From Excel to software: the best tools for staff planning
September 2025 - Efficient staff planning is a challenge for many SMEs. You have to take into account holiday requests, illness, peak periods and at the same time ensure that wage costs remain under control. Smart planning not only reduces stress, but also ensures satisfied employees and customers.
Why staff planning is crucial
Well-planned staffing prevents understaffing and overtime. At the same time, it gives employees clarity and workable schedules. For an SME, this can make the difference between a smoothly running organisation and chaos in the workplace.
Tools that help you
1. Excel or Google Sheets
For small teams, a simple overview in a spreadsheet may suffice. The disadvantage is that changes and communication are often messy.
2. Specific planning software
There are affordable tools such as Shiftbase, Beeple or Strobbo that are specifically aimed at SMEs. They automate a lot of work: creating schedules, keeping track of availability, recording hours worked and linking to payroll administration.
3. Integration with HR or ERP systems
If you already have an HR or ERP package, it is worth checking whether a planning module is available. This avoids duplication of work and allows you to keep all data in one place.
Best practices for SMEs
· Communicate transparently. Share schedules digitally and in a timely manner so that employees always have the latest version.
· Take preferences into account. Employees who have a say in their schedule are more motivated and take less time off.
· Plan realistically. Allow sufficient margin for unexpected absences and peak times.
· Analyse afterwards. Don't just look ahead, but also look back: where were there shortages or surpluses? This allows you to make adjustments.
· Link to payroll administration. By linking planning and payroll, you avoid errors and double entries.
Smart staff planning is more than just a puzzle: it is a strategic tool that increases efficiency and satisfaction in your SME. With the right tools and a few simple best practices, you can save time, keep costs under control and build a flexible team that is ready for the future.
