Posted on by Jessica Peaty

How To Take The Headache Out Of Rota Planning

Effective staff scheduling is the fastest way to getting the most from your team, while making smart savings on employee costs, and delivering a flawless service to customers. It probably wouldn’t surprise HR managers and business leaders to note that 30% of operation expenses go towards staff costs. So, we’re talking about the money involved with things like scheduling, payroll and training.

With that in mind, implementing a clever rota system that places people effectively, is universally accessible to the team, and maximises staffing budgets is essential. Part of forming a successful schedule comes down to knowing your employees and their skillset well, but the big secret to making staff rotas work for your business, is to have a robust, interactive system in place.

The problems of staff scheduling

One of the problematic parts of rotas is that people, and business requirements can be unpredictable. Factors like sickness and absenteeism, or even peaks and troughs in busy periods can all complicate the process. Add to this, the issue of lost time due to assigning staff to the wrong places, and getting the most from your workforce can quickly become a tricky business.

The best and most effective way to combat these eventualities is to work responsively. But as any team leader or manager will know, creating rotas in the first place can be extremely time consuming. Editing them to match demand and circumstance adds another layer of complexity and takes up further, valuable leadership time.

This all begs the question; how can staff rotas be developed, and used to the best advantage for the business, and team in question? This is where HR software can add real value.

Making the process work for you

We’ve touched on the issues around staff scheduling. So the question now, is how exactly can scheduling software work for you?

Essentially, highly functioning systems like Selima’s are already saving businesses 2-4% on salary costs. In a nutshell, they do this by allowing managers and staff to work differently.

Here’s a few features just to whet your appetite:

  • Managers can create rotas within a few clicks using previously stored staff information, and distribute them to the workforce. From there, employees can accept or request changes depending on their availability.
  • The whole team can access rotas on their smartphones, wherever they are. Ultimately, cloud based software is perfectly suited to modern life, so rotas, holiday requests, and payslips are just a few of the essential admin areas staff and managers can view on their phone.
  • Managers can take charge of budgets, forecast wage costs, and even look at real time EPOS data on takings. Plus, predicted events, or even weather changes can be factored into the schedule to plan around busy, or quiet periods.
  • Staff can clock in on an iPad, see which team members are working, and accurately record their arrival time.

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These smart working techniques have a few clear benefits when it comes to working responsively, and providing clever reporting functionality for team leaders. The other importance benefit is that it goes a long way to increasing employee engagement. With this system, staff are involved in the rota planning, and are able to engage with the process via their smartphones at each step.


Creating rotas should be easy, but in reality, complex and unforeseen circumstances can all add up to confuse the process, impacting staffing budgets.

By integrating an accessible rota system, these problems can be combatted. Employees will feel more involved, and staffing budgets can be effectively distributed. Through using modern technology, and tapping into everyday culture, a troublesome process can be turned around to work hard for the business, making a real, and positive impact on staff culture, and the bottom line.

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