How to make a rota

Creating a staff rota might seem straightforward, but there’s more to it than simply filling out a template. A well-structured rota can make a big difference in balancing the needs of your team and ensuring smooth operations. Rotaready users love how our platform simplifies rota management, making it easy to plan shifts that work for both managers and staff.

So, how can you create a rota that keeps both your business and employees happy? In this guide, we’ll cover some essential tips for building an efficient staff rota that works for everyone.

What should I consider when creating a rota?

Look for longevity and make it easy to amend

Your staff rota should be something you can adapt and use time and time again. It should be dynamic enough so you can adjust it in line with changing demand and employee requests; but rigid enough to ensure consistency where needed. Last-minute changes are inevitable, but you don’t want that to result in you having to rebuild your rota from scratch. Find yourself a solution with a drag-and-drop interface and collaborative editing, so any changes you need to make can be done easily and in real-time; and you don’t have to go back to the drawing board whenever an employee requests to change their shift.

Incorporate employee preferences & skill sets

A good staff rota example should take into account employee needs and preferences, as well as their skill set. It’s not just a case of filling shifts; it should be about having the best person for the job, all whilst incorporating employee preferences and availability.

Ensure compliance

Your rota needs to account for legislations such as Working Time regulations, the GDPR and Data Protection Acts. Rota software such as Rotaready will take care of this for you, giving you one less thing to worry about.

Account for varying demand by utilising data from other areas of your business

Footfall to hospitality, retail and leisure businesses can vary due to a number of different factors, such as one-off events or seasonal changes. It’s important that you know how to make a rota that will take this into account and isn’t just the same every day. Where possible, use insight from other areas of your business to inform your staff schedules. For example, with an integration between your rota software and reservation system, you’ll be able to predict future sales and upcoming demand based on past and present reservation data. So, you can be sure you always schedule the perfect number of staff to meet demand on any given day.

Make it easy to share

Last but not least, your rota should be easy to share. No one wants the aggravation of trying to share paper-based staff schedules or making sure everyone has the latest version of your spreadsheet-based rota. Creating a staff rota that is easy to share and update in real time is going to make everyone’s life a whole lot easier.

And here’s how to make a fair rota for your employees …

Easily accessible

Providing your employees with the means to view their upcoming shifts at any time and from anywhere, will not only make their lives easier but will result in less admin time for you.

Visibility, flexibility and control over shifts, well in advance

Be sure to share your staff rota well in advance so your employees can make plans around their upcoming shifts, without having to come to you to ask when they’re next working. Make sure it’s easy for your employees to request time off and make changes to their schedules. Give them the opportunity to request shift swaps and easily book time off.

Real-time updates

As mentioned previously, one of the risks that comes with sharing your rota too far in advance is that things change. But if you’re able to share any changes in real-time, you can avoid any confusion and your team always knows when they’re working; even when last-minute changes have to be made.

Consistency

Much like with giving advanced warning of shifts, consistency in working hours allows your employees to plan better on both a personal and professional level. Of course, there’s a certain level of flexibility expected when it comes to shift work, but try and offer consistency where you can.

How to create a rota: step-by-step

When it comes to building an effective rota, you need to adopt an approach that balances business needs, legal compliance, and employee satisfaction. To make this happen, try following these step-by-step instructions. 

1. Identify staffing requirements

Determine how many employees are needed for each shift based on your business’s operational needs. Consider peak hours, busy days, and specific skill requirements for each shift.

2. Gather employee availability

Ask employees for their availability, preferred shifts, and any constraints (like part-time schedules or personal commitments). This helps in building a rota that accommodates employee needs, while making sure all bases are covered. 

3. Create a fair shift distribution

Allocate shifts evenly to avoid overloading certain employees, or leaving others with nothing to do. Fair distribution increases employee satisfaction and productivity, while also reducing burnout.

4. Ensure compliance with labour laws

Check that your rota complies with relevant labour laws, such as maximum working hours, required rest periods, and overtime rules. This ensures both employee well-being and legal compliance.

5. Plan ahead & allow flexibility

Create rotas in advance to provide employees enough notice. Build flexibility into your rota to accommodate unforeseen changes, such as sickness or emergencies.

6. Track and manage changes

Continuously monitor and adjust the rota as needed. Employee turnover, new hires, or unexpected absences may require ongoing updates to maintain efficiency.

7. Communicate the rota clearly

Share the rota with all employees well in advance and ensure it is easily accessible. Use digital tools or apps for better transparency and to collect feedback or address scheduling conflicts promptly.

Staff Rota Examples: The Dos and Don’ts 

We know that creating a good staff rota is key to keeping operations efficient and making staff happy, but what does an effective one look like? The truth is, there’s no one-size-fits-all approach to creating the ‘perfect’  rota, but it’s easy to spot the difference between one that offers the best chance of success, and one that won’t deliver results. Below we’ve highlighted some of the key features that make all the difference.

So, what does a perfect staff rota look like? 

• Shifts are fair and balanced: Shifts are allocated evenly among all employees, preventing burnout and ensuring fair workload.
• You’re considering employee availability: Individual availability and preferences are taken into account, boosting morale and reducing absenteeism.
• They’re compliant with the law: Adheres to all labour laws regarding working hours, rest periods, and overtime regulations.
• They’re published ahead of time: Schedules are published well ahead of time, allowing employees to plan their personal lives accordingly.
• They’re flexible: Built-in flexibility to accommodate unforeseen changes like emergencies or sudden absences.
• Communication is clear: Updates and changes are promptly communicated through accessible channels.
• You’re going digital: Tools like Rotaready are employed for efficient planning and real-time updates.

What about a not-so-perfect rota?

• Shifts are not being allocated evenly: Some employees are overworked while others are underutilised, leading to dissatisfaction.
• You’re not listening to your staff: You’re not considering individual availability, and this can cause you conflict, plus a higher staff turnover in the long run. 
• Legal oversights: If you’re failing to comply with labour laws, you’re risking legal penalties and employee grievances.
• Schedules are last minute: You’re not providing enough notice before shifts, which can disrupt employees personal plans. 
• Lack of flexibility: You haven’t got enough staff on shift to handle unexpected events such as sickness, which can result in staff shortages.
• You’re not communicating: Changes are not effectively communicated, leading to confusion and operational hiccups.
• You’re still relying on a manual method: If you’re still relying on a manual method for your staff rota, this might be where you’re going wrong. These outdated processes are prone to error and inefficiencies, which could be impacting all of the above. 

Ready to optimise your staff rotas with help from Rotaready? 

In this article, we’ve explored the key things to consider when you’re building an effective rota. Rotaready can significantly simplify this process, with intuitive features like shift planning, availability tracking, and instant communication to streamline scheduling.

Designed specifically for the hospitality, retail, and leisure sectors, our intelligent rota software helps businesses navigate the complexities of staff scheduling. From creating rotas in just a few clicks to ensuring smooth communication, Rotaready takes the stress out of managing shifts.

If you’re ready to discover how our software can transform your scheduling process, reach out via live chat or email us at team@rotaready.com. We’re here to answer any questions!

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