What Is Employee Availability?
Employee availability refers to the specific times, days, and periods when an employee is able and willing to work. This includes their general working hours, preferred shifts, and any declared limitations due to personal commitments, study schedules, other employment, or other non-work related obligations. Effectively managing employee availability is a fundamental aspect of workforce planning, directly influencing the efficiency and fairness of staff rostering and scheduling.
For businesses, especially those with fluctuating demand, varied operational hours, or a large casual workforce, understanding and tracking each employee's availability is crucial for creating functional rosters that meet operational needs while respecting employee preferences.
Importance of Managing Employee Availability
Accurate and accessible information on employee availability is vital for several reasons:
- Efficient Rostering: It allows managers to create realistic and optimised rosters that cover all necessary shifts and tasks, preventing understaffing or overstaffing.
- Reduced Conflicts and Absenteeism: When rosters align with declared availability, it reduces the likelihood of shift clashes, missed shifts, and last-minute call-outs or no-shows.
- Improved Employee Satisfaction: Recognising and accommodating employee availability fosters a sense of respect and control over their work-life balance, potentially leading to higher morale, engagement, and retention.
- Fairness and Transparency: A clear system for submitting and managing availability promotes fairness in rostering, as employees understand the basis on which shifts are allocated.
- Cost Control: Efficient scheduling based on accurate availability helps avoid unnecessary overtime due to poor planning or reliance on external labour.
- Compliance Support: While not a direct compliance requirement, managing availability helps in adhering to maximum hour limits, minimum break requirements, and award conditions related to consecutive shifts or days off.
Types of Employee Availability
Employee availability can vary widely and often falls into categories such as:
- Fixed Availability: Consistent days and times an employee is always available to work (e.g., full-time staff with standard hours).
- Regular Availability: Consistent patterns of availability, but not necessarily full-time (e.g., part-time staff with set working days each week).
- Conditional Availability: Availability that depends on specific criteria or changes periodically (e.g., student availability that changes each semester, or availability subject to childcare arrangements).
- Preferred vs. Unavailable: Differentiating between times an employee prefers to work and times they are strictly unavailable.
- Unavailability: Specific periods when an employee cannot work due to pre-planned leave (e.g., annual leave, long service leave), personal appointments, or other commitments.
For industries such as Retail, Hospitality, or Labour Hire and Recruitment, where large numbers of casual or part-time staff are managed, dynamic changes in availability are common.
Challenges of Managing Availability
Manually tracking employee availability, especially for large or mobile workforces, can present significant challenges:
- Communication Overload: Relying on emails, texts, or paper forms for availability updates leads to fragmented information.
- Data Entry Errors: Manual transfer of availability data into rostering systems increases the risk of mistakes.
- Outdated Information: Availability can change frequently, making it difficult to ensure rosters are based on the most current data.
- Rostering Conflicts: Incomplete or inaccurate availability information can lead to drafting rosters that clash with employee commitments.
How Microkeeper Supports Employee Availability Management
Microkeeper's Rostering Software, as part of its Workforce Management system, provides tools to efficiently manage employee availability:
- Employee Self-Service Portal/App: Employees can directly submit and update their availability preferences via a secure online portal or the Microkeeper mobile app. This empowers employees and automates the collection of availability data for employers.
- Real-time Updates: Availability changes are reflected in the system in real-time, ensuring managers always have access to the most current information when building rosters.
- Integrated Rostering: The Rostering Software directly considers employee availability when creating shifts. This helps managers draft compliant and conflict-free rosters quickly. For industries like Healthcare or Transport & Logistics, this is crucial for continuity.
- Auto Rosters and Conflict Alerts: When using auto-rostering features, the system can automatically allocate shifts based on declared availability and notify managers of any potential conflicts, allowing for immediate adjustments.
- Communication Tools: Built-in messaging allows managers to communicate directly with employees about roster changes or availability queries.
FAQs About Employee Availability
1. Why is it important for employees to submit accurate availability?
Accurate availability ensures managers can create fair and efficient rosters, avoid scheduling conflicts, and meet operational needs, leading to a better working environment for everyone.
2. Can employers force an employee to work outside their declared availability?
Generally, no. Employers should respect an employee's declared availability. While reasonable requests can be made, forcing an employee to work outside their agreed hours or declared unavailability can lead to disputes or breach of contract/award.
3. How frequently should employees update their availability?
This depends on the workplace and role. For stable rosters, updates may be infrequent. For casual roles or those with variable hours (e.g., Hospitality), employees may need to update weekly or fortnightly.
4. What happens if an employee's availability changes suddenly?
Employees should notify their employer as soon as possible. Modern digital systems allow quick updates, enabling managers to adjust rosters.
Best Practices for Managing Employee Availability
- Use a Centralised System: Implement software that allows employees to submit and update availability digitally in one place.
- Establish Clear Policies: Communicate clear guidelines on how and when employees should submit or change their availability.
- Encourage Early Submission: Request availability submissions well in advance of roster creation deadlines.
- Prioritise Fairness: Strive for equitable shift distribution, considering both business needs and employee preferences.
- Communicate Changes: Promptly communicate any roster changes and the reasons for them.
Final Thoughts
Effective management of employee availability is a cornerstone of modern workforce management. By leveraging digital tools and fostering clear communication, businesses can create efficient rosters that satisfy operational demands, enhance employee satisfaction, and contribute to a more harmonious and productive workplace.
Disclaimer: This entry is intended for informational purposes only and does not constitute legal advice. For tailored guidance, consult with a qualified HR professional or the Fair Work Ombudsman.
