For SMBs, managing schedules isn’t just about filling time slots; it’s about fostering a team culture where employees feel heard, valued, and engaged. These 12 strategies redefine rostering efficiency, offering actionable insights that elevate both operations and morale.

Here's 12 industry leaders sharing their insights to help navigate this complex challenge:

• Team-Based Rostering Empowers Employees
• Block Scheduling Ensures Predictable Hours
• Flexible Shift Pools Prioritize Preferences
• Predictive Scheduling Tool Boosts Morale
• Gamification Enhances Roster Management
• Priority Rotation Improves Morale
• Rewards-Based Scheduling Balances Workload
• Flexible Shift-Swapping Increases Autonomy
• Flexible Buffer Slots Ensure Coverage
• Flexible Shift Bidding Honours Preferences
• Self-Scheduling Empowers Team Members
• Task-Focused Rostering Prioritizes Outcomes

Team-Based Rostering Empowers Employees

"Team-based rostering actually works.

We were able to get away with placing workers into small teams and assigning collective shift coverage for a given period of time. Everyone on each team decides who gets to work which shifts, giving employees more control and flexibility with regards to when they are in the office. This way there is less need for managers to think through everything and employees are empowered to assist each other in managing their time.

In order for this to be viable, you need to give teams explicit instructions and guidance in the process of doing so. We provided, for example, training on how to speak and coordinate preferences between team members. It also entailed regular meetings with every team to make sure shifts were equally and responsibly shared. I think this kind of tactic gives the feeling of collective responsibility so employees want to collaborate instead of competing for the best shifts. Businesses can implement schedules in ways that will make them efficient, equitable, and more likely to satisfy both business needs and employee preferences through cooperation and respect."

Tyler Hull, Owner and General Manager, Modern Exterior

An interesting team based rostering initiative took place at The Birmingham Women's and Children's NHS Foundation Trust (BWCNHSFT). They tackled the challenge of improving nurse retention and work-life balance by addressing a high turnover rate among early-career nurses and midwives. Recognising the need for flexibility, they implemented a team-based rostering system to better meet individual preferences and foster collective responsibility for scheduling. This pilot initiative focused on empowering nurses to contribute to their rosters while ensuring fairness and operational efficiency, resulting in a cultural shift toward flexible and equitable work practices. The timeline below illustrates the structured process they followed to achieve these outcomes.

Block Scheduling Ensures Predictable Hours

Try out a block scheduling system that's employee-friendly. You can do this by structuring a system where shifts are laid out in blocks that you can predict (morning, afternoon, evening) and employees choose a block that fits their lifestyle. For example, for team members who like predictable mornings, they can use that block, while for those who have fluctuating availability they can go with shifting.

In my experience, this makes for less of the headache of roster changes and provides employees with the stability they need. And with 20 percent less last-minute absences and fewer conflicting schedules since we introduced it, employees can schedule their lives around predictable hours.

We are working to ensure this system functions by establishing transparency and accountability in the process. Workers lock in their preferred blocks at the beginning of a period (typically, one month), and they need to swap for them easily and transparently.

We have also found that adding incentives (such as giving bonuses to cover a block's hard-to-fill shifts) leads to greater cooperation and fairness. This kind of model, I think, is useful because it enables predictability for workers, but also allows businesses to keep up with changing needs.

Craig Focht, Cofounder & CEO, All Pro Door Repair

Flexible Shift Pools Prioritize Preferences

One strategy is creating "flexible shift pools" that prioritize employee preferences within specific timeframes. Employees submit preferred working hours weekly, and shifts are assigned to match those preferences. This creates a sense of fairness while ensuring essential coverage remains intact for operations. By involving employees in scheduling, businesses can minimize last-minute changes and unnecessary conflicts. It also fosters trust and allows for better work-life balance across the team. At our law firm, this approach has proven invaluable in maintaining a cohesive and motivated team.

Jason B. Javaheri, Co-Founder & Co-CEO, J&Y Law

Predictive Scheduling Tool Boosts Morale

In our business, we manage a team that includes sliding door technicians, customer service representatives, and field coordinators, each with different schedules and responsibilities. Some technicians work early hours to meet morning service calls, while others handle evening appointments. Our customer service team needs consistent daytime coverage, and field coordinators usually have to adapt to last-minute schedule changes based on the needs of the customer. Balancing all of this while keeping everyone engaged and satisfied used to feel overwhelming.

To address this, we implemented a predictive scheduling tool called Shiftboard. This tool allowed us to analyze work patterns, track peak demand times, and build schedules in advance that accounted for both business needs and employee preferences. Technicians who preferred working earlier shifts, for example, could lock in their availability, while those with family commitments could request later hours. This flexibility ensured that everyone felt their needs were being considered, which boosted morale significantly.

What made Shiftboard very useful for this was its ability to forecast staffing needs based on historical data. During busy months, we could add additional technicians to peak periods, while quieter times allowed us to streamline schedules without overworking anyone. The transparency of the tool meant employees could view their schedules in real time, swap shifts with approval, and plan their personal lives better.

Gal Cohen, Business Development Leader & Field Area Manager, JDM Sliding Doors

Gamification Enhances Roster Management

One strategy I’ve developed is infusing gamification into roster management to boost engagement and efficiency. By creating engaging challenges or friendly competitions about shift swaps, we can transform the often mundane scheduling process into a more dynamic and motivating experience for employees. This approach boosts morale while maintaining fairness and productivity.

For instance, we’ve seen significant improvements in team engagement when employees earn rewards or recognition for their participation in helping manage and fill shifts. This encourages a culture of collaborative problem-solving within the team. The results are notable: reduced absenteeism and increased employee satisfaction.

Leveraging emotional intelligence is crucial in this strategy. Understanding team members’ needs and preferences better informs scheduling decisions, making employees feel seen and valued. The result is a schedule that respects work-life balance, reducing burnout and boosting overall team cohesion.

Meghan Calhoun, Co-Founder & Director of Partner Success, Give River

Priority Rotation Improves Morale

From helping countless small businesses with their operations, I've seen that a simple “priority rotation” system where team members take turns getting first pick of shifts each week can make a huge difference in morale. At one of our client companies, this approach reduced scheduling complaints by 40% and only required a basic spreadsheet to track whose turn it was to choose first.

Josh Ladick, President, GSA Focus

Rewards-Based Scheduling Balances Workload

With over 20 years of experience in customer service and leading my company, I've honed strategies that benefit both employee satisfaction and business efficiency. One effective approach is implementing a rewards-based scheduling system. This involves recognizing and rewarding employees who consistently fulfill their shifts or go above and beyond. Offering incentives, like flexible Fridays or early leave benchmarks, motivates employees and balances workload satisfaction.

We implemented a mentorship rotation, allowing our team members to pair with different leaders each month. This not only diversified their skill set but also provided variety, enhancing employee engagement and retention. By fostering a culture of learning and growth, our team remained enthusiastic and productive, ultimately improving service quality and client satisfaction.

Data-driven decisions are crucial. By leveraging feedback loops, such as end-of-shift surveys, we identified patterns and preferences among staff. This data helped us create schedules that matched peak hours with highly motivated staff, reducing stress and improving overall team morale. Emphasizing transparency and communication in these processes further reinforces trust and satisfaction within the workforce.

Dylan Cleppe, Co-Founder & CEO, OneStop Northwest LLC

Implementing rewards-based scheduling can significantly enhance employee engagement and retention. According to a study by the Society for Human Resource Management (SHRM), 79% of employees reported that a rewards program makes them work harder.

Flexible Shift-Swapping Increases Autonomy

As a former police officer and SWAT commander, I've always believed in the importance of efficiency and team morale—both of which are crucial when it comes to creating effective rostering strategies. For SMBs, one key strategy that can improve rostering efficiency while maintaining employee satisfaction is implementing a flexible shift-swapping system. The idea is simple: allow employees to have more control over their schedules by allowing them to trade shifts with one another, provided the shift is adequately covered. This approach increases flexibility and fosters a sense of ownership and trust among employees.

You can reduce burnout and enhance satisfaction by giving employees more autonomy over their schedules, leading to better productivity and engagement. It's about empowering employees to make choices that fit their personal lives without compromising the overall team goals. As a bonus, managers benefit from the reduced administrative burden of constantly adjusting rosters, as employees can often handle this independently, within clear guidelines.

Of course, this tactic doesn't mean abandoning the need for fairness. Clear policies and communication are essential to ensure that shift-swapping is done responsibly. SMBs can use apps or software designed to streamline this process to make it even more efficient, but the core idea remains a personal touch—empowering employees to balance their work and personal lives while maintaining team cohesion and operational efficiency. This strategy can create a more flexible, collaborative, and satisfied workforce while also boosting operational efficiency in the long run.

Joshua Schirard, Director, Byrna

Flexible Buffer Slots Ensure Coverage

One strategy I've seen work well is introducing "flexible buffer slots" in rosters. These are unassigned blocks where employees can volunteer for extra hours if needed, ensuring coverage without forcing overtime. This approach balances efficiency with employee satisfaction by letting people choose when to participate. This approach can be helpful for SMBs during busy periods, as it builds a sense of collaboration without creating burnout.

Shane McEvoy, MD, Flycast Media

Flexible Shift Bidding Honours Preferences

By putting in place a flexible shift bidding system, SMBs can increase the efficiency of scheduling. This tactic ensures coverage while honouring individual preferences by enabling workers to bid on preferred shifts within predetermined boundaries. Allowing employees to select shifts that work for them can help companies lower absenteeism, boost employee happiness, and promote work-life balance. By giving seniority or performance measures priority, managers can strike a compromise between preferences and operational objectives. This equitable and open method simplifies schedule creation while promoting employee happiness.

Khunshan Ahmad, CEO & Founder, EvolveDash

Self-Scheduling Empowers Team Members

To improve rostering efficiency while maintaining employee satisfaction, small-to-medium businesses can implement a system of self-scheduling combined with regular check-ins. In this approach, employees are given access to a shared calendar where they can select their preferred shifts within certain guidelines set by management. It makes team members take control of their schedules while ensuring that business needs are still met.

Alongside self-scheduling, conducting brief weekly or biweekly check-ins can help address any concerns or adjustments needed. This allows employees to voice their preferences and keeps management informed about any potential issues before they escalate.

Josh Qian, COO and Co-Founder, Best Online Cabinets

Task-Focused Rostering Prioritizes Outcomes

Implement a "task-focused rostering model" that prioritizes roles over hours worked. Assign shifts based on tasks and outcomes, not arbitrary timelines. Employees appreciate seeing their efforts tied directly to results, not just time. This system also allows for more creative scheduling aligned with individual strengths. Businesses benefit from improved efficiency, while employees feel valued for their unique contributions. It's a modern way to align satisfaction with productivity.

Jeffrey A. Preszler, Partner, Preszler Law Alberta