While people couldn’t dream of working remotely 10 years ago, nowadays every other company makes use of at least one remote employee. Big corporations and enterprises employ entire remote worker staffs, whose presence on office grounds is unrequired. PR managers, HR experts, copywriters, journalists, photographers, bloggers, accountants make the list of professions created or adapted for remote work that is so big, it can be endlessly expanded. Let’s instead talk about the proper staff motivation ideas so that remote workers can be cost-effective and productive.

At first, it seems that employee motivation is not the easiest task to undertake when concerning remote employees, as in most cases we talk about freedom-loving, self-reliant and a little bit capricious people. By using our worker motivation advice, you will become a master of motivating and managing personnel, even if said personnel works a thousand miles away from your office.

First and probably the most important advice: Stay in touch

We live in a time of social networks, Skype conferences, and endless business correspondence. On the one hand, being constantly available via social networks and various messengers, or holding Skype calls once a week can seem hard or time-consuming. On the other hand, if you are constantly in touch with remote staff members, these workers can ask questions they are interested in any time they want. This allows for preventing mistakes that can lead to a big loss of money for the company. Don’t waste an excessive number of hours on calls, simply be online or set up a strict time period when you will be available for your employees. For example, set up time from 1 PM to 2 PM on Mondays and Wednesdays when you will be able to talk with a particular worker.

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

At first, the way remote work operates seems pretty simple: you provide an employee with basic information about your company, explain certain work particularities, give him a task and oversee how it is carried out. However, it seems that articulating the task properly and precisely is even more important. You shouldn’t assume that a remote staff worker who doesn’t understand what he was requested to do is going to ask a lot of follow-up questions. Most employees don’t burden themselves with this and do work based on their own understanding. Not all employees want to do their work over and over if you are unsatisfied with the way a certain task was performed. Because of this, managing remote employees should come with crystal clear and precise tasks for remote employees. This will allow building a fruitful and long-lasting partnership. By explaining everything clearly on the first try, you won’t have to lose precious time and money when someone makes a mistake.

Third equally important advice: Hand out bonuses

Financial motivation is a classic, but sadly there is no escaping this old but tried staff motivation idea. Everybody likes to get paid, and they like bonuses even more. That is why if you see that an employee does his work on time, takes the initiative, he is polite, hardworking and sometimes works overtime, don’t be stingy and set up a system of small bonuses or pay out large money sums quarterly or in a half-year. That way workers will be interested in his work and will carry it out both immediately and happily.

Fourth advice: Original presents

This method is suitable only for employers who are fanatically and truly in love with their business and value each person involved in it. When you know a remote employee for years and he performs his work diligently, he deserves to be treated with respect and even friendliness. That’s why you can improve worker motivation with original interesting gifts. For example, if you know an employee for a long time and are aware that he is a big hockey fan, you can buy hockey match tickets for his 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 movie or theater tickets, so that she could spend a lovely evening with her husband. While remote employees are far away, they are still a vital part of your team and you shouldn’t treat them with prejudice or not encourage them in the same manner you would regular office workers.

Fifth vital advice: Trust

An experienced CEO certainly has to be involved in managing remote employees and keeping his eyes on things, but shouldn’t forget about trust. Of course, in case you have never hired remote staff before, you are going to find it hard to adjust to certain aspects of this process as well as learning to trust workers and give them authority. While managing remote employees you can’t keep track of every move they make, how much time they waste behind their PC’s, how many times they visit the kitchen or distract themselves with phone calls, you still have to learn to trust them. When you hire an employee to do remote work, you have to find out how responsible, single-minded, qualified and able to set his priorities right the person is. Experienced top managers will easily spot a slacker or add a hard-working expert to their team.

Sixth advice: Set deadlines

When giving a task to an employee, it is vital to set a deadline and warn them about the consequences of failing to meet the terms of turning their work in. Should you fail to set up deadlines, a worker will start getting lazier and pursue his own interests instead of attending to the tasks at hand. As a result, the work will be done in the last minute and rather sloppily.

Seventh advice: Good attitude

Unfortunately, it’s rather hard to find a job where you will be appreciated, respected and your opinion listened to. That is why nowadays a good attitude towards employees is worth its value in gold. Many people exchange their office for remote work because they are tired of shameless exploitation from their employers and the squabbling collective that feels more like a nest of vipers. CEOs who employ a staff of remote workers, have to try treating them with respect. Ask them how their day was, is everything OK in their families, what kind of weather their countries and cities of residence are having. It is important not to make these talks too intrusive or bordering on familiarity.

Friends, we hope that you find these tips useful for working with remote employees and will help you build long-lasting and productive relationships with them. Remember that you are responsible for how well the working process is organized in your company. Only the most experienced, talented, single-minded and progressive employers will take their businesses to the top.

Relationships between employer and staff members are the basis of forming a microclimate in any organization. Many CEOs fail to learn the principles of effective employee communication and believe that they innately possess effective communication 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 of various occupations. In the past, employees were expected to silently take unprovoked aggression, bias, penalties and call downs. Nowadays, even not the most qualified workers carry themselves with respect and change jobs on a whim without the fear of being unwanted on the job market. Many experienced employers know just how hard it is to find qualified, honest and loyal employees. That is why fine-tuned organizational communication plays an important role in any company. In order to make a business run like a clock both employees and employers have to compromise and weight every uttered and heard word while retaining a level of courtesy. Let’s try to figure out the proper ways of communicating with staff members and the measures that should be put in place in order to make your team the most effective workforce you ever had the pleasure to manage.

Most commonly utilized internal communication techniques

Being the head of a company is not the easiest thing to do. Financial liability and employees themselves are the areas of your responsibility. A top company manager has to be wise, flexible, constantly weigh their decisions and know the proper ways of delegating power. There is a vast number of team management seminars, webinars, and training, where you can get the required knowledge and necessary skills. Any self-respecting employer has to attend at least one of these seminars to keep with the newest trends of hiring and managing staff. You must also work on your own style of employee management.

As a rule, there are several internal communication techniques that are discussed during various professional training seminars:

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

• Anarchistic. The employer tries to stay out of company daily business and employee work as much as possible, letting things completely loose while having abandoned all responsibility for results

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

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

Each of these methods is good in its own way and appropriate under certain circumstances. The authoritarian approach gives somewhat decent results due to constant control, but it can be used only in critical situations. The democratic method can be implemented when the company lead is highly intelligent and good with managerial skill. Without this, it is practically impossible to get a good result out of the democratic internal communication technique.

An experienced company owner must have a certain degree of foresight. Most and foremost, he has to analyze the behavior and character traits of all team members, determine the potential of all employees, foresee the possibility of various situations emerging. All these factors must be taken into account when looking for the right style of organizational communication.

Feedback is a valuable skill in communicating with employees

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

• Correct an employee’s behavior in the team

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

• Express gratitude and underline the importance of an employee

• Motivate workers towards new achievements

• Determine the reason for an employee’s misbehavior

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

Rule N1: Be precise with goals

Before having a 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 a conversation much easier this way.

Rule N2: Have a time and a place for talks

It is vital that you discuss only the recent events when talking to the worker. The best practice is to contact an employee and discuss an event that recently happened to him. There is no point in bringing up the time when he was late for work 3 years ago if he was coming in late during last week. When you saw that some employees experience problems with the project yesterday or a couple of days ago, its time to discuss this issue and provide some advice.

Rule N3: Involve employees into discussions

All employees across all companies wish to be needed, important and heard. Let your employees speak their minds. First, it’s a good way to foster worker independence and responsibility for decisions you will make during the discussion. Second, by denying staff the right to voice their opinion, you can deny yourself useful information and even get yourself 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, criticize in private

This is a very important rule! There are plenty of reasons to do so. Public critique humiliates and deeply demotivates employees. There can be no proper communication if the head of the company allows himself to publicly criticize employees with a pinch of mockery. Understand, that If you do this to some employees, you will do it to other workers, which will instantly get you on their bad side. Praise should be dished out sincerely, whether publicly or privately.

Rule N5: Discuss events and actions

It’s not ok to get personal and put labels on people under any circumstances. When talking to your employees both privately and collectively only discuss events and actions, not 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 use entirely depends on you. You can ignore our advice and fail to establish feedback with workers, but that way your career will be very short-lived. As CEO you should understand one simple thing: Both you and your employees have to be oriented on achieving common goals and tasks as well as 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 not develop and become more profitable by placing all its fate in old business ideas and practices. Its management has to experiment with new concepts in order to adjust to the ever-changing market. Products and services can then be made based on those ideas. Sounds simple enough, but the reality is far more complicated. One thing is to come up with an idea, but an entirely different thing is to make a project around it.

Things can become so out of hand that only a third of all projects make it out of the production cycle on time and with an initial budget. This happens because of mistakes made by inexperienced project managers. We offer you 5 common management problems that arise from neglecting certain areas of project planning. After overcoming them, you will be able to manage projects effectively.

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

According to several research papers of the American Project Management Institute, one-third of projects fail because people who develop them have no clear vision. It’s one of the most common management problems. That is why it’s vital to have a picture of what you are trying to achieve, how it will benefit the company and why customers would want to use it. Otherwise, any further work will be rendered meaningless.

Let’s take as an example a small mobile app company that wants to expand into mobile video games market with a puzzle game. In this case, the following things would likely be discussed by developers:

• What are our target age groups?

• Should we make a 2D or 3D game?

• How many developers are we going to need to work on various aspects of the game, e.g. mechanics, levels design, concept art, sound design, etc?

• What kind of game engine we should use and will we have enough money to get it licensed?

• How much will the game cost for the customer?

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

All these questions have to be discussed during initial and subsequent company meetings. Managers and employees should agree on the best way of reaching project goals and the estimated time it will take to make this happen.

Top mistakes managers make – lack of requirements

When you plan a project, it’s important to understand what the final result will look like. The is one of the biggest mistakes made by managers. Managers are responsible for making a list of requirements for the project and giving it to employees. The 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 dividing the workload among workers

• The project schedule

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

• How often will the project be altered

• Initial budget size

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

Making up estimates is another common mistake managers make

Deadlines are one of the common management problems that emerge during project development. A good manager has to stay in touch with his team and ask for updates on the progress within each team. Are they meeting their deadlines or do they need more time to do everything properly?

Some unexpected thing can pop up and the entire thing will have to be delayed. Should you fail to make the necessary calculations, you will be at risk of constantly postponing the deadline. In order to avoid any future problems, it is best to meet with every staff member and evaluate with their work in time.

Neglecting risks is a common management problem

In theory, all your plans would surely fall into place every time, but in reality, any project can be subject to delays, missed deadlines, sick employees and other unfortunate events. Having a proper risk management program cuts the potential of project failure almost in half. This process is not that hard to undertake but does require outlining many factors that could go wrong when working on a particular project. Your list of risks should include such events as:

• Failure to meet deadlines

• Working on additional features outside of the original project scope

• Project scope alterations. Changes in project goals, deliverables, tasks, costs, and deadline

A project manager’s task lies in risk evaluation and establishment of their impact on the project. For example, you can make sure to appoint a deputy project manager who will able to replace the head of the project and continue working in his absence. You can also experience technical difficulties, such as an abrupt shift in used hardware or software that may require hiring additional employees. A contingency plan has to encompass all possibilities of things going wrong for the project.

Mistakes made by managers – having a rigid schedule

There is no better way to ensure a steady workflow than by scheduling your team. The timetable has to provide clear information about the workload and deadlines. All schedules should allow some flexibility in case of unforeseen circumstances. If anyone working on a project has to take some time off in case of an illness, a family matter, an injury or some other circumstance, they can do so in reasonable terms. In that case, there has to be someone to replace them in case of an emergency so that the pace of project development can be kept up.

It is vital to give your team members the same flexibility when suggesting new ideas to project managers that will benefit the project in general. Currently, there is a variety of solutions that make project management easier. These include Social Shared, Wrike, Slack, Procore and many others.

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

What Is Time Management?

Time management is the process of planning and organizing 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 analyze how your time is currently spent. Without a clear picture of where your hours go, optimizing 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 prioritize 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 Prioritizing Tasks Effectively

Effective time management requires strategic task prioritization. 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 categorizes 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 minimize these.

This method ensures that critical tasks are prioritized 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) Breakdown Every Task Into Small Chunks

Large tasks can feel overwhelming, leading to procrastination. Breaking them into smaller, actionable steps makes them more manageable.

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

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

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.
• Organizing 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 improving 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 optimize 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 Personalized 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 personalized schedule maximizes 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 summarizing information. AI-powered tools help professionals use time wisely by reducing time spent on manual tasks.

Examples:

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

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

6. Create A Calendar

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

7. Use Tools That Work For You

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

• Planners – Digital or paper-based planners structure daily activities.
• Scheduling Tools – Platforms like Shifton automate shift planning and optimize employee time management.
• Note-Taking Apps – Organize 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.

Practicing 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 minimize 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.
• Prioritize 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 minimizes 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 vacations – 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 – Prioritizing 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 Organized

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

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

Staying organized 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 organizing 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 Realize 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. Disorganized 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 Organization. Cluttered workspaces and disorganized schedules make it harder to prioritize and complete tasks.
3. Feeling Overwhelmed. Too many tasks without proper prioritization 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 challenging.

How Shifton Can Help Improve Time Management

Shifton is a powerful cloud-based scheduling tool that helps businesses optimize time management by automating shift planning, tracking employee work hours, and organizing 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 March 5, 2025

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

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

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

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

What is a Work Schedule?

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

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

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

What Makes a Great Work Schedule?

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

Real-Time Updates

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

Mobile Access

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

Alerts and Reminders

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

23 Tips on How to Make a Work Schedule

Step 1: Determine Your Labor Targets

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

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

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

Step 2: Adhere to Federal and Local Labor Laws

Every country, state, or region has different labor 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 finalizing any schedule, make sure it meets all relevant labor regulations. Some key compliance considerations include:

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

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

Step 3: Get to Know Your Team

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

Take the time to understand:

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

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

Step 4: Respect Your Employees’ Scheduling Preferences

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

To accommodate preferences without compromising operations, consider:

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

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

Step 5: Involve Your Employees

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

Ways to involve employees include:

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

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

Step 6: Gather Employee Availability

Before finalizing 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 finalized.

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 organized 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 maximizes performance across shifts.

Step 13: Review for Common Scheduling Errors

Even with careful planning, mistakes in scheduling happen. Before finalizing 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 optimized for business success.

Step 14: Share Your Schedule with Your Team

Once you create a work schedule, employees need quick access to their assigned shifts. Failing to distribute 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 centralized location, such as a bulletin board or company portal.
• Send automated notifications through SMS or email to remind employees about their upcoming shifts.

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

Step 15: Make Sure the Schedule is Easily Accessible

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

To improve accessibility:

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

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

Step 16: Establish a Team-Wide Communication Method

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

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

Options for better scheduling communication include:

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

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

Step 17: Prioritize Work-Life Balance

An effective employee schedule not only supports business operations but also respects employee well-being.

To promote work-life balance:

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

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

Step 18: Offer Opportunities for Growth

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

Ways to provide growth opportunities through scheduling:

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

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

Step 19: Encourage Employee Feedback

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

Methods to collect feedback include:

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

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

Step 20: Put Tech to Work

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

Key features to look for in scheduling software:

• AI-driven shift recommendations based on business needs.
• Automated shift swapping to allow employees to trade shifts easily.
• Labor 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.
• Recognize 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 Personalization Opportunities

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

Some ways to personalize scheduling include:

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

An automated scheduling system with personalized 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 schedule 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 organizational 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 centers 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 labor 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 centers, 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 improve efficiency.

Work Schedule Example and Template

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

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

How to Use This Work Schedule Template:

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

A structured schedule template helps businesses stay organized, 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 labor 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, minimizes 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 optimized 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 organizations 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 labor 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, totaling 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 specialized 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 types of schedules 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 optimize 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 labor 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 labor 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 optimize 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 labor 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 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:

• Increases employee productivity by reducing office distractions.
• Eliminates commute time, improving work-life balance.
• Expands hiring opportunities beyond geographic limitations.

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 maintaining in-person collaboration.
• Reduces 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 occurs 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-Wednesday, while the other works Thursday-Friday.

Pros:

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

Cons:

• Requires seamless communication between job-sharing employees.
• May lead to confusion if tasks and responsibilities are not clearly defined.
• Scheduling must be carefully managed to avoid workflow disruptions.

#4 Zero-Hours Contracts

A zero-hours contract means an employer is not obligated 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 lead to low morale.
• Some countries have strict labor laws regulating zero-hours contracts.

#5 Permanent Part-Time

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

Example:

A customer service representative works 25 hours per week with a set schedule of Monday-Friday, 9 AM – 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 challenging if part-time employees handle essential 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 labor laws.

Work Schedules for Construction

Construction projects follow different types of work schedules depending on deadlines, weather conditions, and labor 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 typically extend beyond traditional office hours. Many attorneys work 50-60 hours per week, sometimes including weekends. Junior associates frequently operate on an unpredictable schedule, dictated by client demands and court deadlines.

Some law firms implement compressed schedules, allowing 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

Analyze 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

Analyze 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 labor 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 optimization.
• 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 finalized, 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 labor laws. Without a well-organized 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 optimized 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 — maximizes 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 labor laws regarding overtime and breaks. Proper scheduling prevents unnecessary payroll expenses due to inefficient shift planning.

5. Reduced Work Stress

An organized 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 prioritize 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 labor 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. Analyzing past work schedule hours helps anticipate staffing needs.

4. Compliance With Labor Laws

Every work schedule for employees must adhere to labor 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 labor 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. Analyzing past work schedule hours helps anticipate staffing needs.

4. Compliance With Labor Laws

Every work schedule for employees must adhere to labor 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 Labor Laws – The system ensures that work schedule hours comply with overtime regulations, rest breaks, and local labor 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 optimized 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 analyze 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 optimized work schedule for employees while minimizing 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 labor laws is crucial – Employers must ensure that work schedule hours align with overtime rules, break regulations, and local labor laws.

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

Many companies use contact centers 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 center scheduling challenges

In many cases, call centers 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 centers’ workflow, lead to negative feedback and decreased income. A call center 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 centers 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 to go for lunch during 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 organization in call centers. Not only does it cut costs, but 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 centers 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 center. The service allows to set shift start time, allows to take breaks and vacations, supports a flexible lunchtime. It allows a call center to create a schedule for any kind of staff.

All companies look for affordable and easy-to-use tools that improve employee performance and audience numbers, while not taking away too much time from the management department. We have come up with a set of tools that is easy to master and will save your company a lot of time.

Social Media Marketing solutions for business recognition

1. Buffer

   Buffer has a pretty straightforward approach to SMM. It allows scheduling post publishing on various platforms. They are made public automatically, without anybody’s direct involvement. Buffer supports all of the major social media platforms and offers analytics that will help improve post reach and user engagement.

2. CoSchedule

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

3. Hootsuite

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

4. Schedugram

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

Surveys

1. GetFeedback

   GetFeedback is an online survey service that allows companies to measure customer satisfaction and improve their experience. The platform offers survey personalization, including the addition of brand logos, fonts, and colors.

2. QuestionPro

   QuestionPro allows users to create all sorts 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 out in email form, embedded on a website or displayed in a pop-up window.

3. SurveyGizmo

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

4. SurveyMonkey

   SurveyMonkey allows companies to better understand their client base and to receive feedback from employees. One can also utilize SurveyMonkey to conduct market research to stay ahead of the game. The platform offers free surveys with multiple settings. They can be sent out via email, posted on social media, on websites and other platforms.

Staff management

1. 15Five

   The 15Five platform allows keeping track of employee performance. Employers can learn about the team’s achievements, address issues before they become a problem, and receive information on ideas the employees may have. The service is akin to a social network for workforce management.

2. Aventr

   Aventr was designed to influence employee performance by improving team engagement and collaboration. Employers can send gifts and positive feedback to workers. Aventr allows sharing ideas and measures just how much you have 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 give them projects to work on. The platform has built-in notifications, a chat room, an assignment board, and automatic check-ins. All of these features help to track what is going on in the entire company.

4. Shifton

   Shifton offers a comprehensive set of tools for company, project, and work schedule management. It allows creating various types of work schedules for a staff of any size. Employees can state their preferred working hours, ask for breaks, or exchange shifts with each other.

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

Time is one of the most valuable 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 have to be broken down by the minute. You should also calculate the total amount of time spent during the day.

The list has to describe your average day. Don’t try to change your plans for things to look better on paper. You will quickly determine 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 give 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 will be 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 stem from 20% of the effort. For example, only 20% of clients bring in 80% of the income of 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 percent 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 leads 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 lost in day-to-day 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 crucial, 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 smoother, 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 optimizing 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 prioritizing 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 organize 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 optimized 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 organized 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 analyzing 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 summarized 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 organization.

12. Bookkeeping And Invoicing

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

Why Delegate It?

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

13. Content Creation

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

Why Delegate It?

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

14. Design Work

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

Why Delegate It?

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

15. Managing The Website

A website needs regular updates, maintenance, and optimization. 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 optimized scheduling.
• Saves time managing appointments.
• Reduces stress from overlapping meetings.

17. Data Entry & Filing

Inputting data, updating records, and organizing 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 optimize workflows. With features like automated scheduling, employee task tracking, and seamless communication tools, Shifton ensures that businesses can delegate tasks effectively while maintaining full visibility. Whether you need a task management application to streamline operations or task management apps to improve team productivity, Shifton provides a flexible solution.

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

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

Start delegating today and watch your business thrive!

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

Mixing offline and online hinders your ability to multitask

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

Keep track of everything

Missed assignments keep you up at night? Create a list of unfinished business and keep it nearby. Try to state your tasks properly. Otherwise, you will have a hard time seeing them through. It doesn’t matter how many items will be on the list: 100 or 1000.

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

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

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

Put that smartphone down

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

Multitasking welcomes a change of pace

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

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

Everybody is sometimes guilty of postponing important assignments. People often believe that they have unlimited time for work. The deadline draws near, while tasks remain unfinished. Chronic procrastination can lead to serious consequences: from scolding to losing the job. With that said, there a few advice on how to stop procrastinating.

Dealing with procrastination begins with finding the root of the problem

Anyone can be overwhelmed by the workload. First, you have to pick a top priority assignment. Before you begin, understand the causes of procrastination. Perhaps, you are afraid to get the task wrong or are confused about it. Don’t be afraid to ask for help from your colleagues.

Today is a good day to start

If you don’t know how to beat procrastination, the best solution is to start working immediately. If a task seems too complicated and you think that you won’t have time to do it, try the following. Think of an assignment that will take you 5 minutes to finish and do it. Then, get a timer running and try working on that complicated task for 5 minutes. If you start doing something, you are more likely to see it through, as you are inclined to remember unfinished tasks. That way your chance to beat procrastination increase.

Divide your working hours into blocks

Get rid of all distractions and concentrate on your work. We suggest that you divide a working hour into 20-minute periods and make short breaks between them. The brain works in cycles with high and low periods of activity. To reach the peak of productivity, one must be mindful of those swings, balance their work and rest time respectfully.

Make a bet

Another way to improve your productivity is by making a bet with a friend. Chose a time and date as a deadline for your assignment. Next, offer your friend a bit of money, coffee or lunch should you fail to finish the assignment on time. This will provide additional motivation.

Think positively about past instances of procrastination

Try not to be too hard on yourself for your previous cases of procrastination. This problem often occurs with perfectionists and people who are afraid to fail. Keep up the positivity and don’t let negative thoughts creep into your mind.

We hope that our article will free you from the procrastination trap.