How Employee Scheduling Software Can Help Managers Handle Workplace Conflict

Scheduling conflicts are a common source of workplace tension, often caused by miscommunication, overlapping shifts, or unfair shift distribution. These issues can disrupt productivity and create dissatisfaction among employees.

Employee scheduling software provides an effective solution by automating schedules, improving communication, and ensuring fairness. These tools help managers prevent conflicts, adapt to changes, and maintain an organized, transparent process.

This article examines the root causes of scheduling conflicts, how to choose the right software, and tips for using it effectively. With the right approach, managers can create a harmonious workplace and improve overall team satisfaction.

Understanding workplace conflict

Workplace conflict arises frequently, affecting more than 85% of employees, with consequences extending to stress, absenteeism, and decreased productivity. Causes vary but often include differences in work ethic (54%), competition among employees (40%), and managerial disputes (32%). Nearly half of employees identify supervisors as the primary cause of workplace tension, highlighting the importance of managerial responsibility in addressing conflict.

Unaddressed conflict costs organizations on a massive scale—UK companies lose an estimated £28.5 billion annually, while US companies experience a daily hit of $2 billion due to reduced productivity and absenteeism.

Why do scheduling conflicts happen?

Scheduling conflicts happen for several reasons. Here are some common ones:

• Miscommunication: Its no surprise that miscommunication is a key driver of workplace conflict, reported by 56% of in-office staff as the primary cause. Moreover, generational differences and varying work preferences further complicate communication. Gen Z workers, for instance, exhibit a high propensity (86%) to involve HR in conflicts.
• Human errors: Mistakes can happen when creating or updating schedules manually.
• Unexpected changes: Emergencies or sudden changes can disrupt carefully planned schedules.
• Conflicting preferences: Employees might have different availability or requests that overlap.
• Unfair scheduling: If shifts and tasks aren’t divided equally, some employees may feel left out or overworked.
• Inflexible policies: Rigid rules or unclear scheduling procedures can make it hard to adjust when issues arise.

Understanding these causes can help managers take steps to reduce conflicts and improve how schedules are managed.

What is employee scheduling software and how does it work?

Employee scheduling software is a tool that helps managers create and manage work schedules for their teams. Instead of writing everything down on paper or using spreadsheets, this software automates the process. It keeps track of things like vacation time, sick days, and even pay adjustments. If a problem comes up—like two people accidentally scheduled for the same shift—it flags the issue right away so managers can fix it.

Some scheduling tools even send out automatic alerts to remind employees about their shifts or let them know about schedule changes. They also include data and reports that help managers make smarter decisions about how to organize work. By using these features, managers can focus on other important tasks while keeping the schedule running smoothly.

Why should managers use employee scheduling software?

Managers spend approximately 25% of their time mediating workplace disputes, taking time away from other strategic initiatives. Implementing proactive measures, such as formal conflict resolution training and defined conflict policies, can alleviate this burden. Currently, 72% of organizations lack a formal policy to address conflict, despite 98% of employees stating such training is crucial.

In the past, managers would often plan schedules with just a pencil and paper. Later, they started using computers to make spreadsheets. But now, scheduling software has taken things to a whole new level. These tools are designed specifically for handling work schedules, making even spreadsheets seem outdated.

The biggest advantage of scheduling software is how much time, effort, and money it saves. But it’s not just about speed. These programs also help teams communicate better, reduce confusion, and make the workplace more organized. In fact, companies that use scheduling software report an 88% improvement in shift coverage. That means fewer gaps and smoother operations.

What are the benefits of employee scheduling software?

Let’s break down some of the key ways this software can help:

Makes scheduling easier

Creating a new schedule every week can take a lot of time, but scheduling software simplifies this task. Many programs let you copy schedules from one week to the next. You can also drag and drop shifts to quickly adjust the plan. There’s no need to handle multiple spreadsheets or start from scratch every time.

The software also helps identify gaps in coverage, like times when there aren’t enough employees working. This allows managers to use that downtime for training or skill development. Employees get a chance to grow, and the business stays productive without missing a beat.

Another great feature is the ability to assign shifts based on employee skills or certifications. This is especially helpful during busy seasons or major projects, ensuring the right people are in the right roles.

Automates time-off requests

Handling requests for time off can be stressful for managers. Scheduling software makes this process much easier by automating it. Employees can submit their requests through the software, and managers can approve or decline them with just a click. The system keeps everything organized, so managers don’t have to track requests manually.

This also helps avoid scheduling conflicts. For example, the software can send alerts about potential problems, such as:

• Overlapping shifts
• Shifts without enough staff
• Shifts with too many people working

Managers can stay ahead of issues and keep the schedule running smoothly.

Improves communication and employee satisfaction

Keeping everyone informed about schedule changes can be tough. Scheduling software solves this problem by making communication faster and clearer. For instance, when a manager updates the schedule, employees get notified right away through email or app alerts. This ensures that no one is caught off guard.

Without scheduling software, employees often have to talk directly to their managers about shift swaps or time-off requests. This process can be slow and lead to mistakes. With the software, employees can manage their schedules themselves. They can:

• View their shifts
• Swap shifts with coworkers
• Submit time-off requests
• Check real-time updates

This makes it easier for employees to balance work and personal life. They’re less likely to miss a shift or show up for one that’s been canceled. Happier employees mean a more productive workplace.

Conflict resolution strategies for managers

Efficient conflict resolution calls for a methodical approach tailored to the situation. According to Thomas-Kilmann’s Conflict Model, the five primary strategies are:

• Avoiding: Suited for conflicts where neither the relationship nor the goal is worth prioritizing.  
• Competing: Best applied when achieving the goal is paramount, irrespective of the relationship fallout.  
• Accommodating: Used when preserving the relationship outweighs achieving the personal goal.  
• Compromising: A give-and-take approach where both parties make concessions to reach an agreeable solution.  
• Collaborating: The most effective in maintaining relationships while satisfying both parties’ needs through innovative solutions. 

Most workplace conflict situations respond best to a collaborative approach. However, the nature of the conflict dictates the appropriate strategy.

How to choose the right scheduling software

Picking the best scheduling software is an important decision. Here’s what managers can think about:

• Features you need: Look for software with tools that match your needs. Features like integration with other tools, the ability to customize schedules, and detailed reports can make your job easier.
• Your business and workforce: Consider how many employees you have, where they work, and how many roles and shifts you need to manage. Some software works better for larger teams, while others are great for small businesses.
• Cost and value: Check how much the software costs and what it offers in return. Subscription plans, pricing models, and customer support options should all be taken into account.
• Ease of use and security: Make sure the software is user-friendly, reliable, and secure. A simple interface and easy accessibility will save time and avoid frustration.

How to use scheduling software effectively

Choosing the right scheduling software is only the first step. Here’s how to use it effectively to handle and avoid conflicts:

• Communicate with employees: Talk to your team about why you’re using scheduling software and how it will benefit everyone. Listen to their feedback and involve them in the process.
• Train everyone: Teach managers and employees how to use the software. Provide clear instructions and make sure they know where to find help if needed.
• Set it up and test It: Take time to set up the software properly. Run tests to ensure it works well and meets your scheduling needs.
• Monitor and improve: Regularly check how the software is performing. Make adjustments or updates as needed to keep everything running smoothly.
• Combine software with good practices: While scheduling software can reduce conflicts, it’s not a magical fix for everything. Create fair and clear scheduling policies, and keep communication open and respectful. This helps build trust and teamwork.

Final Take

Employee scheduling conflicts don’t have to be a major challenge. By understanding the causes, using effective scheduling software, and combining it with good management practices, managers can create fair and flexible schedules that work for everyone. This not only reduces stress but also helps employees feel more satisfied and supported at work.

Share Article

Follow Us

Return to Previous Page