For business owners, change isn’t a seasonal disruption, it’s the daily reality. Customer traffic fluctuates, employee availability shifts, and unexpected challenges can turn even the most carefully crafted schedule upside down. In today’s fast-moving environment, staying competitive means staying flexible. That’s why more organizations are rethinking traditional scheduling models and embracing solutions that empower both managers and employees. Self scheduling has emerged as a practical, forward-thinking approach that helps businesses adapt quickly while giving teams greater ownership of their time.
What is self scheduling?
Self scheduling offers flexibility for both employees and employers. Managers determine what the schedule requires based on customer traffic and other factors. Instead of assigning specific shifts, employees can choose which shifts they want or trade shifts with others.
This does two things:
- It allows managers to make schedules faster with less fuss.
- It allows employees more control over their lives.
There were significant increases in self scheduling during the pandemic. And the trend has stuck around because employers found that it boosts employee morale, reduces no-shows, makes employees more accountable, and is considered a competitive advantage when hiring new workers.
How self scheduling works
Self scheduling begins with whoever handles the schedule. They define the shifts they want filled. Depending on the business, they may set certain qualifications or requirements for some shifts.
When the shifts are created, the scheduler alerts the employees.
Employees can hop in and select the shifts they want. They can communicate with each other to trade shifts as desired. Any empty shifts that need to be filled can always be assigned later, after employees have selected what they want.
Employees can choose shifts that fit their lives, whether based on their schedule, the hours they can physically handle working, qualifications, or overtime considerations. When using an automated system like When I Work, you can set limits on employees so that, for example, they don’t rack up overtime.
Take, for example, the When I Work customer Gold Fish Swim School. They use shift templates to save time building the schedule each week, but when there’s a special event, the General Manager simply adds OpenShifts to his schedule and lets his employees know. Those who want a few extra hours can pop into the schedule and claim those shifts, giving him full coverage.
Benefits of self scheduling
Your employees benefit the most, as self scheduling is part of a healthy work-life balance, which has always been a concern for employees and may be even more so if they’ve had a taste of working from home or greater flexibility.
Flexibility. For employers, the beauty of self scheduling is that it allows you to maintain maximum flexibility in operating your business as demand or needs shift.
Fewer problems with no-shows. When employees choose their own schedules, they are more likely to show up for the shift. No-shows happen for many reasons, including scheduling conflicts, a desire to avoid working with specific people, and illness; self scheduling allows employees to swap and trade to keep those types of things from factoring in.
Increase in productivity. We each have different times of the day when we’re more productive. Employees can choose the schedule that matches their most productive time, whether they’re morning people or night owls.
Good for recruitment and retention. The hiring process is notoriously tricky. Self scheduling can be seen as a benefit for potential employees. In that way, it is a recruiting and retention tool.
While you’ll have to keep an eye out for employees who might game the system to get the best shifts and cause division among staff, self scheduling solves most of the scheduling headaches often felt by managers and staff.
How can a business implement self scheduling?
Businesses looking to implement self scheduling should first decide the type of schedule they’ll offer (e.g., split shifts or flex time). Then, they can use tools like apps to post shifts, allowing employees to view, claim, and swap shifts from their devices. It’s also important to set rules and guidelines for the process and monitor its effectiveness.
The benefits for both employers and employees are real and have been experienced not only in actual operations but also during stressful times. Self scheduling has proven itself to be a powerful tool.
Ready to get started right now and save up to 15 hours a week on employee scheduling, all while giving your employees the flexibility of self scheduling? Try When I Work for free today!
