More commitment through good resource planning

Executive Summary

The most valuable asset of any company is its employees. Dissatisfaction or lack of motivation can directly impact a company’s revenue and profitability.

One major factor influencing motivation and performance is employee scheduling. When employees’ needs are considered, they are better able to balance private and professional life, work more efficiently, and remain motivated.

Introduction

Drawing on the author’s experience in retail sales within the consumer electronics sector, this paper explores the challenges of employee scheduling. In this environment, scheduling is particularly demanding due to long opening hours and fixed trading schedules.

Challenges

Beyond revenue forecasting, the main challenge lies in bringing together fixed and variable conditions that influence scheduling.

Revenue Forecast

To identify which days perform better or worse, the previous year’s sales data should be analyzed. This supports not only workforce planning but also budgeting.

If sales are higher on weekdays, the reasons should be investigated—for example, whether this is linked to flyer campaigns or other promotional activities.

Fixed Conditions

• Apprentice School DaysApprentices typically have one or two fixed school days per week. During school holidays, unless vacation has been requested, they are available for work at 100%.

• Flyer ChangesRegular flyer updates with promotional pricing are often implemented during business hours to avoid additional overtime costs. Extra hours would increase personnel expenses and later need to be reduced.

• Assortment ChangesAt least twice a year, assortments are adjusted. For example, heaters are only needed in winter, while cooling devices are relevant in summer. These periods are fixed and predictable.(New products, range expansions, or reductions are usually integrated into daily operations, as they do not require immediate execution.)

• Employee Vacation DaysVacation entitlements vary depending on age and employment status. Employees must submit requests early enough to allow for proper planning. Clear deadlines are necessary, and rules should be set on whether vacations can be taken only by the week or also as single days. Additionally, blackout periods (e.g., mid-December to early January) should be defined.

Variable Conditions

• Days OffRetail stores are generally open six days a week. Every employee must therefore receive at least one day off. It is recommended to let employees rank their preferred weekdays off (e.g., Monday, Wednesday, Friday).To ensure fairness, Saturdays should not be considered a standard day off.

• ShiftsEmployees may also have preferences for early or late shifts on certain days. Saturdays remain an exception, often requiring higher flexibility.

• Other VariablesIllness cannot be planned. However, other personal appointments should be communicated at least two weeks in advance whenever possible.

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Solution Approaches

Once all relevant information is gathered, it can be entered into the workforce plan.

• The revenue forecast highlights potential high- and low-revenue days.

• Fixed and variable conditions provide the framework for employee availability.

• These elements are then integrated into the schedule.

Handling OverlapsIf multiple employees request the same vacation time, day off, or shift, discussions should be held to find solutions. In well-functioning teams, employees can often resolve such conflicts among themselves.

If no agreement is reached (though the author has never experienced this), priorities must be defined. Employees with children and apprentices generally take precedence during school holidays, as they are bound by external commitments.

Conclusion

It is not possible to design a schedule for the entire year that perfectly satisfies all employees’ preferences for days off and shifts. On high-revenue days or in cases of unforeseen absences, adjustments will inevitably be necessary.

In practice, employees show understanding and flexibility in these exceptional cases—provided such changes remain the exception rather than the rule.