Shift - Complete and Share a Schedule Tutorial

In this video, you will learn how to complete and share a schedule using Microsoft 365. The video covers creating shifts, modifying them, and adding additional shifts if needed.
It also demonstrates how to use color coding to highlight tasks and group them for better organization.
You can also add notes to specific tasks for additional information or reminders.
Additionally, the video explains how to add activities to long-hour shifts and easily copy tasks to other team members.
This tutorial will help you efficiently manage schedules and improve collaboration within your team.

2:02
3108 views

Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive overview of how to effectively manage shifts using the system, including adding information, color coding tasks, and utilizing notes for communication.

Chapitres :

Creating and Modifying Shifts
As a manager, you can create shifts that suit your needs, whether they are normal, open, or a combination of both. To modify a shift, simply right-click on it. This action will present options to add another shift or move it to the open shifts category in case of emergencies.
Color Coding Tasks
The system allows you to highlight tasks using color coding, similar to creating categories in Outlook. This feature helps in grouping similar tasks for the team, ensuring that employees are aware of shared responsibilities. You can also select different colors to distinguish tasks assigned to individual employees. Note that only the colors available in the system can be used.
Task Layout and Breaks
Once a color is selected for a task, the system will suggest changing the layout to display only the task name instead of the hour. Additionally, it provides one unpaid break per task, which is essential for managing long shifts effectively.
Using Notes for Communication
To provide additional information or clarify tasks, you can use the notes feature instead of sending an email. For example, if you need to remind someone to confirm their hours, adding a note keeps the communication within the same tool, enhancing efficiency.
Adding Activities for Long Shifts
For long hour shifts, rather than creating multiple tasks to accommodate breaks, the system offers an option to add an activity. This feature streamlines planning, making it quicker and more efficient. Furthermore, you can copy tasks to other team members, automating the process and saving time.

FAQ :

What types of shifts can I create?

You can create normal shifts, open shifts, or a combination of both to fit your management needs.

How can I modify a shift?

You can modify a shift by right-clicking on it, which will give you options to change the shift details, add another shift, or move it to the open shifts.

What is the purpose of color coding tasks?

Color coding helps to visually organize tasks, allowing team members to easily identify shared tasks or differentiate between individual responsibilities.

Can I add notes to tasks?

Yes, you can add notes to specific tasks to provide additional information or reminders, which helps keep all communication within the task management tool.

What is the benefit of adding an activity to a shift?

Adding an activity to a shift simplifies planning, especially for long hours, and allows for better management of breaks and responsibilities.

Quelques cas d'usages :

Managing Employee Shifts

A manager can create and modify shifts for their team, ensuring that all employees are scheduled appropriately. By using color coding, the manager can easily identify which tasks are shared among team members, improving collaboration.

Streamlining Communication

Instead of sending emails for task reminders, a manager can use the notes feature to communicate directly within the task management system, ensuring that all relevant information is centralized and easily accessible.

Efficient Planning for Long Shifts

For employees working long hours, a manager can add activities to their shifts to manage breaks effectively. This approach reduces the need for multiple tasks and simplifies the scheduling process.

Task Duplication for Team Efficiency

A manager can copy tasks to other team members, ensuring that everyone is on the same page regarding responsibilities. This feature enhances productivity by minimizing the time spent on task assignment.

Glossaire :

Shift

A scheduled period during which an employee is expected to work. Shifts can be normal, open, or a combination of both.

Color Coding

A method of organizing tasks by assigning different colors to them, similar to categorizing emails in Outlook. This helps in visually distinguishing between different tasks or employees.

Layout

The arrangement of information displayed in the task management system. Changing the layout can simplify the view by showing only the task name instead of the hour.

Not Paid Break

A break period during a shift that is not compensated financially. The system allows for one not paid break per task.

Notes

A feature that allows users to add additional information or reminders related to a specific task, keeping all communication within the same tool.

Activity

An additional task that can be added to a shift to facilitate planning, especially for long hours, making it easier to manage breaks and responsibilities.

00:00:00

Once you have created a shift

00:00:03

that fits your needs as a manager,

00:00:06

whether it is normal or open or

00:00:10

a combination of both shifts,

00:00:12

you can add more information to it.

00:00:15

Using the right click will give you

00:00:17

the option to modify the shift

00:00:19

and to add another shift,

00:00:22

or just move it to the open ones in

00:00:25

case any emergency should arise.

00:00:28

Shifts allows you to highlight the

00:00:30

task created by using color coding,

00:00:33

just like creating categories with Outlook.

00:00:37

You can use it

00:00:38

to group the same tasks of the

00:00:40

team so the employees are aware

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they share a common one,

00:00:45

or you can just select a color

00:00:48

to separate one employee from another.

00:00:50

You can only use the colors

00:00:53

that are shown on the system.

00:00:56

Once you have selected the color,

00:00:59

the system will propose you to change

00:01:01

the layout of the task and just show

00:01:04

the name of it instead of the hour,

00:01:07

and provide one not paid break per task.

00:01:15

If you need to provide more

00:01:17

information to one specific task,

00:01:19

or just clarify

00:01:21

some information about what

00:01:23

needs to be done. Example,

00:01:25

remind someone to confirm their hours.

00:01:28

Instead of sending an email,

00:01:30

you can use the notes to do so.

00:01:33

That way the message stays in the same tool.

00:01:37

If we are talking about long hour

00:01:39

shifts, instead of creating several

00:01:42

tasks so you can have the breaks,

00:01:44

Shifts proposes a last option

00:01:47

to add an activity to it,

00:01:50

which will make the planning making

00:01:52

much quick and since you can copy such

00:01:55

tasks to other members of the team,

00:01:58

everything will be done for you.

Mandarine AI: WHAT YOU SHOULD KNOW

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