I struggled with whether or not I wanted to include this tip in The Masters Club. It's just so easy I almost feel dumb about sharing it.
Here's the deal. I think scheduling is probably the absolute WORST job in the world. I hate it.
I have tried to pawn scheduling off on many staff members over the years, but they're never organized enough to do it well. The responsibility always returns to yours truly. I finally gave up and realized that I would probably be in charge of scheduling until I die.
I have tried numerous apps to help. There are countless sites out there to keep track of people's schedules, who is on vacation, who is sick, and who has children's activities. The list goes on and on.
I think it is even worse when you run a seasonal business.
Then, I tried something. It was a hair-brained idea, but it worked. I painted an entire hallway in dry erase paint.
IT CHANGED MY LIFE!
Let me take you on a tour of my scheduling wall.
On the far left, I have my event schedule. This is where I put all non golf-related events. I have a number of school teachers and casual employees who enjoy working once or twice a month. They don't typically know much about golf, but they know how to serve people. I write how many helpers I need for each event in the corner, and the event staff signs up for which ones they'd like to work.
In the middle section, I have a fluid two week calendar. I have a "main schedule" where people have a set schedule from one week to the next. I like to do this because the golfers who play at the same time always see the same staff members, and they develop a relationship with them.
That being said, I don't think there is a single day in the summer when everyone shows up at their designated time. It seems someone is always on vacation or doing some other activity. I have a calendar where they write down the days they know they are going to be absent. The staff member puts a star by their name on the dry erase board. They find their own replacement. They are only allowed to contact me if they can't find a replacement within a 24 hour period.
I look at this board every Monday morning to make sure all of the shifts are filled for the next two weeks. I update from one week to the next.
I don't know what it is about the dry erase board, but this thing has cut down on so much time for both me and my staff. I think it's just such a great visual and it's easy to see, read, and understand.
I'd say it has saved me more than 5 hours a week that I previously spent on scheduling staff members.
On the far right of the board, I keep the staff updated on what events are coming up and any coupons or specials that are currently being run.
The paint you need can be purchased at your local home improvement store. You'll need to prime the wall first. In order for it to keep straight lines, it's best if you tape off the large rectangle you need for the wall board. The paint comes in two separate cans. You mix the cans together. Make sure you read the directions. The paint doesn't last and you only have a short time that it will work. Save yourself the time and money and READ THE DIRECTIONS.
You won't be able to use the board for several days while you wait for the paint to cure.
I paint my board every year. It gets more action than most dry erase boards, so I like to start the year with a good surface.
So, grab some paint and find long hallway of visual space for scheduling. It'll be the best gift you have ever given yourself!