideal working schedule, consider the following factors:

1. Business Requirements

Identify the core operational needs of the company. Some industries, like healthcare and manufacturing, require 24/7 coverage, while others function on a standard work schedule. Determine whether a fixed, rotating, or flexible schedule suits your business model.

2. Employee Preferences

A successful work schedule considers employee needs. Some workers prefer morning shifts, while others are more productive in the evening. Flexible schedule options, such as remote work or compressed shifts, help attract and retain talent. Gathering employee feedback ensures higher job satisfaction.

3. Customer and Service Demands

Retail, hospitality, and healthcare businesses must align employees’ schedules with peak demand periods. If customer traffic is highest on weekends, scheduling weekend shifts ensures optimal service. Analysing past work schedule hours helps anticipate staffing needs.

4. Compliance With Labor Laws

Every work schedule for employees must adhere to labour regulations, including overtime pay, rest periods, and work-hour limitations. Some jurisdictions restrict overnight shifts or enforce specific break periods. Ignoring these laws can lead to penalties and employee dissatisfaction.

5. Scalability and Future Growth

A well-designed work schedule should accommodate business expansion. As companies grow, scheduling complexities increase. Using task management software like Shifton simplifies scheduling for larger teams, automating shift assignments and reducing conflicts.

Choosing the best work schedule involves evaluating company goals, employee well-being, and legal requirements. Implementing the right types of work schedules enhances efficiency while maintaining a healthy workplace environment.

How To Choose The Ideal Work Schedule For Your Employees

Selecting the best work schedule requires balancing business needs with employee preferences. The right types of schedules improve productivity, enhance job satisfaction, and ensure compliance with labour laws. When determining the ideal working schedule, consider the following factors:

1. Business Requirements

Identify the core operational needs of the company. Some industries, like healthcare and manufacturing, require 24/7 coverage, while others function on a standard work schedule. Determine whether a fixed, rotating, or flexible schedule suits your business model.

2. Employee Preferences

A successful work schedule considers employee needs. Some workers prefer morning shifts, while others are more productive in the evening. Flexible schedule options, such as remote work or compressed shifts, help attract and retain talent. Gathering employee feedback ensures higher job satisfaction.

3. Customer and Service Demands

Retail, hospitality, and healthcare businesses must align employees’ schedules with peak demand periods. If customer traffic is highest on weekends, scheduling weekend shifts ensures optimal service. Analysing past work schedule hours helps anticipate staffing needs.

4. Compliance With Labor Laws

Every work schedule for employees must adhere to labour regulations, including overtime pay, rest periods, and work-hour limitations. Some jurisdictions restrict overnight shifts or enforce specific break periods. Ignoring these laws can lead to penalties and employee dissatisfaction.

5. Scalability and Future Growth

A well-designed work schedule should accommodate business expansion. As companies grow, scheduling complexities increase. Using task management software like Shifton simplifies scheduling for larger teams, automating shift assignments and reducing conflicts.

Choosing the best work schedule involves evaluating company goals, employee well-being, and legal requirements. Implementing the right types of work schedules enhances efficiency while maintaining a healthy workplace environment.

How To Streamline Work Schedules With Shifton

Managing types of work schedules manually can be time-consuming and error-prone, leading to scheduling conflicts, understaffing, and employee dissatisfaction. Shifton, an advanced task management software, simplifies the entire process, ensuring seamless shift planning and workforce management.

Key Benefits of Using Shifton for Work Scheduling

• Automated Shift Planning – Shifton assigns shifts based on employee availability, skills, and business needs, eliminating the hassle of manual scheduling.
• Real-Time Adjustments – Last-minute changes? Shifton allows quick modifications, ensuring full schedule coverage without disruptions.
• Employee Self-Scheduling – Workers can swap shifts, request time off, and manage their own availability, reducing administrative workload.
• Compliance with Labour Laws – The system ensures that work schedule hours comply with overtime regulations, rest breaks, and local labour laws.

How Shifton Works

1. Define Shift Requirements – Set up the required number of employees for each shift and specify any skill-based assignments.
2. Employee Availability Input – Employees input their preferred shifts and time-off requests.
3. Automated Scheduling – The system generates an optimised working schedule for employees, balancing workload and ensuring fairness.
4. Instant Notifications – Employees receive real-time updates about their work time schedule, shift swaps, or schedule changes.
5. Performance Tracking – Managers can analyse employees’ schedules, track attendance, and identify scheduling inefficiencies.

Shifton helps businesses of all sizes streamline different work schedules, reduce administrative burden, and improve overall workforce efficiency. Whether managing a 9-5 schedule, rotating shifts, or remote work schedules, Shifton provides a flexible and scalable solution tailored to industry needs.

Using Shifton ensures that businesses maintain an optimised work schedule for employees while minimising disruptions and enhancing employee satisfaction.

Key Takeaways

Choosing the right types of schedules is essential for business efficiency and employee satisfaction. Below are the key insights from this guide:

• Different industries require different work schedules – From standard 9-5 schedules to rotating shifts, each business must select the model that best fits its operational needs.
• Alternative shift types improve flexibility – Options like compressed workweeks, hybrid schedules, and flexible shifts help balance productivity with employee well-being.
• Proper scheduling prevents burnout and improves retention – A well-structured working schedule ensures employees get adequate rest and fair shift distribution.
• Technology simplifies workforce scheduling – Using task management applications like Shifton automates shift planning, reduces scheduling conflicts, and enhances efficiency.
• Compliance with labour laws is crucial – Employers must ensure that work schedule hours align with overtime rules, break regulations, and local labour laws.

By implementing strategic schedule types, businesses can optimise operations, boost employee engagement, and ensure long-term success.

Many companies use contact centres as a way of communicating with their customer base. The way operators handle themselves with callers can lead to gaining new customers as well as maintaining healthy relationships with long-time clients.

Call centre scheduling challenges

In many cases, call centres work on behalf of international companies. Managers hire operators who have to work in different time zones. This can lead to confusion with working hours, shifts and worker distribution.

This can, in turn, harm the call centres’ workflow, lead to negative feedback and decreased income. A call centre can avoid this situation if it implements proper work schedule management. Currently, there are several types of worker timetables:

Soviet

This type of work schedule is more appropriate for call centres that work for local markets. Employees have an 8-hour shift and a 1-hour lunch break. Operators aren’t able to choose the time of their break. Lunch can only be taken 4 hours into the shift. As a rule, this type of timetable has only two shifts: from 8 AM to 4 PM and from 4 PM to 12 AM.

American

This scenario also offers 8-hour shifts. The “American” type doesn’t allow changing the time when shifts start. It doesn’t allow operators to choose the most suitable time. With that in mind, the scenario allows for lunch to be taken at any time during the workday, as well as asking for breaks.

British

The British schedule type is considered to be the most effective for workforce organisation in call centres. Not only does it cut costs, but it also improves employee performance. This schedule type offers 4/8-hour shifts. Employees can choose when their shifts begin and can take a lunch break anytime during the working hours.

Call centres that switch to the “British” model of work hour management will see their workers’ performance and attitude improve significantly. In turn, clients feel that they communicate with professionals and receive a high level of customer service.

Schedule tools

Using simple solutions, such as Microsoft Excel, is not enough to make work schedules of different durations and with various numbers of operators. They can’t be used to plan schedules and keep track of breaks. Workforce management tools allow creating a perfect schedule.

The Shifton service is a perfect solution to set up a “British” schedule for a call centre. The service allows setting shift start times, allows for breaks and holidays, and supports a flexible lunch break. It allows a call centre to create a schedule for any kind of staff.

All firms hunt for cost-effective and easy-to-use tools that lift employee performance and audience numbers, while not taking too much time from the management department. We’ve crafted a set of tools that is easy to master and will save your business a lot of time.

Social Media Marketing solutions for business recognition

1. Buffer

   Buffer has a pretty straightforward approach to SMM. It lets you schedule posts for various platforms. They are published automatically, without anyone’s direct involvement. Buffer supports all the major social media platforms and offers analytics to help improve post reach and user engagement.

2. CoSchedule

   CoSchedule is a marketing calendar and a social media calendar combined into one platform. The service is directly integrated with Evernote and Headline Analyzer, as well as most social media platforms (Facebook, Twitter, Instagram, LinkedIn, Tumblr, Google+, etc). It’s designed to manage all posts, including blog posts, from a single dashboard.

3. Hootsuite

   Hootsuite is one of the oldest SMM platforms, having been around since 2008. It allows post scheduling for Twitter, Facebook, Instagram, LinkedIn, Google+ and YouTube. With Hootsuite, you can find out how your company or brand is being perceived online. Additionally, the platform offers post analytics.

4. Schedugram

   Schedugram is among the most commonly used Instagram schedulers. Businesses focused on this platform will find that the service has a simple interface, allows uploading and editing images. These can be posted later as needed. For instance, you can take 10 photos and set a time and date for when each will be posted for subscribers.

Surveys

1. GetFeedback

   GetFeedback is an online survey service enabling companies to gauge customer satisfaction and improve their experience. The platform offers survey personalisation, including adding brand logos, fonts, and colours.

2. QuestionPro

   QuestionPro allows users to create all types of polls and surveys. They can be loaded from a Microsoft Word document, created manually or copied from existing professional templates. Surveys can be dispatched via email, embedded on a website or shown in a pop-up window.

3. SurveyGizmo

   SurveyGizmo offers over 40 types of questions and survey themes that are adapted for both desktop and mobile devices. The service includes many pre-built themes, as well as a theme builder. Since the platform is multilingual, identical surveys and polls can be rolled out in different countries. There are no limits on the number of questions and responses a survey can have.

4. SurveyMonkey

   SurveyMonkey allows companies to better understand their clientele and get feedback from employees. It can also be used for market research to maintain a competitive edge. The platform offers free surveys with various settings. Surveys can be emailed out, shared on social media, on websites and other platforms.

Staff management

1. 15Five

   The 15Five platform helps keep track of employee performance. Employers can learn about the team’s accomplishments, address issues before they escalate, and gather information on any ideas employees might have. The service is akin to a social network for workforce management.

2. Aventr

   Aventr is designed to boost employee performance by enhancing team engagement and collaboration. Employers can send gifts and positive feedback to workers. Aventr allows sharing ideas and gauges the extent to which you have enhanced employee performance.

3. Basecamp

   Basecamp is a premium, user-friendly employee scheduling service. Managers can organise employees based on their roles within the company and assign them projects to work on. The platform features built-in notifications, a chat room, an assignment board, and automatic check-ins. These features all aid in monitoring what is happening throughout the company.

4. Shifton

   Shifton offers a comprehensive suite of tools for managing company, project, and work schedules. It allows for the creation of various types of work schedules suitable for a staff of any size. Employees can indicate their preferred work hours, request breaks, or swap shifts with each other.

We hope that these tools will help you save time on team management and in building brand recognition.

Time is one of the most valuable resources available to a small business owner. There are a few things that can help save time.

Efficient time management tip #1 — Describe what an average day looks like

Grab a piece of paper and describe what your day looks like from morning till night. Your lunch break, phone calls, travel, etc need to be broken down by the minute. You should also work out the total amount of time spent during the day.

The list needs to describe your average day. Don’t change your plans to make things look better on paper. You’ll quickly spot the time-wasters. Focus on the time you spend on phone calls, breaks, errands, and other non-work-related activities.

Don’t let new opportunities steer you off course

Small business owners can sometimes be impulsive when it comes to new ideas or business offers. This distracts them from their plan and can lead to a stack of projects that will never get completed. You need to focus only on the best ideas and offers.

Don’t delegate your work without proper training

To run a successful business, it’s crucial to hand over some of your responsibilities to others. A business owner has to ensure that the person taking on the workload is well instructed. They need to be fully aware of their responsibilities.

For instance, if you run a small bakery and find someone to replace you as the chief baker, you need to teach them about the baking techniques at your business, ensure they’re qualified, and that they pass probation.

Adhere to the 80/20 rule

The 80/20 rule or the Pareto principle indicates that 80% of success comes from 20% of the effort. For example, only 20% of clients bring in 80% of the income for most companies. This rule can be applied to time management.

Count all your daily achievements that positively impacted your business. The numbers might differ, but only a small portion will benefit your company. The trick is to remain focused on them.

Running a business means juggling many roles, but trying to handle everything on your own results in burnout and inefficiency. Knowing how to effectively delegate tasks is a game-changer for business owners, allowing them to focus on strategy and growth instead of getting bogged down in daily operations. Effective delegation boosts productivity, enhances employee engagement, and ensures tasks are completed by the right people. In this guide, we’ll explore what delegation is, why it’s vital, and how to delegate work to staff effectively. Plus, we’ll lay out 18 crucial tasks you should start outsourcing today.

What Is Delegation, And Why Is It Important?

Delegation is the process of assigning tasks to others while still holding responsibility for the outcome. It allows business owners and managers to distribute workloads effectively, ensuring time and skills are used optimally. Without delegation, leaders risk micromanagement, which stifles employee growth and limits business scalability.

When you delegate tasks well, you create an environment where employees take ownership of their work, boosting productivity and morale. A good delegation strategy leads to smoother operations and allows leaders to concentrate on high-level decision-making.

Delegate The Right Task To The Right Person

Delegation isn’t just about passing on work — it’s about assigning the right task to the right person. Consider each employee’s strengths, experience, and workload before delegating. If a task needs creativity, assign it to a team member with strong problem-solving skills. For detail-oriented work, select someone meticulous. Matching tasks with the right people ensures efficiency and quality.

Why Some People Are “Unable” To Delegate

Many business owners find delegating difficult due to common misconceptions and fears, such as:

• Believing that “doing it myself is faster”
• Fear of losing control over quality
• Lack of trust in employees’ abilities
• Unclear instructions leading to poor results

However, these problems can be resolved by improving delegation skills, setting clear expectations, and using task management software to streamline workflows.

Why Delegation Is Crucial

Failing to delegate leads to stress, missed chances, and inefficiencies. Delegation allows leaders to:

• Concentrate on strategic growth rather than routine tasks
• Empower employees by giving them responsibility
• Better time management and productivity
• Scale operations effectively without burning out

By embracing delegation, businesses can run more smoothly, become more agile, and achieve sustainable growth.

How to Delegate: Honing Your Skills With 9 Tips For Managers

By adopting these strategies, managers can delegate tasks effectively, leading to a more productive and engaged workforce.

How to Delegate Effectively On A Budget

Small businesses or startups may hesitate to delegate due to cost concerns. However, outsourcing to freelancers, using task management applications, or leveraging automation can be cost-effective ways to delegate without breaking the bank.

18 Tasks You Should Delegate

Delegating tasks isn’t just about freeing up time — it’s about optimising efficiency, ensuring high-quality work, and allowing your team to grow. Below are 18 critical tasks every business owner should consider delegating.

1. Daily Time Management

Your time is one of your most valuable assets. However, managing your daily schedule — checking appointments, setting reminders, and prioritising tasks — can be time-consuming. A virtual assistant (VA) or personal assistant can take over this responsibility, ensuring you stay on track with meetings, deadlines, and commitments.

Why Delegate It?

• Eliminates time wasted on scheduling and rescheduling.
• Ensures you focus on high-impact activities.
• Reduces stress and decision fatigue.

2. Email Organisation And Triaging

The average professional spends 28% of their workweek reading and responding to emails. A VA can filter important emails, respond to routine inquiries, and organise your inbox to ensure urgent matters get addressed first.

Why Delegate It?

• Prevents inbox overload.
• Saves hours each week.
• Improves response time for critical communications.

3. Scheduling Requests

Coordinating meetings, setting up appointments, and aligning schedules across multiple stakeholders can be overwhelming. A scheduling assistant or an automated booking system can handle these tasks for you.

Why Delegate It?

• Avoids double bookings and scheduling conflicts.
• Saves time spent on back-and-forth emails.
• Ensures optimised scheduling based on priorities.

4. Expense Management

Tracking business expenses, receipts, reimbursements, and monthly budgets can be complex and time-consuming. Outsourcing this to an assistant or using task management applications that automate financial tracking can make the process seamless.

Why Delegate It?

• Keeps finances organised and audit-ready.
• Reduces errors in expense reporting.
• Saves valuable time spent tracking and reconciling transactions.

5. CRM Management

Customer relationship management (CRM) tools are crucial for tracking leads, interactions, and follow-ups. However, manually updating records and analysing customer interactions is tedious. A CRM specialist or an assistant can handle this for you.

Why Delegate It?

• Ensures better customer engagement and retention.
• Automates follow-ups and lead tracking.
• Keeps client records accurate and updated.

6. Social Media Management

A strong social media presence is essential for brand awareness, but consistently posting, engaging with followers, and tracking analytics can be overwhelming. A social media manager can handle content creation, scheduling, and engagement.

Why Delegate It?

• Maintains consistent posting and audience engagement.
• Increases brand awareness and reach.
• Allows business owners to focus on strategy rather than execution.

7. Supply Ordering

Restocking office supplies, managing vendor relationships, and ensuring materials arrive on time are all critical operational tasks that can be easily outsourced to an office manager or an administrative assistant.

Why Delegate It?

• Prevents stock shortages.
• Saves time spent coordinating orders.
• Ensures cost-effective purchasing.

8. General Research

From market trends to competitor analysis, research plays a crucial role in decision-making. However, digging through endless reports and data can be tedious. A research assistant can provide you with summarised insights.

Why Delegate It?

• Helps make informed business decisions.
• Saves hours of data collection and analysis.
• Provides actionable insights without manual effort.

9. Travel Management

Planning business trips, booking flights, arranging accommodations, and managing itineraries take up valuable time. A travel assistant can handle all these logistics for you.

Why Delegate It?

• Saves hours of research and booking.
• Ensures hassle-free travel arrangements.
• Prevents last-minute issues with flights and hotels.

10. Gift Purchasing

Corporate gifts for clients, employee appreciation presents, or holiday giveaways require thought and time. Delegating this task to an assistant ensures thoughtful gift-giving without added stress.

Why Delegate It?

• Saves time searching for appropriate gifts.
• Ensures timely delivery.
• Strengthens client and employee relationships.

11. Paying Bills

Handling vendor payments, utility bills, and subscription renewals manually is a tedious and error-prone task. Outsourcing to an assistant or using task management apps for automated bill payments can streamline the process.

Why Delegate It?

• Prevents late fees and missed payments.
• Saves time tracking and managing invoices.
• Ensures financial organisation.

12. Bookkeeping And Invoicing

Accurate financial records are essential for business success, but bookkeeping and invoicing can be complex and time-consuming. A professional bookkeeper can ensure all transactions are recorded correctly.

Why Delegate It?

• Ensures compliance and accuracy.
• Reduces errors in financial reporting.
• Saves time spent balancing accounts.

13. Content Creation

From blog posts to newsletters, content marketing is vital for business growth. A freelance writer or marketing team can create high-quality content that aligns with your brand’s voice.

Why Delegate It?

• Ensures professional, engaging content.
• Saves time spent writing and editing.
• Boosts SEO and online visibility.

14. Design Work

Graphic design is crucial for branding, social media, and marketing materials. Instead of spending hours creating visuals, outsource this to a professional designer.

Why Delegate It?

• Ensures high-quality, visually appealing designs.
• Saves time spent on editing and revisions.
• Strengthens brand identity.

15. Managing The Website

A website needs regular updates, maintenance, and optimisation. Hiring a web developer or IT specialist ensures your website remains functional and secure.

Why Delegate It?

• Prevents downtime and technical issues.
• Ensures fast-loading, user-friendly web pages.
• Saves time troubleshooting website errors.

16. Calendar Management

Keeping track of deadlines, meetings, and events can be overwhelming. A VA can manage your diary, set reminders, and reschedule appointments when necessary.

Why Delegate It?

• Ensures optimised scheduling.
• Saves time managing appointments.
• Reduces stress from overlapping meetings.

17. Data Entry & Filing

Inputting data, updating records, and organising files are repetitive but essential tasks. A dedicated assistant can handle these tasks efficiently.

Why Delegate It?

• Prevents errors in data management.
• Saves hours of manual work.
• Keeps records structured and accessible.

18. Internal Documentation

From process manuals to onboarding guides, internal documentation is crucial for efficiency. A documentation specialist can create and maintain these resources for you.

Why Delegate It?

• Streamlines team training and operations.
• Ensures consistency in workflows.
• Saves time spent explaining processes repeatedly.

By delegating these tasks, business owners can focus on strategic growth while ensuring essential operations run smoothly. Whether outsourcing to professionals or using task management software, handing off these responsibilities will increase efficiency, productivity, and business success.

How Shifton Can Help In Delegation and Task Management

Shifton is a powerful task management software designed to simplify delegation and optimise workflows. With features like automated scheduling, employee task tracking, and seamless communication tools, Shifton ensures that businesses can delegate tasks effectively while maintaining full visibility. Whether you need a task management application to streamline operations or task management apps to improve team productivity, Shifton provides a flexible solution.

By using Shifton, business owners can delegate tasks effectively without worrying about missed deadlines or communication gaps. Simplify your workflow and enhance productivity with Shifton’s software task management features today!

Mastering how to delegate tasks effectively is essential for business growth. By outsourcing the right tasks and leveraging the right task management software, you can focus on scaling your business while ensuring efficiency.

Start delegating today and watch your business thrive!

Modern people are always busy. We constantly have to complete working assignments, pay the bills, buy kai and visit the doctor’s office from time to time. Because of this, we often have to switch between tasks. For example, send out emails to business partners, talk on the phone with new clients or plan a holiday. This kind of stress is not a problem for people who know how to multitask.

Mixing offline and online hinders your ability to multitask

First, you have to create two lists. Write down all the things that can be done offline in the first one. The second list is meant solely for tasks that require an Internet connection. Go online only when it’s necessary. For example, you can write an e-mail text without connecting, while Internet access is required for business negotiations via Skype. This way, you get less distracted and more effective at multitasking.

Keep track of everything

Missed assignments keeping you awake at night? Create a list of unfinished tasks and keep it handy. Try to state your tasks clearly. Otherwise, you’ll find it hard to complete them. It doesn’t matter how many items are on the list: 100 or 1000.

Update it at the end of a workday. We also encourage you to create lists for different types of assignments. For example, for tasks related to marketing or groceries.

Next, pick assignments with the highest priority levels. Choose 5 critically important things, tasks that can be delegated, and things you can discard. Leave low-priority assignments for tomorrow.

View the list in the morning and check if it has all the important daily tasks. Next, add all of them to your calendar. Check the list during the weekend to make sure that you didn’t forget anything.

Put that smartphone down

Make sure you turn off your smartphone notifications. You can scroll through Facebook and view new tweets when you get back home. All notifications you need should be on your work computer. It’s also better to respond to emails from friends outside the office.

Multitasking welcomes a change of pace

Try working on two different projects on the same day and switching between them from time to time. A change of activity allows you to come up with unexpected solutions and free yourself from extraneous thoughts. It’s always a good way to distract yourself from monotonous work.

Don’t forget these rules and pretty soon multitasking will become second nature to you.