Everybody knows the old saying, “People aren’t born good leaders, they become them”. Is this true and which leadership traits does one have to possess in order to be a good top manager? We tried answering this question when writing this article. Perhaps all of us have dreamed 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 that we would handle our new position with no problem as we all deeply wished to quickly climb the career ladder. Has any of us thought about what exactly keeps us away from a skyrocketing career? Perhaps we don’t have the great leadership skills 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 have 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 that when lacking, will make things hard for any person who wants to get 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 people. People listen to confident people and follow them. It’s important not to overplay this. Your confidence has to be backed up by your accomplishments, knowledge, and skills. You can’t be confident in yourself if you have nothing to show because people who are aware of the situation will see right through your deceit. If you sincerely want a promotion, you have to overcome low 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 main leadership skill any ideal boss should display. Before properly shaping and organizing staff work processes, you have to be able to organize your day, plan your schedule and properly use your time daily. How disciplined or undisciplined you are can directly influence how your employees work. If you are unable to plan your daily routine, you won’t be able to manage an entire staff. Having an organized nature is one of the greatest leadership skills. It comes first with discipline and self-discipline. It’s the ability to create a strict work plan and follow it to the letter. You have to be orderly and set an example for your employees.

Imagine that you finally got the desired boss position and are in charge of things for a couple of years. While you do that, you also constantly arrive late for work, come in late after lunch breaks and spend a couple of hours a day talking to your friends and family over the phone. How do you think your workers are going to react? I don’t think that after witnessing such disorganisation you will be able to maintain authority and be a good example to follow for employees. 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 a similar attitude towards work 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 out at the bottom of the career ladder. People like them usually start treating their employees with bias, arrogance, and disrespect. If you wish to become a world-class leader, you shouldn’t engage in this sort of inappropriate behaviour. Remember that whatever position you currently have in the company, you have to treat people who surround you with respect, both colleagues, and subordinates. Every time you want to insult someone or treat a worker disrespectfully, remember that you were once in their shoes. You also had it tough when you had to learn something new and were very displeased with the contemptuous way your boss treated you.

Determination

Determination is a leadership trait without which you won’t be able to properly run a company. A business or a small department in a big corporation. We have to admit that when there is no determination, it’s very hard to achieve things in life for both leaders and ordinary people. If you really want to get the top position or already occupy it, you have to be absolutely determined. Don’t be afraid of anything. Learn how to make well-timed, important and responsible decisions on your own, without sharing the burden with your employees.

Advanced tech skills

This seems self-explanatory. A person who aims for the highest position has to keep up with the times, know 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 have to be a step ahead of your workers and teach them new things. Implement new programmes and ways of work while being technically savvy. If you aren’t an expert at what you are doing and what you manage, you won’t be respected and will become susceptible to deceit. That’s why in order to have great leadership skills, you have to be progressive and aware of all that goes on in your company.

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

Although people couldn’t dream of working remotely 10 years ago, nowadays countless companies employ at least one remote employee. Big corporations and enterprises have entire remote worker teams, whose presence at the office is unnecessary. PR managers, HR experts, copywriters, journalists, photographers, bloggers, accountants are among the professions created or adapted for remote work, which is such a large pool it can be endlessly expanded. Let’s rather discuss the proper staff motivation ideas so that remote workers can be cost-effective and productive.

Initially, it seems that employee motivation is not the easiest task to tackle when it comes to remote employees, as we’re usually dealing with freedom-loving, independent and perhaps a bit fussy people. By following our worker motivation advice, you will become adept at motivating and managing personnel, even if these personnel work a thousand miles away from your office.

First and probably the most important advice: Stay in contact

We live in the era of social networks, Skype conferences, and endless business communications. On one hand, being constantly reachable via social networks and various messengers, or having Skype calls once a week might seem tough or time-demanding. On the other hand, if you maintain contact with remote staff members, these workers can ask questions whenever they want. This helps prevent mistakes that could lead to significant financial loss for the company. Don’t waste excessive hours on calls; merely be online or establish a fixed time when you’ll be available for employees. For example, set a time from 1 PM to 2 PM on Mondays and Wednesdays to chat with a particular worker.

Second, yet equally important advice: Give clear and precise instructions

Initially, the remote working process appears quite simple: you provide an employee with basic information about your company, explain certain work specifics, assign a task, and oversee its execution. However, articulating the task properly and precisely is even more crucial. You shouldn’t assume that a remote worker who doesn’t understand their task will ask a lot of follow-up questions. Most employees won’t delve into this and will work based on their own understanding. Not all employees are willing to redo their work if you are dissatisfied with their task execution. Therefore, managing remote employees should involve delivering crystal clear and precise tasks. This will foster a fruitful and long-lasting partnership. By explaining everything clearly from the start, you won’t lose valuable time and money when someone makes a mistake.

Third equally important advice: Offer bonuses

Financial motivation is classic, but unfortunately, it’s unavoidable as a tried-and-true staff motivation idea. Everyone enjoys getting paid, and they love bonuses even more. That’s why, if you see an employee completing their work on time, taking initiative, being polite, hardworking and occasionally putting in overtime, don’t be tight-fisted. Implement a system of small bonuses or pay out large sums every quarter or semi-annually. This way, workers will be motivated and will perform their work both promptly and cheerfully.

Fourth advice: Unique gifts

This method is best for employers who are truly passionate about their business and value each individual involved in it. When you know a remote employee for years and they perform their work diligently, they deserve to be treated with respect and even friendliness. That’s why you can enhance worker motivation with unique interesting gifts. For instance, if you know an employee well and are aware that they are a big rugby enthusiast, you can purchase rugby match tickets for their birthday or as a gift at the end of a quarter. When there is a married woman working in your company who spends too much time on your projects, give her two cinema or theatre tickets, allowing her to enjoy a lovely evening with her husband. Although remote employees are far away, they are still a crucial part of your team and should be treated without bias or not encouraged just like regular office workers.

Fifth vital advice: Trust

An experienced CEO certainly needs to be involved in managing remote employees and keeping an eye on things, but they shouldn’t forget about trust. Of course, if you’ve never hired remote staff before, you might find it challenging to adjust to certain aspects of the process as well as learning to trust and empower workers. While managing remote employees, you can’t monitor every action they take, how much time they spend behind their computers, how often they visit the kitchen or get distracted by phone calls, yet you must learn to trust them. When you hire an employee for remote work, you need to ascertain how responsible, focused, qualified and capable they are in setting their priorities. Experienced top managers will easily discern a slacker from a hard-working expert to add to their team.

Sixth advice: Implement deadlines

When assigning a task to an employee, it’s crucial to set a deadline and inform them about the consequences of failing to meet submission terms. If you don’t set up deadlines, an employee may become lazier and pursue their interests instead of focusing on their tasks. Consequently, the work will be completed at the last minute and rather haphazardly.

Seventh advice: Positive attitude

Sadly, it’s quite challenging to find a job where you will be appreciated, respected, and your opinion valued. That’s why nowadays, a good attitude towards employees is as valuable as gold. Many people trade their office work for remote work because they are tired of shameless exploitation by employers and the bickering collective that resembles a nest of vipers. CEOs with a remote workforce must strive to treat them with respect. Enquire about their day, whether everything is okay with their families, and what the weather is like in their countries and cities. It is important not to make these conversations too intrusive or overly familiar.

Friends, we hope that you find these tips beneficial for working with remote employees and that they will assist you in building long-lasting and productive relationships with them. Remember that you are accountable for how well the workflow is organised in your company. Only the most experienced, talented, focused, and progressive employers will elevate their businesses to the top.

Relationships between employer and staff members are the foundation for creating a microclimate in any organisation. Many CEOs don’t learn the principles of effective employee communication and believe they naturally have these skills. Let’s not forget that we live in ever-changing and dynamic times. The modern job market is full of confident and competitive representatives from various fields. In the past, employees were expected to silently endure unprovoked aggression, bias, penalties and reprimands. Nowadays, even workers who are not the most qualified carry themselves with respect and change jobs impulsively without fear of being unwanted in the job market. Many experienced employers know how hard 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 need to compromise and weigh every spoken and heard word while maintaining a level of courtesy. Let’s try to determine the proper 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 managed.

Most commonly utilised internal communication techniques

Being the head of a company is not the easiest job. Financial liability and employees themselves fall under your responsibility. A top company manager must be wise, flexible, constantly weigh their decisions and know the proper ways of delegating power. There are numerous team management seminars, webinars, and training sessions where you can get the required knowledge and necessary skills. Any self-respecting employer must attend at least one of these seminars to stay current with the latest trends in hiring and managing staff. You should also work on developing your own style of employee management.

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

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

• Anarchistic. The employer tries to stay out of the company’s daily operations and employee work as much as possible, allowing things to run wild while abandoning all responsibility for results.

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

Additionally, employers can use joint creativity in employee management. The core of this style lies in achieving positive results, setting goals and tasks through the combined efforts of employees and the employer.

Each of these methods is good in its own way and appropriate under certain circumstances. The authoritarian approach yields some decent results due to constant control but can only be used in critical situations. The democratic method can be implemented when the company leader is highly intelligent and skilled in management. Without this, it is practically impossible to get good results from the democratic internal communication technique.

An experienced company owner must have a certain degree of foresight. Firstly, they have to analyse the behaviour and character traits of all team members, determine the potential of all employees, and foresee the possibility of various situations emerging. All these factors must be considered when looking for the right style of organisational communication.

Feedback is a valuable skill in communicating with employees

The ability to set up proper feedback is considered one of the most important communication skills necessary for effective employee communication among company leads for quite some time. Even young and experienced CEOs must be able to talk to employees, sort out inaccuracies, praise or criticise constructively, properly delegate authority, and give advice on various tasks. Communicating with staff members should be no problem for a CEO. A company head must be able to contact any workers, even the most unruly and capricious ones, as proper feedback is the cornerstone of mutually beneficial communication. Initially, it seems that calling in a worker to discuss issues is the easiest thing to do. It turns out it’s not easy at all. The majority of psychological and sociological research conducted by hundreds of companies around the world has shown that feedback is the most problematic part of employee-employer relationships. Many workers are stressed during poorly handled face-to-face conversations with their superiors and due to the absence of a well-established feedback process. They are too scared to speak their minds, feel underappreciated, worthless, and humiliated. A non-existent or poorly set-up feedback system disorients workers in the organisation and decreases their desire to strive for the common goal. A talented and wise CEO must understand that feedback is a good tool that allows them to:

• Correct an employee’s behaviour in the team

• Guide an employee towards growth and development in a certain department

• Express gratitude and highlight the importance of an employee

• Motivate workers towards new achievements

• Determine the reason for an employee’s misbehaviour

Now let’s look at some of the internal communication techniques that will help you set up a proper feedback system. By following these, you will be able to communicate easily with your employees.

Rule N1: Be precise with goals

Before meeting with an employee, understand what goal you are pursuing and write it down on a piece of paper. Ask yourself: “What do I want to achieve during this meeting?” You will make the conversation much easier this way.

Rule N2: Have a time and a place for talks

It is vital that you discuss only recent events when speaking to the worker. The best practice 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 have been coming in late over the past week. When you notice that some employees experience problems with the project yesterday or a couple of days ago, it’s time to discuss this issue and offer some advice.

Rule N3: Involve employees in discussions

All employees across all companies wish to feel needed, important, and heard. Let your employees speak their minds. 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 learn of the true potential a particular employee has, get a couple of good ideas, and even gain new experience.

Rule N4: Praise in public, criticise in private

This is a very important rule! There are plenty of reasons to do so. Public critique humiliated and deeply demotivates employees. Proper communication cannot occur if the head of the company allows themselves to publicly criticise employees with a touch of mockery. Understand that if you do this to some employees, you’ll do it to others, which will instantly put you on their bad side. Praise should be given sincerely, whether publicly or privately.

Rule N5: Discuss events and actions

It’s not acceptable to get personal and put labels on people under any circumstances. When talking to employees, both privately and collectively, only discuss events and actions, not the workers. It’s really easy to label or offend people, but it may take months or years to re-establish team communication.

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

A company can’t grow and become more profitable by relying solely on outdated business ideas and practices. Its management needs to try out new concepts to adapt to the constantly changing market. Products and services can then be developed based on those ideas. It might sound simple, but the reality is much more complex. Coming up with an idea is one thing, but creating a project around it is entirely different.

Things can get so out of hand that only a third of all projects meet their production deadlines and budgets. This is usually due to errors made by inexperienced project managers. Here are 5 common management problems that arise from neglecting essential areas of project planning. By overcoming these, you will be able to manage projects effectively.

Failing to define the project’s goal is the biggest mistake managers make

According to several research papers from the American Project Management Institute, a third of projects fail because those developing them don’t have a clear vision. It’s one of the most common management issues. That is why it’s important to have a picture of what you’re trying to achieve, how it will benefit the company, and why customers would want to use it. Otherwise, any further work becomes meaningless.

Consider a small mobile app company wanting to expand into the mobile video games market with a puzzle game. In this scenario, the following would likely be discussed by developers:

• What are our target age groups?

• Should we develop a 2D or 3D game?

• How many developers will we need for various aspects of the game, like mechanics, level design, concept art, sound design, etc.?

• What kind of game engine should we use, and will we have enough funds to cover the licensing costs?

• How much will the game cost the customer?

• What portion of our profit will go to the company that produced the engine?

All these questions must be addressed during the initial and subsequent company meetings. Managers and employees need to agree on the best way to achieve project goals and the projected timeline to make this happen.

Top mistakes managers make – lack of requirements

When planning a project, it’s crucial to understand what the final result should look like. Failing to do so is one of the biggest mistakes managers make. Managers are responsible for compiling a list of project requirements and sharing it with employees. This list should include the following information:

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

• Criteria for evaluating the quality of the project and its components

• The principles of distributing the workload among workers

• The project timeline

• A list of objectives the project will accomplish for the company

• How often the project will be modified

• Initial budget size

This list also includes the final product that will be developed. In the case of a mobile video game, these can include concept artwork, audio samples, code for various game elements, like mechanics, physics, visual effect animations, etc. Each entry must include an approximate release date.

Making up estimates is another common mistake managers make

Deadlines are a frequent management issue that arises during project development. A good manager has to stay connected with the team and request updates on their progress. Are they meeting their deadlines, or do they need more time to ensure everything is done correctly?

Unexpected events can arise, leading to delays. If you fail to make the necessary calculations, you risk continuously postponing the deadline. To avert future problems, it’s best to meet with every team member and assess their work time.

Neglecting risks is a common management problem

In theory, things should always proceed as planned, but in reality, any project may suffer delays, missed deadlines, employee absenteeism, and other unfortunate events. A proper risk management programme reduces the potential of project failure significantly. The process isn’t difficult but does require identifying many factors that could go wrong during project execution. Your list of risks should include events such as:

• Failure to meet deadlines

• Working on additional features outside the original project scope

• Project scope changes. Alterations in project goals, deliverables, tasks, costs, and deadlines

A project manager’s duty lies in evaluating risks and establishing their impact on the project. For example, appointing a deputy project manager who can step in for the lead in their absence. You might also encounter technical difficulties, like a sudden change in hardware or software, necessitating the hiring of more employees. A contingency plan must cover all potential project setbacks.

Mistakes made by managers – having a rigid schedule

There’s no better way to maintain a steady workflow than by scheduling your team. The timetable should provide clear information on the workload and deadlines. All schedules must have some flexibility for unforeseen circumstances. If a team member needs to take time off due to illness, family matters, injury, or other reasons, they should be able to do so within reasonable terms. In such cases, there should be someone ready to step in so the project’s tempo isn’t disrupted.

It’s crucial to give your team members the same flexibility when proposing new ideas to project managers that will benefit the project overall. Nowadays, there are multiple solutions that simplify project management, including Social Shared, Wrike, Slack, Procore, among others.

We live in a rapid-paced world where juggling 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 Every Task Into Small Chunks

Big tasks can feel overwhelming, leading to procrastination. Splitting them into smaller, doable steps makes them more manageable.

For instance: 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) Remove Non-Essential Tasks/Activities

Time-consuming but low-value activities reduce productivity. Identify tasks that don’t contribute to goals and remove them from your schedule.

• Cut down unnecessary meetings.
• Limit social media scrolling.
• Avoid unstructured work sessions.

Focusing only on high-impact tasks improves time efficiency.

f) Tackle The Most Difficult Task First

Also called the Eat That Frog method, this approach involves starting with the hardest or most important task first.

• Challenging tasks require more mental energy — doing them early ensures peak focus.
• Once a difficult task is completed, other work feels easier.
• Reducing mental burden in the morning boosts productivity throughout the day.

Make it a habit to handle the toughest 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 but necessary tasks, such as:

• Responding to quick emails.
• Organising files.
• Preparing notes for upcoming work.

This method ensures downtime is used efficiently.

h) Batch-Process Similar Tasks

Switching between unrelated tasks reduces efficiency due to mental switching costs. Instead, batch-process similar tasks together:

• Reply to emails at set times instead of checking constantly.
• Schedule all calls in a single block.
• Group related tasks (e.g., content writing and research) together.

This technique improves focus and workflow.

i) Delegate Tasks

If a task does not require your direct involvement, assign it to someone else. Delegation allows you to focus on higher-priority work while ensuring that 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 enhancing 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 eliminated?

A task audit helps optimise daily schedules.

k) Stick To A Daily Schedule

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

Tips for sticking to a daily schedule:

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

Consistency is key to effective time management.

4. Build A Personalised Schedule

A generic schedule may not work for everyone. To manage time effectively, design a schedule that aligns with your energy levels and work habits.

• Identify Peak Productivity Hours – Some people focus best in the morning, while others are more productive later in the day. Schedule high-priority tasks during peak energy hours.
• Use Time Blocking – Allocate specific time slots for deep work, meetings, and administrative tasks.
• Include Breaks – Short breaks between tasks improve concentration and prevent burnout.

A personalised schedule maximises efficiency by ensuring that 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 assist professionals in using time sensibly by reducing time spent on manual tasks.

Examples:

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

By incorporating AI, you can enhance 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 are not forgotten. Use:

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

b) Snooze Notifications

While reminders are handy, 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 – Use 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 continue 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 immediately.

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 schedules and completing tasks on time becomes difficult.

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 employee work hours, and organising schedules efficiently.

With Shifton, businesses can:

• Eliminate manual scheduling errors and save time.
• Ensure fair shift distribution to improve team efficiency.
• Enhance workforce productivity by reducing administrative tasks.

By integrating Shifton’s advanced scheduling features, managers and employees 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 roster ensures smooth operations, reduces conflicts, and keeps employees engaged.

Poor scheduling leads to missed shifts, last-minute changes, 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 there is enough 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 work schedule 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 needs 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 determine when customer traffic is highest. If you run a restaurant, for example, evenings and weekends may be the busiest times, while mid-week mornings could require fewer staff members. For offices or retail stores, peak hours might be during lunch breaks or after work hours.

Additionally, consider 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 public 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 allow employees to check shifts online.
• Post schedules in a centralised location, like a notice board or company portal.
• Send 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 does away with the need for paper schedules or constant calls to managers.

To improve accessibility:

• Use a scheduling platform that is mobile compatible.
• Provide employees with login access to their work schedules.
• Ensure 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 queries.
• 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 well-being.

To promote work-life balance:

• Avoid rostering 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 rostering 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 timetables 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 commonly used in customer support, production, logistics, and healthcare sectors where extended shifts can enhance efficiency.

Work Schedule Example and Template

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

Below is an example of a basic work schedule template that can be utilised 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 prevent 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 enhance 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, reduce administrative workload, and improve overall scheduling efficiency.

Choosing the right types of schedules for employees directly affects productivity, job satisfaction, and business efficiency. A well-structured work schedule 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 schedule for their team. This guide explores various types of work schedules, including shift-based, flexible, and industry-specific options, helping managers create an optimised schedule that supports both business goals and employee well-being.

What Are Work Schedules?

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

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

Work Shift Types

Businesses with extended operating hours or 24/7 services rely on shift-based work schedules to ensure continuous coverage. Below are the most common shift schedule examples used across industries.

9 Common Shift Schedules for Business

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

#1 Standard

A standard work schedule typically follows the 9-5 schedule or 8-5 hours, from Monday to Friday, totalling a 40-hour work week schedule 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.
• Employees 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 employees who prefer alternative schedules.

#2 Fixed

A fixed schedule means employees 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 employee consistency.
• Easier for managers to plan staffing needs.
• Employees can plan personal commitments around work hours.

Cons:

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

#3 Full-Time

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

Pros:

• Employees 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 employees seeking work-life balance.

#4 Part-Time

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

Pros:

• Provides flexibility for employees 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, affecting work-life balance.

#5 Shift

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

Types of Shift Work:

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

Pros:

• Ensures continuous business operations.
• Provides employment opportunities for those who prefer non-traditional hours.
• Helps businesses manage workload fluctuations efficiently.

Cons:

• Night shifts can negatively impact health due to disrupted sleep patterns.
• Employees may struggle with inconsistent hours.

#6 Contractor or Freelancer Schedules

Contractors and freelancers do not follow a typical work schedule. Instead, they work based on deadlines or project-based assignments. 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 that need specialised skills for short-term projects.
• No commitment to long-term employment contracts.

Cons:

• Less stability for freelancers who rely on consistent income.
• Employers may face challenges in managing external teams.
• Communication and coordination can be difficult 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, such as retail, hospitality, and gig economy jobs. Employees may have varying shifts, making it difficult to plan personal commitments.

Pros:

• Provides businesses with workforce flexibility.
• Employees can take on shifts based on availability.
• Useful for managing seasonal or sudden workload spikes.

Cons:

• Lack of stability for employees, making financial planning difficult.
• Can lead to job dissatisfaction if shifts are frequently changed without notice.
• Harder for managers to maintain a consistent 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 employees 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:

• Provides employees with extra days off for personal time.
• Reduces commuting time and expenses.
• Helps businesses extend operating hours without hiring additional staff.

Cons:

• Longer workdays can lead to fatigue and decreased productivity.
• Not suitable for businesses that require daily coverage.
• May create challenges in managing customer service or response times.

#9 Rotating Schedule

A rotating schedule shifts employees through different time slots over a set period. For example, nurses may work a morning shift for one week, an evening shift the next, and a night shift afterward.

Types of Rotating Schedules:

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

Pros:

• Distributes workload fairly 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 cycles 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 fluctuating 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 secondary employment.
• 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 on 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 work gets done.
• Can create difficulties in coordinating team meetings and collaboration.
• Not suitable for industries requiring 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 may be used for special projects or short-term employment.

Example:

Retail workers hired for Black Friday and the holiday 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 may 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 may 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 schedule of work 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 example.
• 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 while giving employees extended rest periods.
• Provides one full week off every month, improving work-life balance.
• Fairly distributes night and day shifts among 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 allows employees to work from home or from any location outside the office. This arrangement has gained popularity due to advancements in technology and the rise of digital collaboration tools.

Example:

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

Pros:

• Boosts employee productivity by cutting down on office distractions.
• Cuts out commute time, improving work-life balance.
• Broadens hiring opportunities beyond geographic limits.

Cons:

• Requires strong self-discipline and time management.
• Collaboration may be challenging without face-to-face interactions.
• Employers must invest in remote work security and communication tools.

#2 Hybrid Work Schedule

A hybrid work schedule combines in-office and remote work, allowing employees to split their time between both environments.

Example:

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

Pros:

• Offers flexibility while keeping in-person collaboration.
• Cuts office costs and allows for better space utilization.
• Gives employees more control over their work environment.

Cons:

• Scheduling in-office days may be difficult for team coordination.
• Employees may struggle with maintaining a consistent routine.
• Requires reliable technology for seamless communication.

#3 Job Sharing

Job sharing happens when two employees share the responsibilities of a single full-time position. Each worker is responsible for a portion of the workload, typically working part-time hours.

Example:

Two HR specialists split one position — one works Monday to Wednesday, while the other works Thursday and Friday.

Pros:

• Allows businesses to retain experienced employees who need reduced hours.
• Helps employees keep work-life balance while maintaining their careers.
• Increases workplace diversity by accommodating different needs.

Cons:

• Requires smooth communication between job-sharing employees.
• May cause confusion if tasks and responsibilities aren’t clearly defined.
• Scheduling must be carefully managed to avoid workflow disruptions.

#4 Zero-Hours Contracts

A zero-hours contract means an employer does not have to provide a set number of working hours, and the employee is not required to accept work when offered. This type of work schedule for employees is common in hospitality, retail, and event-based jobs.

Example:

A restaurant worker is called in only when demand is high but has no guaranteed shifts each week.

Pros:

• Provides businesses with a flexible workforce during peak periods.
• Allows employees to accept or decline shifts based on availability.
• Reduces payroll costs when business demand is low.

Cons:

• Employees face income instability due to unpredictable hours.
• Lack of job security can result in low morale.
• Some countries have strict labour laws regulating zero-hours contracts.

#5 Permanent Part-Time

A permanent part-time schedule gives employees a set number of hours per week but below the threshold for full-time status. Unlike casual or temporary work, permanent part-time employees receive benefits like paid leave and job security.

Example:

A customer service representative works 25 hours per week with a set schedule of Monday to Friday, 9 AM to 2 PM.

Pros:

• Provides stability while allowing employees to maintain reduced work hours.
• Helps businesses retain skilled employees who prefer part-time work.
• Employees receive benefits while working fewer hours than full-time staff.

Cons:

• Employees may miss out on full-time benefits such as career growth opportunities.
• Workload distribution can be tricky if part-time employees handle crucial tasks.

Shifts By Industry

Work schedules vary depending on the industry’s demands. Some sectors require 24/7 coverage, while others operate on standard business hours. Choosing 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 toward project completion. Some construction sites use a 9/80 schedule, where employees work 80 hours over nine days and get every other Friday off.

Workers may also follow a compressed schedule, such as four 10-hour shifts, allowing for fewer workdays per 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 frequently extend beyond traditional office hours. Many attorneys work 50-60 hours per week, sometimes including weekends. Junior associates often operate on an unpredictable schedule, dictated by client demands and court deadlines.

Some law firms implement compressed schedules, allowing attorneys 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 schedule of work 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 require continuous coverage. Implementing different work schedules, such as Pitman, Dupont, or rotating shifts, ensures that businesses operate efficiently without gaps in service. A proper work week schedule prevents understaffing, reducing operational disruptions.

4. Effective Payroll Management

A clear working schedule meaning 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 of work 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 Labour 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 schedule of work 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 requires 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 working 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 Labour 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 schedule of work 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 means of communicating with their client base. The way operators handle themselves with callers can lead to new customers as well as keep 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 lunchtime. Operators aren’t able to choose the time of their break. Lunchtime can be had only 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 going for lunch at any time of 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 time, allows taking breaks and vacations, supports a flexible lunchtime. It allows a call centre to create a schedule for any kind of staff.

All companies seek affordable and easy-to-use tools that enhance employee performance and audience numbers, whilst not taking away too much time from management. We’ve developed a set of tools that’s easy to master and will save your company a lot of time.

Social Media Marketing solutions for business recognition

1. Buffer

   Buffer has a relatively straightforward approach to SMM. It allows scheduling post publishing on various platforms, becoming public automatically without anyone’s direct involvement. Buffer supports all major social media platforms and offers analytics that help improve post reach and user engagement.

2. CoSchedule

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

3. Hootsuite

   Hootsuite is one of the oldest SMM platforms, having been active since 2008. It allows scheduling posts on Twitter, Facebook, Instagram, LinkedIn, Google+, and YouTube. With Hootsuite, you can learn how your company or brand is perceived online. Furthermore, the platform offers post analytics.

4. Schedugram

   Schedugram is one of the most frequently used Instagram schedulers. Businesses focusing on this platform will find the service has a simple interface that allows uploading and editing images. They can be posted later when needed. For instance, you can create 10 photos and select when each will be available for subscribers.

Surveys

1. GetFeedback

   GetFeedback is an online survey service allowing companies to measure customer satisfaction and enhance their experience. The platform offers survey personalization, including the addition of brand logos, fonts, and colours.

2. QuestionPro

   QuestionPro allows users to create various kinds of polls and surveys. They can be uploaded from a Microsoft Word document, created manually or copied from existing professionally made templates. Surveys can be sent via email, embedded on a website or displayed in a pop-up window.

3. SurveyGizmo

   SurveyGizmo provides over 40 types of questions and survey themes adapted for both desktop and mobile devices. The service includes many pre-built themes to choose from, along with a theme builder. Since the platform is multilingual, the exact same surveys and polls can be rolled out in various countries. There are no limits to the number of questions and responses a survey can have.

4. SurveyMonkey

   SurveyMonkey helps companies to better understand their client base and receive employee feedback. It can also be used for conducting market research to stay ahead. The platform gets free surveys with multiple settings, which can be sent via email, posted on social media, websites and other platforms.

Staff management

1. 15Five

   The 15Five platform allows tracking employee performance. Employers can learn about the team’s achievements, address issues before they arise, and receive information on employees’ ideas. The service is similar to a social network for workforce management.

2. Aventr

   Aventr was designed to influence employee performance by enhancing team engagement and collaboration. Employers can send gifts and positive feedback to workers. Aventr enables sharing ideas and measures just how much you’ve improved employee performance.

3. Basecamp

   Basecamp is a premium, easy-to-use employee scheduling service. Managers can group employees based on their roles in the company and assign them projects. The platform has built-in notifications, a chat room, an assignment board, and automatic check-ins. These features help track what’s happening in the whole company.

4. Shifton

   Shifton provides a comprehensive set of tools for company, project, and work schedule management. It allows creating different types of work schedules for a staff of any size. Employees can indicate their preferred working hours, request breaks, or exchange shifts with others.

We hope these tools will assist you in saving time on team management and building brand recognition.

Time is one of the most precious resources at the disposal of a small company owner. There are a few things that help save time.

Efficient time management tip #1 — Describe your average day

Take a piece of paper and describe your average day from morning till night. Your lunchtime, phone calls, commute, etc need to be broken down by the minute. You should also calculate the total amount of time spent during the day.

The list needs to describe your average day. Don’t try to change your plans for things to look better on paper. You will quickly identify the time-wasters. Pay attention to the time you spend on phone calls, breaks, errands, and other non-work-related activities.

Don’t let new opportunities change your course

Small business owners are sometimes impulsive when it comes to new ideas or business offers. This distracts them from their plan and can lead to a pile of projects that will never be finished. You must pay attention to only the most worthy ideas and offers.

Don’t delegate your work without proper training

In order to run a successful business, it is crucial to allocate a part of your responsibilities to other people. A business owner has to make sure that the one who will carry part of the weight is properly instructed. A person has to be fully aware of their responsibilities.

For example, if you own a small bakery and find someone who will replace you as the chief baker, you have to educate him about baking techniques at your business, make sure that he is qualified and passes probation.

Follow the 80/20 rule

The 80/20 rule or the Pareto principle states that 80% of success stems 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 of your daily accomplishments that had a positive impact on your business. The numbers may vary but only a small percentage of them will benefit your company. The trick is to stay focused on them.

Running a business requires wearing multiple hats, but trying to do everything alone can lead to burnout and inefficiency. Learning how to delegate tasks effectively is a game-changer for business owners, allowing them to focus on strategy and growth rather than getting stuck in daily operations. Effective delegation increases productivity, boosts employee engagement, and ensures that tasks are completed by the right people. In this guide, we’ll cover what delegation is, why it’s vital, and how to delegate work to employees efficiently. Plus, we’ll outline 18 essential tasks you should start outsourcing today.

What Is Delegation, And Why Is It Important?

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

When you delegate tasks effectively, you create an environment where employees take ownership of their work, improving productivity and morale. The right delegation strategy leads to smoother operations and allows leaders to focus on high-level decision-making.

Delegate The Right Task To The Right Person

Delegation isn’t just about offloading 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 requires creativity, assign it to a team member with strong problem-solving skills. For detail-oriented work, choose someone meticulous. Matching tasks with the right people ensures efficiency and quality.

Why Some People Are “Unable” To Delegate

Many business owners struggle with delegation 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 issues can be overcome by refining delegation skills, setting clear expectations, and using task management software to streamline workflows.

Why Delegation Is Crucial

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

• Focus on strategic growth rather than routine tasks
• Empower employees by giving them responsibility
• Improve time management and productivity
• Scale operations effectively without burnout

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 applying 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 often 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 Organization 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 vital for business success, but bookkeeping and invoicing can be complicated 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 important 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 key 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 calendar, 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 employee 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 crucial 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 folks are always busy. We constantly have to complete work tasks, settle the bills, buy groceries, and visit the doctor from time to time. Because of this, we often need to switch between tasks. For instance, sending emails to business partners, chatting on the phone with new clients, or planning a holiday. This stress is not an issue for those who know how to multitask.

Mixing offline and online can hinder your ability to multitask

First, you need to create two lists. Write down all the things that can be done offline in the first one. The second list is solely for tasks that need an Internet connection. Go online only when necessary. For example, you can draft an email without connecting, while Internet access is required for business talks via Skype. This way, you become less distracted and more effective at multitasking.

Keep track of everything

Do unfinished tasks keep you awake at night? Create a list of pending tasks and keep it handy. Make sure to state your tasks clearly. Otherwise, it might be challenging to complete them. It doesn’t matter how many items are on the list: 100 or 1000.

Update it at the end of the workday. We also recommend creating lists for different types of tasks. For example, tasks related to marketing or groceries.

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

View the list in the morning and check if it includes all the important daily tasks. Next, add all of them to your calendar. Check the list over the weekend to ensure you haven’t forgotten anything.

Put that smartphone down

Ensure that you turn off your smartphone notifications. You can scroll through your Facebook and check new tweets when you get home. All necessary notifications 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 in activity lets you come up with unexpected solutions and free yourself from random thoughts. It’s always a good way to break away from monotonous work.

Don’t forget about these rules and, before long, multitasking will become second nature to you.