Smarter Week

How to automate it

How to automate “plan who works where on the shift”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

30 min
typically, every day
45%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Let people swap shifts and pick up overtime in an app

With a shift app, workers see the rota on their phone, swap shifts and claim open hours. The lead approves with one tap instead of making phone calls and editing a spreadsheet.

Typically saves about 50% of the time2 h to set up
  1. 1Check if your company already has UKG, Deputy, When I Work, Homebase or Microsoft Teams Shifts.
  2. 2Load the rota and rules (skills, forklift licenses, max hours).
  3. 3Show the team how to swap and request time off on their phone.
  4. 4Post open shifts in the app before phoning round.

Tools: UKG · Deputy · When I Work · Homebase · Microsoft Teams Shifts

Fix 2 of 2

Process fix

Use a standard staffing plan for each volume level

Work out once how many people each area needs at low, normal and peak volume. Each shift you pick the right template instead of planning from scratch.

Typically saves about 35% of the time2 h to set up
  1. 1Pull a few weeks of volumes and how many people worked each area.
  2. 2Write three plans: low, normal, peak, with who goes where.
  3. 3Each morning, check expected volume and pick the plan.
  4. 4Adjust from there and review the templates monthly.

Tools: Whiteboard or shared sheet · WMS labour reports

Quick wins

Have you tried…

Can you swap shifts and pick up overtime in an app?
Shift apps show the rota on your phone. You offer, swap or claim shifts yourself, and your lead approves with one tap.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Warehouse associate / leadFleet / transport dispatcher

HourLeak · the 8-minute work audit

How many hours does this cost you?

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Answers are anonymous. Leaders only see team totals.

Other common tasks for Warehouse associates / leads