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Scheduling Tips: How to Schedule Employees


Knowing how and when to schedule your employees is crucial to successful business management. It can also make a huge difference to your team’s morale. Here’s how to take the stress out of scheduling.


Know the law.

Before you start scheduling employees, make sure you have a solid grasp on federal, provincial and local laws concerning overtime pay, scheduling restrictions, holidays and required shift breaks. For example, some provinces, such as BC, may require you to pay employees time and a half in certain circumstances.

Determine how much help you need.

You probably have spikes and lulls in business. If weekends and evenings are busier for you, you’ll probably need the help of a few more employees. Consider scheduling your extra help to come in a half hour to an hour before the rush begins, so they have time to prepare. If you’re an existing Square seller, you can log in to your Square Dashboard to see your busiest hours, days, weeks and months.

Know your team.

Check in with your employees regularly to get a handle on their availability over the coming months. Get a sense of who prefers nights or mornings. Avoid workplace tension by making sure everyone understands how you schedule (if you generally give certain shifts to employees with more seniority, for instance).

Disaster-proof your schedule.

Employees get sick. Their cars break down. Their kitchen pipes burst. Have a backup plan for sudden changes. Always know who’s available to cover shifts, if necessary. Some seasons are more popular for taking time off. Be sure to ask about everyone’s holiday and vacation plans well in advance.

No matter what type of business you run, your employees depend on a clear work schedule. By figuring out a system your team can count on, you’ll prevent a lot of potential miscommunication and stress.

Square is compatible with integrated scheduling apps such as Deputy and Humanity that can further take the stress out of scheduling.

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