Page 112 - 100 - HR Management Manual

Steps to make a great schedule:

1. Open the Ideal Staff Schedule: Management Manual > Excel Spreadsheet labeled “Ideal Staff
Schedule”
st
2. Exec Director and/or Director of Admin: Routinely look at this spreadsheet monthly by the 1 to
make sure it works well for the projected revenue (ED should be able to project revenue well).
a. Look left to right across each day Monday-Sunday. Make sure the colors of each staff
member in each shift looks reasonable in order to cover the clinic well. Questions to ask
yourself:
i. Overall for the month will those shifts give us enough staff members to handle
the patients and clients each day this month? If not send suggested template
changes to owner or ED.
ii. Will this be too many?
iii. Are there any holidays or events coming up next month that will make us need to
schedule more people on certain days of the week and less on others? Example:
If next month is May look at Memorial Day. You should schedule more staff for
the day(s) clients are dropping off and picking up boarding patients. You will need
more kennel help (getting pets) and express TA hours (intakes and releases). You
can schedule a little less staff on the other days to stay within budget.
b. If you need to make the above mid-week/mid-month adjustments there is no need to
change the Ideal Staff Schedule spreadsheet. Write a note/e-mail to each department
head with general guidelines for the adjustments needed on the schedule for next month.
These notes can end up being standard procedures for department heads on holiday
weeks, busy times, etc.
c. Look at the bottom of the Ideal Staff Schedule spreadsheet at the two big boxes at the
bottom:
i. Is next month the busy season (left side) or slow season (right side)? See the
dates that are considered busy or slow on the left side of each box.
ii. Look at the column under FTE. Do you have enough FTE staff to cover the
schedule for next month? If not you need to hire more now! If not we will be
understaffed (frustrating clients and staff) or have to overpay with overtime
hours (payroll will be too high, the hospital won’t enough money for other bills,
and long term staff will be tired and grumpy working so much)
iii. Look at the lower right side of whichever bottom box pertains to next month
(busy or slow time). Look at the GREEN highlighted line for gross to meet 18%.
Can we meet this revenue projection FOR SURE? If not you are overstaffing.
Write a note/e-mail to the department on how they are to schedule the staff
BELOW the hours listed on the spreadsheet.

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