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Shift - Create a Schedule and Organise it with the Help of Groups Tutorial

In this video, you will learn how to create a schedule and organize it with the help of groups.
The video covers the process of creating shifts for your colleagues and adding information to them.
You can also copy shifts for recurring activities and share the schedule with the people affected.
This tutorial will help you effectively manage your schedule using Microsoft 365.

1:42
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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on how to create and manage shifts for colleagues using the designated application. It outlines the steps for adding shifts, sharing them, and managing team activities effectively.

Chapitres :

Introduction to Shift Management
Managing shifts within a team is crucial for ensuring that all members are aware of their responsibilities and schedules. This guide will walk you through the process of creating shifts, adding details, and sharing them with your colleagues.
Creating Shifts
To create a shift for yourself or a colleague, follow these steps: - **Select a Time Slot**: Click on the preferred time slot in the application to initiate the shift creation. - **Add More Options**: By clicking on the time slot, you can access additional options to customize the shift further. - **Specify Details**: You can add relevant information about the shift, including a label to indicate the purpose of the block time and a color code if you wish to maintain consistency with your Outlook calendar.
Managing Shift Characteristics
When creating shifts, it is important to note the following: - **Single Person Activity**: The application allows you to create a shift or activity for only one person at a time. - **Copying Shifts**: If the shift is a recurring activity, you can use the shortcut to copy it for the entire team. This feature ensures that the copied shift retains the same characteristics as the original. - **Owner Privileges**: Only the owner of the team has the authority to create and copy shifts. Team members must request a swap if they wish to have an activity.
Sharing Shifts
Once you have created a shift, it is essential to share it with the affected person. This can be done easily through the application. Even if the planning is not shared among all members, each member can still view their shifts on the app.
Conclusion
Effective shift management is vital for team coordination and productivity. By following the steps outlined in this guide, you can create, manage, and share shifts seamlessly, ensuring that all team members are informed and organized.

FAQ :

How do I create a shift for my colleagues?

To create a shift, simply click on the preferred time slot on the scheduling page. You can add additional information and labels as needed.

Can I create shifts for multiple people at once?

No, you can only create a shift for one person at a time using this page.

What is the purpose of adding a label to a shift?

Adding a label helps specify what the block of time is for, making it easier to understand the purpose of the shift.

How can I copy a shift for my team?

You can copy a shift by using the shortcut feature, which allows you to paste it for the people involved while retaining the same characteristics as the original shift.

What should a team member do if they want to change their shift?

If a team member wants to change their shift, they must submit a swap request to the team owner.

Can team members view the planning if it is not shared?

Yes, even if the planning is not shared, team members can still view it on the app.

Quelques cas d'usages :

Scheduling Team Shifts

A manager can use the shift creation feature to schedule work hours for team members, ensuring that all shifts are covered and that team members are aware of their responsibilities.

Color Coding Activities

A project coordinator can implement color coding for different types of activities, such as meetings, deadlines, and breaks, to enhance visual clarity and organization in the team's schedule.

Managing Recurrent Activities

A team leader can set up recurrent activities for weekly meetings or training sessions, allowing for efficient scheduling and reducing the need for repeated entries.

Handling Shift Swaps

In a situation where a team member cannot attend their scheduled shift, they can submit a swap request to another member, facilitating smooth transitions and maintaining workflow.

Using the App for Shift Management

Team members can utilize the app to check their schedules and upcoming shifts, even if the overall planning is not shared, ensuring they stay informed about their responsibilities.

Glossaire :

shift

A designated period during which a person is scheduled to work or perform a specific activity.

time slot

A specific period of time allocated for a particular task or activity.

label

A tag or identifier used to specify the purpose of a time block, helping to categorize or clarify its use.

color coding

The practice of using different colors to represent different types of activities or statuses, aiding in visual organization.

recurrent activity

An activity that occurs repeatedly over a specified period, allowing for easier scheduling and management.

swap request

A formal request made by a team member to change their scheduled shift with another member.

owner of the team

The individual responsible for managing the team, including creating and copying shifts.

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Once you have created your group,

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you can start creating shifts

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for your colleagues and you.

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You can add a shift by just clicking

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on the time slot you prefer.

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You can also click on it

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and have more options

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and add information to it.

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You can only create with this page

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a shift or activity to one person.

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It will allow you as well

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to add a label so you can specify

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what the block time is for,

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and add a color if you already used it

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in Outlook and want to keep the

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same methodology. The system

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also allows you to copy a shift

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if it is a recurrent activity

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for the entire team.

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You can use the shortcut

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to do it, and then paste it to the

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people involved and it will keep the

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same characteristics as

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the one created first.

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Only the owner of the team

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can create and copy shifts.

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If a member wants to have an activity,

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they will have to request the swap.

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Once you have created the

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shift, you can share it

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with the person affected by it.

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As a member, even if the

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planning is not shared,

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you can still look at it on the app.

Mandarine AI: WHAT YOU SHOULD KNOW

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