Better scheduling isn’t a destination, it’s an ongoing journey with several detours and sights along the way. And if you want to create schedules that positively impact your agents, employees, and business returns, it’s a journey you must embark on with a flexible mindset and a willingness to get lost every now and then.
That’s not to say there won’t be road signs and maps along the way. In fact, there are several well-traveled paths that can help inform the unique trail your own scheduling efforts blaze. Here are six helpful tips that will help you go a greater distance than simply calculating staffing requirements and putting schedules together ever could:
If you want to make sure the contact center has the support and resources it needs, you have to get clear about what the organization cares about most. Be ready to engage your organization’s senior leadership in discussions that help you answer the following questions:
Anyone who’s worked in forecasting and scheduling knows how challenging it can be. Between requests from other areas preempting schedules, unplanned marketing campaigns, unannounced schedule exceptions among agent teams, and unclear lines of authority between supervisors and workforce planners, it can get a little messy.
The good news is that these challenges are not insurmountable—unless, of course, they go unaddressed. By educating all involved on the importance of accurate forecasting and scheduling, you can mitigate the drama.
Unfinished projects. Administrative work. Reading updates. Coaching sessions. All too often, necessary contact center work falls outside of what’s accounted for on the schedule. If left unchecked, this can exact a heavy toll on morale and quality of service. Take a comprehensive inventory of all activities so you can create schedules that genuinely reflect how contact center employees are spending their time.
When it comes to scheduling and staffing, there are a lot of defeatist attitudes in the contact center. But no one should feel resigned to thinking they’re going to get what they get and that’s that—even in relatively restrictive environments. Scheduling is a creative process, one that involves putting all options on the table and implementing those that fit.
When building a schedule, consider these alternative approaches:
It’s not an exhaustive list but you get the idea. There are many avenues you can take for creating better schedules. Collaborate with your agents, put all options on the table, identify the approaches that work best for your team, and use what you learn to make sound scheduling decisions.
Nine times out of 10, executing work as efficiently as possible is the goal. But sometimes it pays to do some extra homework. By creating test schedules with different sets of variables, you can open your eyes to different possibilities and potential solutions.
What’s the impact of changing contact-routing alternatives? Agent group structure? Schedule horizon? Training and meeting schedules? Shifts?
Modeling these different scenarios takes time, but the outcomes will pay dividends in the form of better decisions that are rooted in a holistic understanding of tradeoffs and points of leverage. Good scheduling software is your friend for this one.
Effective scheduling processes will always involve a certain amount of trial and error. Make sure your routing contingencies are simple enough to manage, and that you’re getting people involved in helping to identify scheduling possibilities and solutions. Educating agents on the implications of service level, quality, and the impact of each person is essential. Do what you can to provide agents with schedule preferences and as much flexibility as possible.
Scheduling is a much bigger deal than many people realize. The schedule is the pivot point in work-life balance. Yes, scheduling enables you to match resources with workload, but it’s also a creative process that can support your employees’ needs and well-being—one that can ultimately earn you high levels of commitment.
Use better scheduling practices as an opportunity to build an engaged culture—one schedule at a time.