When it comes to finding the best work schedule, many businesses rely on outdated management-mandated schedules that overlook the benefits of employee input. Yet, operational research suggests that when employees are involved in designing their work schedules, organizations see improvements in productivity, morale, and even safety. But what is the right balance between management control and employee preferences? And, what are the steps to determining the employee-selected schedule that is a clear winner?

 The Myths of Management-Mandated Work Schedules

One common myth in shift scheduling is that management knows best when it comes to scheduling choices. As a result, many organizations impose top-down, management-mandated schedules that may align with business goals but overlook employee well-being and preferences. Unfortunately, these decisions can have unintended consequences, impacting productivity, absenteeism, and turnover.

A study from CIRCADIAN’s Shiftwork Practices revealed that 51% of managers who implemented management-mandated schedules reported severe workforce fatigue, compared to just 37% in operations where employees had a say in the schedule-selection process. The effects of imposed schedules go beyond tired employees; they can result in increased costs from higher attrition rates and use of the healthcare system, and reduce overall operational efficiency.

Figure 1. Schedule Selection Methodology Across Shiftwork Operations

Why Employee-Selected Schedules Are the Best Work Schedule Solution

Involving employees in the shift scheduling process not only boosts morale but has tangible business benefits. Research shows that employee-selected work schedules result in:

• Decreased absenteeism: Employee-chosen schedules lead to fewer unscheduled absences, particularly those related to fatigue and health issues. When employees have control over their work hours, they are more likely to take responsibility for their attendance.

• Improved morale: Employees who feel their preferences are heard and valued are more engaged at work, resulting in higher satisfaction and reduced turnover.
  
  
• Reduced turnover: High turnover rates are costly. Replacing a single employee can cost thousands in recruiting and training. Employee-selected schedules have been linked to lower turnover, saving the company money while maintaining a skilled, committed workforce.
  
  
• Increased productivity and teamwork: Workers with schedules that align with their personal lives are more likely to bring their best selves to work. This boosts productivity and encourages better teamwork, as employees feel more rested and less stressed.

The Impact on Safety and Health

Another critical factor in the debate between employee-selected work schedules and management-mandated ones is workplace safety. Fatigue is a major risk factor, particularly in 24/7 operations. Studies have found that employees involved in schedule design report better physical and psychological well-being, which leads to fewer workplace injuries and improved safety overall. 

For example, companies that rely on management-driven schedules often face higher workers' compensation claims due to fatigue-related accidents. In contrast, operations that prioritize the best work schedule—one designed with employee input—report fewer health issues and injuries. Healthier employees are not only safer but also more productive.

 How to Involve Employees in Designing the Best Work Schedule

1. Conduct Workforce Surveys: Before making any schedule changes, gather data from employees about their preferences. Understanding the common needs of your workforce can help inform a more balanced schedule design.

2. Open Communication: Frequent discussions should occur throughout the scheduling process. Let employees know that while not every preference can be accommodated, the goal is to create a compromise that works best for the majority.

3. Educate Employees on Operational Needs: Ensuring that employees understand the administrative and operational challenges involved in scheduling will make them more likely to approach the process with a collaborative mindset.

4. Test and Revise: Once a new schedule is implemented, continuously monitor its effectiveness. Use feedback to make adjustments and ensure that the work schedule remains optimal for both the company and employees.

The Clear Benefits of Employee-Selected Work Schedules

The advantages of involving employees in creating the best work schedule are clear. Compared to management-mandated schedules, employee-selected options offer:

• Better sleep quality and rest: Employees can design schedules that allow for more restorative sleep, leading to higher energy levels and better focus on the job.
• Work-life balance: Employees who have more control over their schedules can better balance work with family and social responsibilities, leading to increased job satisfaction and reduced stress.
• Lower absenteeism and turnover: A happy, well-rested workforce is less likely to take unplanned absences or seek employment elsewhere, saving the company money in the long run.
• Improved safety and health: When workers are less fatigued and stressed, the risk of workplace accidents decreases significantly, contributing to a safer and more efficient operation.

Conclusion: Finding the Best Work Schedule for Your Operation

Choosing the best work schedule for your operation isn’t just about meeting business needs—it’s about creating a system that also supports your employees’ well-being and satisfaction. Employee-selected schedules consistently outperform management-mandated ones by improving morale, decreasing absenteeism, and enhancing productivity. Organizations that prioritize employee involvement in schedule design foster a stronger, more committed workforce, leading to long-term operational success.

If you're looking to optimize your work schedule, consider involving your employees in the decision-making process. Not only will this increase employee engagement, but it will also ensure that you’re building a more resilient and effective operation.

By focusing on the best work schedule, your company can avoid the pitfalls of outdated scheduling practices and create an environment where both business goals and employee well-being thrive.