Workforce Scheduling Optimization Guide: Tips, Software, & More

Managing employee schedules can be one of the toughest parts of running a business. At times, it can feel like doing a puzzle with missing pieces. There is good news, though. If you’re struggling with coverage gaps and unplanned overtime, you aren’t alone. And there’s a way to make things easier!

Enter workforce scheduling optimization. The right tools can keep employees happy and ensure your business runs as smooth as butter. Some software, such as When I Work, can automate staff scheduling. Try When I Work for free and start optimizing your workforce today!

Key takeaways:

• Workforce scheduling optimization puts the right number of employees on the schedule
• Optimization plans will help achieve cost savings and increased productivity
• Common challenges include false forecasting and workers resisting change 
• Using data-driven tools can help you schedule smarter
• When I Work makes workforce optimization easier by automating boring tasks

Table of contents

• What is workforce schedule optimization?
• How does it work?
• Business benefits of optimizing schedules
• Common challenges with workforce schedule optimization
• 4 workforce schedule optimization tips
• Try software to create and automate the staff schedule
• When I Work is your partner in workforce schedule optimization

What is workforce schedule optimization?

Workforce scheduling optimization is the process of creating the best work schedule possible. To achieve that, you need to juggle things such as:

• Business needs
• Labor costs
• Employee satisfaction
• Customer demand

Workforce optimization ensures you can cover all your shifts without too much overtime. A well-planned schedule also prevents understaffing. That can be great for protecting morale.

Signs your business could benefit from schedule optimization

You can tell if your business is suffering due to a bad schedule. Look for these key signs:

• Last-minute callouts: Workers often cancel shifts
• Unplanned overtime: Your labor costs are rising due to lots of undue overtime 
• Understaffing or overstaffing: You often have too few or too many workers
• High turnover and burnout: Over 50% of workers reported feelings of burnout in 2024
• Manual scheduling struggles: You’re spending too much time fixing shifts

If you recognize any of these signs, it’s time to do something about them. And that means embracing workforce optimization.

Workforce optimization example

John runs a busy coffee shop that deals with frequent understaffing. Any employees on duty have to handle the frenzy of peak morning hours. But the opposite problem happens later in the day. The shop has too many workers during the afternoon lull. John makes the weekly schedule by hand in a spreadsheet. That makes changes difficult to manage.

John then implemented When I Work, an automatic scheduling solution. It predicts peak times and alters staffing recommendations to help cover those hours. Employees could swap shifts with ease in the When I Work app. And that helped reduce scheduling conflicts. Within a month, customer service got better and callouts decreased. John also lowered his labor costs thanks to the better shift assignments.

How does it work?

Workforce scheduling optimization provides a peek at your staffing needs. But to optimize your scheduling in the best way, you first need to do the following:

Assess inefficiencies

Don’t make any unplanned changes to your schedule. Start by finding out which aspects of your staffing approach are causing problems. Your weekend team might account for a large chunk of overtime, for instance. Fixing issues like that should be your top priority.

Gather data

Once you’ve identified the issues, dig deep to find out why they’re even there in the first place. Use past sales and other customer data to figure things out. Then, ensure you have enough shift coverage.

Track and adjust

Some businesses see pretty stable customer volume year-round. Coffee shops tend to be busiest in the mornings. And the HVAC industry is familiar with seasonal fluxes. That means you need to review your schedules on a routine basis and adjust to demand changes. 

Use automated scheduling templates

Automating shift creation removes the guesswork from workforce scheduling optimization. These templates create better shifts faster. You’ll enjoy fewer errors and have the right amount of people ready for each shift.

Business benefits of optimizing schedules

Workforce scheduling optimization allows you to:

Save time on scheduling

You’ve got a business to run. But you can’t do that if you spend close to 15 hours per week building a schedule. Optimizing your shifts with automation will save you a huge amount of time.

Better divide resources

Optimized schedules ensure that every shift has the right number of workers. You can also spread out hours in a fair manner. 

Say you manage a restaurant. If a small group handles every high-level evening shift, other workers will get angry. If you give everyone a chance to work desirable shifts, morale will improve. 

Provide consistent service

Your customers expect great experiences every time they walk through your doors. You can’t give them that unless you have enough people on shift. Short-staffed teams struggle to keep up with orders. And that leads to longer wait times and frustration. Optimized schedules make it so that you have the right number of people at work based on demand.

Reduce labor costs 

Fixing up schedules leads to labor cost optimization. You won’t need to schedule as much overtime. You’ll also improve team morale, which can reduce turnover. And that means lower training and recruiting costs. 

Common challenges with workforce schedule optimization

Workforce scheduling optimization is great, but not every business does it. That’s because some challenges can make it tough, such as:

Manual forecasting errors

It’s hard to predict demand when using manual scheduling tools like spreadsheets. Errors in forecasts lead to under- or overstaffing, both of which are bad for business.

Staff resistance

Some employees may not want you to change their schedules. Those who are comfortable working their preferred shifts may push back. Workers with inconsistent hours are also likely to resist change.

It’s up to you to convey the value of workforce scheduling optimization. Discuss how the changes will help the business and everyone involved. 

Last-minute changes

Without an automated system, it’s going to be tricky to manage sudden changes. People can call out due to illness or scheduling conflicts. If you can’t fill these surprise gaps, your team will be down a member.

A lack of visibility

Can you check your schedule at a glance? Or do you have to read a complex spreadsheet line by line? A lack of visibility into your schedule makes optimization all but impossible. Any type of scheduling framework can experience a lack of visibility. But it is most common with involved staffing plans like rotating schedules. 

4 workforce schedule optimization tips

Here are some tips to help you build optimized schedules for your business: 

1. Use data-driven tools

You need to track foot traffic, sales volume, and demand trends. Data-driven tools can look at patterns and suggest the best shift assignments.

2. Automate scheduling

Doing this will save you many hours every week. It will also lessen confusion and provide your team members with some consistency. Put that extra time back into your business and help it grow.

3. Watch forecasts and performance

Demand is always changing. Make sure you keep up with customer metrics like sales volume and foot traffic. You’ll also need to track employee metrics, such as:

• Attendance
• Overtime
• Shift coverage
• Call outs

The right tools can track all these points in a simple interface. At a glance, you can see who has a habit of missing shifts and if/where you are racking up extra overtime.

4. Talk to your team

Before making any changes, talk to your staff members. Here are some questions to ask:

• What do you like about your current schedule?
• What would you like to change?
• How can we build better schedules?
• Do you prefer to work a certain shift or time of day? 

Make workforce scheduling optimization a collaborative process. By doing so, your team will see that you are trying to make work better for everyone.

Try software to create and automate the staff schedule

Creating and managing staff schedules by hand takes a lot of time. It’s also likely to cause errors. Employee scheduling software like When I Work automates these tasks. As a result, you can save time, improve accuracy, and optimize your schedules.

Additionally, employee scheduling software provides a real-time view of your schedules. Use it to ensure proper coverage and keep your team happy.

How When I Work helps you with workforce scheduling optimization 

When I Work includes everything you need to build better schedules. Here’s what several users have achieved with the dynamic platform: 

• Automated schedule creation: A restaurant manager saved ten hours each week by automating 30 schedules
• Integration with employee preferences and availability: A healthcare team reduced scheduling conflicts by 20%
• Optimized staffing levels: A retail store reduced overstaffing costs by 15%
• Labor cost tracking and compliance safeguards: A manufacturing business reduced overtime costs by 25%
• Real-time schedule updates: A call center avoided a major scheduling conflict by using instant notifications 

When I Work streamlines workforce scheduling optimization by automating key processes. You can get rid of errors and improve team satisfaction. Save time and better serve your customers with When I Work today.

When I Work is your partner in workforce schedule optimization 

When I Work is a leader in workforce scheduling optimization solutions. The dynamic platform includes everything you need to work smarter and promote efficiency. Its built-in time clock makes tracking hours easier than ever. And its team messaging app provides your staff with a secure place to swap shifts and talk shop. 

Don’t let scheduling headaches derail your business growth. Use When I Work to save money, boost morale, and serve your customers. Sign up for a free trial today!