Break Scheduler: How To Track Staff Breaks
byFor some businesses, employee breaks are like the Wild West. They are disorganized, unstructured, and often burdensome to the company and its customers. The good news is you don’t have to fall prey to this trend.
Want to become a master break scheduler? Learn how you can track, structure, and optimize staff breaks in a way that makes sense for your business.
Here are five things you need to know about scheduling employee breaks:
- Failing to track breaks can lead to time theft
- Failing to give adequate breaks may violate labor laws
- Keeping up with employee break activity can promote labor cost accuracy
- An automatic break scheduler can save time and prevent errors
- Inconsistent break policies can create friction between staff and management
Table of contents
- What is the break tracking process?
- Why is staff break scheduling important?
- Common break scheduling challenges
- How to accurately and easily track employee breaks
- Save time and resources by automating your break tracking
What is the break tracking process?
Break tracking involves documenting when employees take breaks and how long they are away from their posts. This process ensures that employees get the rest needed to stay healthy and productive while making sure your business runs smoothly.
Typically, break scheduling involves deciding when each employee will step away and how long they’ll have to recharge.
You can use break tracking to make sure everyone gets their required rest periods and that the workday is evenly balanced. You can use a spreadsheet or automatic scheduling tool to keep track of breaks.
Why is staff break scheduling important?
Does staff break scheduling really matter that much? Absolutely! By becoming a master break scheduler, you gain several benefits.
Comply with relevant labor laws
Labor laws often require that employees receive a certain amount of downtime during each shift. For example, some laws might mandate a 30-minute meal break if an employee works more than five hours. By having a tracking process, you can make sure your company follows these laws. If you don’t, you might face penalties or fines.
For instance, if a restaurant doesn’t provide the legally required breaks for its workers, it could face fines and suffer reputational damage.
Accurately track labor costs
Tracking breaks helps you understand your labor costs better. For example, let’s say that your team members get 30-minute unpaid lunch breaks. By tracking this downtime, you can more accurately calculate payroll costs and ensure these 30-minute blocks are deducted from a person’s hours worked totals. You may even discover cost-saving opportunities.
Easier payroll process
A well-organized break tracking system simplifies payroll. It ensures your staff are paid correctly for the hours they work and their breaks are properly accounted for.
For example, let’s say a worker comes in for an eight-hour shift. However, they take a 30-minute unpaid break. The payroll system should only record 7.5 hours of paid work.
Keep an eye out for time theft
Time theft occurs when workers are paid for hours they didn’t actually work. For example, if someone takes one-hour breaks instead of 30-minute breaks, they are stealing 30 minutes of wages during each shift. By tracking breaks, you can ensure employees follow the schedule and don’t take advantage of the system.
Using an employee time clock isn’t just great at preventing time theft. It can also detect attendance issues and ensure everyone gets compensated fairly.
Common break scheduling challenges
Why do so many managers struggle with break scheduling? While every business faces unique challenges, some common hurdles emerge.
Not knowing where to track breaks
Some businesses struggle to find the right place to track breaks. Do you use a notepad, spreadsheet, or something else? Generally, you should avoid paper logs whenever possible. They are just not very efficient, and they can get lost.
Spreadsheets are a good option. Chances are that you’ve already got Excel or a similar application. However, this approach does involve a lot of manual data entry.
Inconsistent break policies
Inconsistent rules can lead to confusion and unfairness. If some team members get longer breaks, it can cause tension among your staff.
For instance, let’s say a small restaurant doesn’t have a concrete break policy. As a result, some hard-working wait staff often skip their downtime while less diligent team members take hour-long breaks almost every shift.
Misinterpreting or not following break regulations
Misunderstanding break regulations can cause you legal headaches. Therefore, you need to brush up on state and local laws to avoid penalties.
Find out whether breaks become mandatory in your area and at what point. For example, you may have to offer a 30-minute break for shifts exceeding six hours.
Inefficient break scheduling that leads to coverage gaps
Poorly planned break schedules can be just as bad as giving no downtime at all. If you don’t space out breaks, your business might not have enough workers available to handle a rush of customers. This can be a big problem in service businesses like restaurants, as long wait times might prompt customers to walk out.
How to accurately and easily track employee breaks
Tracking breaks can be tough, but it doesn’t have to be. To make break tracking easier, you’ll need to take several steps.
1. Research employee break laws in your area and your industry
First, you need to know what set of rules apply to your business. Understand the legal requirements for employee breaks in your location and industry.
For instance, California has double-time rules, which come into effect if your employees work over a specified number of hours. Workers in that state are also entitled to a 10-minute break every four hours. These 10-minute bouts of downtime are separate from meal breaks, which California also requires.
2. Create and document your employee break policy
Don’t rely on word of mouth or “This is how we’ve always done it” practice. Create a written break policy and add it to your employee manual. Documenting your rules prevents confusion and ensures consistency across all shifts.
Be detailed, including information like how long breaks last and how you document them. For example, your policy might read, “All employees are entitled to a 15-minute break for every four hours worked.”
3. Choose a break scheduling system
Decide how you’ll track employee downtime. You can use paper logs, spreadsheets, or automated systems like time clock software. Automated tools are more accurate and easier to manage.
When I Work can automatically track and schedule breaks. It will even deduct break times from employees’ work hour logs to ensure accurate payroll.
4. Schedule staff breaks using your new system
After you’ve picked a platform, schedule employee breaks. Ensure breaks are spaced out to maintain adequate coverage. Also, try to be as fair as possible to employees.
If someone is working a 10-hour shift, try not to give them a meal break in the first three hours. In this scenario, they would work seven or more continuous hours without another chance to step away. Instead, try to schedule their break toward the middle of the shift.
5. Review staff breaks to look for areas for improvement
You might not become an expert break scheduler overnight, and that’s okay. Don’t worry about being perfect. Instead, focus on continually getting better.
Identify any issues in your scheduling strategy. Get feedback from team members and find out what they’d like to see done better. Together, you can create a great plan that keeps everyone motivated and productive.
Remember, a good break schedule isn’t just good for your business. It can also be great for your staff. Research suggests that employees who take regular breaks experience 43% more satisfaction and 62% better work-life balance than their peers.
6. Optimize your break scheduling based on the information you’ve gathered
Use the data you gather to make improvements. Adjust schedules, tweak your policy, or modify your break times and spacing as needed. Don’t be rigid, as your company’s needs can change over time.
Let’s say that weekends are busier in the summer months. In this case, schedule more staff and stagger breaks to maintain adequate service levels during weekend rushes. If Thursday and Friday nights become your busiest time frames during the winter, make new changes to your break schedule. It’s all about adapting.
Save time and resources by automating your break tracking
Employee scheduling software from When I Work can save you time, reduce errors, and help you avoid any labor law violations. You can automate break scheduling and break tracking to make life a whole lot easier for you and your entire team.
Automating the process addresses common challenges like missed breaks and inaccurate records. You’ll have a holistic view of your schedule and can easily pinpoint areas for improvement.
Your staff will have all the info as well, thanks to the When I Work mobile app. It shows their schedule, break times, and everything else they need to know.
When I Work helps you track staff breaks with ease
When I Work doesn’t just function as a break scheduler. It’s a full-service payroll software that’s loaded with tools to make your life easier. When I Work has a GPS-powered time clock, built-in messaging app, and much more!
Sign up for a free 14-day trial of When I Work today!
