When I Work

Newsletter, People Management, Scheduling Strategy

What’s The Difference Between Double Time, Overtime, And Time And A Half

In this article, you’ll learn the critical differences between double time, overtime, and time and a half pay structures. You’ll understand how these pay structures are determined by both federal and state laws, and how they affect both employees and employers. By the end of the article, you’ll be equipped with the knowledge to correctly […]
Business Growth, Human Resources, Newsletter, People Management

What Is Buddy Punching? (And How To Prevent It)

Close to 75% of small businesses in the U.S. are affected by what is known as “time theft” each year. Put simply, time theft occurs when an employee accepts pay for time they didn’t actually work. Staying clocked in during breaks, not clocking out to run errands, or checking social media during work are all examples of […]
Business Growth, Newsletter, Small Business Blog

How To Improve Project Management Skills: 18 Ideas For Small Business Owners

You’ll discover the importance of honing your project management skills, especially as a small business owner. You’ll understand that effective project management isn’t about working harder but smarter, ensuring projects are delivered on time and within budget. Explore 18 actionable ways to elevate your project management capabilities and drive your small business towards success. Key […]
For Your Industry, Scheduling Strategy, Templates & Resources

Top 10 Police Officer Scheduling Systems In 2025

Scheduling law enforcement personnel can feel like logistical gymnastics. Communities expect 24/7 protection, but you have to keep in mind things like Fair Labor Standards Act (FLSA) overtime requirements, contracts, union agreements, training needs and requirements, staffing shortages, and tight budgets. Let’s not forget how emergency situations can easily shred the best schedule. You already […]
Labor Laws, Newsletter, People Management, Scheduling Strategy

What Is Predictive Scheduling? A Manager’s Guide

To better protect employees, many cities and states are now considering or enacting a new type of scheduling law: predictive scheduling. We’ve put together a quick guide on everything you need to know about predictive scheduling laws, and how to get your business ready for the change. Key takeaways Table of contents Make predictive scheduling […]
Human Resources, Newsletter, People Management

5 Steps To Build An Effective On-The-Job Training Program

Let’s start with a terrifying fact for employers: 40% of employees who receive poor (or no) on-the-job training leave within the first year of employment. And when employees leave, it costs you. You need to have an on-the-job training program in your business. On-the-job training is an investment of time and money, but it’s also […]
For Your Industry, Newsletter

How To Run Coffee Shop More Efficiently: 9 Helpful Tips

Loving coffee so much that you want to open a cafe and knowing how to run a coffee shop are two very different things.  You definitely need to be passionate about what you’re doing, because running a small business is not an easy road. But small businesses are an essential part of the economy, so […]
Business Growth, Newsletter

How To Make National Small Business Week Your Biggest Week Yet

If you ask any small business owner about their favorite day of the year, you’ll probably hear “summer,” “the holidays,” or “the last time I was able to take a vacation.” But it turns out, the best time of the year for small business owners isn’t just one day or a single weekend. It’s an […]
Business Growth, Customer Stories, Small Business Blog

Inspiring Small Business Stories from All 50 States

Admiration for small businesses isn’t just a sentiment at When I Work—it’s a core part of who we are. Our customers, the daring and dedicated small business owners, are the lifeblood of our mission. They’re the courageous individuals who take the leap into entrepreneurship, bringing their unique visions to life and enriching our communities with […]
Newsletter, People Management

Free Employee Scheduling: 3 Calendar Ideas

In this article, you’ll explore three modern methods to schedule your employees –Google Calendar, WhatsApp, and When I Work. Dive into the step-by-step processes, benefits, and potential disadvantages of each, and learn how these tools can transform the task of employee scheduling from a tedious chore into an efficient and streamlined process. Table of contents […]
Newsletter, People Management

7 Easy Solutions to the Most Common Employee Scheduling Problems

Scheduling problems are constantly among the top reasons employees quit. In fact, there are few things (aside from bookkeeping) that cause so many headaches for managers and company owners. But for your business to run smoothly and be prosperous, proactively managing your scheduling issues should be a top priority. “Before When I Work I sent […]
Newsletter, Scheduling Strategy

Zoomshift vs. When I Work Comparison – Pricing, Features, & More

The main difference between ZoomShift and When I Work is that ZoomShift focuses primarily on manual scheduling with limited integrations, while When I Work offers automated scheduling, extensive communication features, and multiple payroll integrations. Both of these employee scheduling tools can save you much-needed time. This comparison guide helps you understand the ideal uses of […]
Leadership, Newsletter, People Management

Earned Wage Access: What Is It And Is It Right For Your Workplace?

What would you do to help employees avoid financial predators when they face an emergency? Giving workers access to their wages before payday means that when a situation pops up, they can get the money they’ve earned the moment they need it, instead of waiting a few weeks or a month. Whether you call it […]
Newsletter, Payroll Resources, People Management

How To Pay Employees In A Small Business

When it comes to finding the best way to pay employees, small business owners often feel like they don’t have many options. The good news is that’s simply not true. You can take the hassle out of paying workers by using the right tools and strategies. This guide will relay everything you need to know.  […]
For Your Industry, Newsletter, Scheduling Strategy

5 Best Scheduling Software For Cleaning Services In 2025

Managing a cleaning business involves more than just delivering top-notch services. Keeping track of staff schedules, handling bookings, and managing invoices can be overwhelming. With so many scheduling tools claiming to be the best, knowing which one to pick is tough.  “When I Work is a one-stop shop for me and my employees. It’s so […]
Contest Terms

Share Your When I Work Story

We want your story!  You are the heartbeat of everything we do. Every business has a unique story, and we’re inviting you to share yours! How has When I Work impacted your business, team, or your own day-to-day life? Your experience inspires others When you share your feedback, you help the When I Work team […]
Newsletter, Scheduling Strategy, Small Business Blog

Third Shift: How It Works + How Software Helps You Implement It

Running a business that operates around the clock isn’t easy. If you’re in charge of scheduling staff for overnight hours, you are bound to run into some challenges. Simply finding people willing to work the third shift can be tough. Filling gaps in coverage when people call out adds to your headache. Even if you […]
Newsletter, Scheduling Strategy

Creating A 24-Hour Schedule: Tips, Examples, And Templates

If your doors never close and the lights never go off, you’re always on and always open.  That means you’re dealing with a 24-hour shift schedule, and while your customers probably appreciate the convenience of being able to come to your place of business any time of day or night, that 24-hour availability can take […]
Newsletter, Scheduling Strategy

5 Best Free Rotating Shift Schedule Generator Apps

Manually creating employee schedules can be time-consuming and error-prone. A rotating schedule generator free app streamlines the process, saving managers time and resources.  The best free rotating schedule generator apps offer user-friendly interfaces and robust features. They allow quick schedule creation, accessible employee communication, and real-time updates. This guide explores the five best free rotating […]
Newsletter, People Management

Effective Employee Availability Template 2025

Do you have a tough time keeping up with the availability of your team? If so, then you are no stranger to scheduling nightmares. Booking team members for shifts they are unavailable for leads to last-minute changes and poor employee morale.  The good news is that there is a better way. All you need is […]
Newsletter, Small Business Blog

Geofence Time Clock: 8 Top Options For Businesses

Trying to streamline your employee time tracking? Businesses like yours are getting a lot more into geofencing time clock apps. You can set virtual boundaries around job sites so your employees only clock in and out when they’re physically there. Check out these eight employee time-tracking apps that use geofencing. Key takeaways We’ve researched and […]
Newsletter, People Management, Scheduling Strategy, Small Business Blog

Your Expert Guide To Labor Tracking

Running a team isn’t easy, especially when it comes to tracking labor. Spending hours digging through spreadsheets can be frustrating. Trying to figure out who clocked in late can be next to impossible. And these are just a few of the many labor tracking headaches you face every week. Over time, poor labor tracking processes […]
Newsletter, Small Business Blog

How to Grow a Small Business: 5 Key Tips

Running a small business takes grit and a whole lot of heart. Growth is the goal, but knowing how to get there can be tough.  You’re not alone. Many entrepreneurs feel uncertain about how to scale up. That’s why we’ve compiled five tips to help you learn how to grow a small business.  Key takeaways: […]
Newsletter, Templates & Resources

How To Calculate Labor Costs: Free Excel Labor Cost Template

Do you waste hours every week trying to calculate employee labor costs? Are you trying to figure out how to decrease overtime? If so, you need a labor cost calculator. However, you might not have the time or Excel know-how to build your own. Fortunately, you can take the hassle out of creating a labor […]
Human Resources, Newsletter, People Management, Templates & Resources

How To Calculate Vacation Pay For Hourly Employees

We’ve put together a guide to help you understand how to calculate vacation pay for hourly employees—and make sure you and your employees get the time off everyone deserves.
Newsletter, Small Business Blog

40 Employee Appreciation Ideas Your Staff Will Love

In today’s competitive job market, employee retention and engagement are crucial for the success of any organization. One of the most effective ways to improve retention and engagement is through employee appreciation. When employees feel valued and appreciated, they are more likely to stay with the company and be productive. However, showing appreciation can be […]
Newsletter, People Management, Small Business Blog

How To Handle A Toxic Work Environment

In this article, you’ll uncover the subtle signs of a toxic work environment and learn how it can be detrimental to both employees and the overall business. More importantly, you’ll be equipped with nine actionable strategies to transform a toxic atmosphere into a positive, thriving, and productive place where employees feel valued and safe. Key […]
Newsletter, Scheduling Strategy

Employee Break Schedule: How To Schedule Breaks For Employees

For 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 […]
Newsletter, Scheduling Strategy, Small Business Blog

Swing Shift: What Is It & How It Could Work For Your Business

As a business leader, you know firsthand how hard it can be to adequately staff your shifts. Building schedules is even tougher if your business operates outside of the traditional nine-to-five model. One solution that many businesses turn to is the swing shift. This flexible scheduling model provides coverage 24/7. But is it right for […]
Leadership, Newsletter

31 Essential Team Leader Skills for Managers

If it seems like no one is following you, all you’re doing is taking a walk. This list will show you just what it takes, as a manager, to lead a team instead of merely order them around.
Business Growth, Newsletter

How To Grow Your Salon Business: 8 Effective Strategies

Uncover eight effective strategies to expand your salon business. From attracting more clients to investing in your staff, you’ll learn the nuances of each approach and how they can lead to substantial growth. Dive in to discover how to run a successful salon and  foster a loyal clientele and motivated team. While many stylists-turned-salon owners […]
Newsletter, Scheduling Strategy, Small Business Blog

5 Expert Scheduling Tips For Managers

Creating a shift schedule that makes everyone happy is a constant balancing act. One week, you have too many open shifts. The next, your employees are frustrated about last-minute changes. That’s the life of a shift manager.  When scheduling issues arise, they don’t just make your job harder. These conflicts negatively impact the team, the […]
Newsletter, Scheduling Strategy

Deputy vs. When I Work: In-Depth Comparison Guide

The main difference between Deputy and When I Work is that Deputy is geared toward larger teams with more robust integration capabilities, while When I Work is designed for scalability with a user-friendly interface and features tailored to businesses of all sizes. If you’re comparing Deputy vs. When I Work, you likely know both platforms […]
Newsletter, People Management

10 (Actually Fun) Team Building Games For Remote Workers In 2025

As you navigate the challenges of remote work, this article offers a treasure trove of engaging virtual team building games to strengthen connections among your team members. From the classic “two truths and a lie” to the innovative “team novel,” you’ll discover activities that not only foster camaraderie but also enhance communication, collaboration, and overall […]
Newsletter, Productivity, Small Business Blog

13 Top Small Business Apps

Small business owners work with an interesting inequity. They have big dreams and big ideas, but what they have to work with is often limited. What we mean is that, as a small business owner, you have limited funds, time, staff, or even knowledge of how to pull off those dreams and plans. The stress […]
Human Resources, Newsletter, People Management, Templates & Resources

Free Employee Excel Time Clock

We designed a free employee timesheet template for Excel that your team can use to clock in and clock out and keep track of employee time.
Newsletter, People Management

Free Weekly Work Schedule Template

If you’re still making the work schedule by hand using a pencil and a piece of paper, you’re wasting valuable time and energy that could be spent training employees, talking with customers, improving your products and services, and working on many other tasks that help you maintain and grow your business. At the very least, […]
Human Resources, Newsletter, People Management, Scheduling Strategy, Small Business Blog

Labor Laws For 12-Hour Shifts: Manager’s Guide 2025

Managing a 24-hour workplace comes with many challenges. And creating optimal schedules is at the top of that list. One solution that can ease many of your staffing hurdles is a 12-hour shift. But before you set one up, you must know about the Fair Labor Standards Act (FLSA). It sets rules for businesses that […]
Newsletter, Scheduling Strategy, Small Business Blog

2-2-3 Schedule: What Is It & How It Could Work for Your Business

Setting up the right work schedule for your business is no small task. The wrong system can lead to coverage gaps and high turnover. If your current framework isn’t meeting your company’s needs, it’s time for a change. And a 2-2-3 schedule might be the ideal solution.  Below is a close look at what a […]
Newsletter, Scheduling Strategy, Small Business Blog

4/10 Schedule: Definition + Pros & Cons For Your Business

Managing employee schedules can be one of the toughest parts of running a business. You want to make sure your team is productive. However, you must also respect their work-life balance. If you are looking for ways to fine-tune your staffing strategy, a 4/10 work schedule might be worth considering. A 4/10 schedule allows employees […]
For Your Industry, Newsletter, Scheduling Strategy

Scheduling Systems In Healthcare: Everything You Should Know

Managing a healthcare facility is no easy task. Handling patient care and meeting staffing needs can be very demanding. But one of the biggest challenges you can face is ensuring scheduling efficiency. Last-minute changes and shift gaps make manual scheduling a nightmare. Scheduling systems in healthcare can help you improve your capabilities. They’ll also help […]
Newsletter, People Management

22 Employee Engagement Activities That Keep Employees Happy

You want employees who are excited to come to work and ready to contribute. Engaged employees are good employees, and they’re the type who make your job easy as a manager. But it’s on you to create an environment that fosters employee engagement. Without strong leadership, employees will be reluctant to get invested in their […]
Newsletter, People Management

Team Bonding Games: 32 Fun Activities Your Team Will Love

Work team building games are more than just a fun and creative way to get your team connecting and working together. Helping your employees come together and avoid isolation can actually increase their productivity by 21%. Whether you’re meeting virtually or at the office, doing activities together can energize your team and brighten their day. […]
Newsletter, Scheduling Strategy

When I Work vs. Homebase: Detailed Comparison And Analysis

The main difference between Homebase and When I Work is that When I Work offers comprehensive scheduling and workforce management tools designed for scalability, while Homebase primarily provides basic scheduling solutions suited for smaller businesses. Both Homebase and When I Work offer employee scheduling solutions that can save you time and money. But deciding which […]
Newsletter, Scheduling Strategy, Small Business Blog

What Is a Compressed Schedule? How Software Can Help You Achieve It

Are you looking for a way to eliminate coverage gaps and give your employees more time off? Compressed schedules may be the answer. These work models implement longer work days. However, employees work fewer days per week, which means more time to recharge.  So what is a compressed schedule? More importantly, is it time to […]
Newsletter, People Management, Small Business Blog

The 6-Step Process For Dealing With Employee Absenteeism In The Workplace

At first glance (or late clock in), employee absenteeism and tardiness may not seem like that big of a deal. After all, emergencies happen. Shifts get rearranged, and it can feel good watching your team come together and cover for a sick coworker. But what if every once in a while becomes at least once […]
Newsletter, People Management

20 Simple Ways To Maintain A Positive Attitude At Work

When people think of having a positive attitude, they might think that means showing surface level signs of happiness, like putting a smile on one’s face or trying to think happy thoughts. But it’s more than that. A positive attitude is something that goes deeper and has an effect beyond surface cheer. Negative attitudes promote […]
Human Resources, Newsletter, People Management, Templates & Resources

How To Write Up An Employee In 8 Easy Steps

Writing up an employee at work isn’t something anyone looks forward to—or anyone’s first choice. Often, written warnings are a sign that early disciplinary processes have come and gone, and that an employee is headed down a route for termination. By this point, you’ve likely put in a lot of time and effort to help […]
Newsletter, People Management

25 Employee Incentive Ideas To Motivate Your Team

Sure, your employees come to work to earn their pay. But in today’s labor market, where workers want more than just a check, how do you motivate them to do great work that keeps them fulfilled? And how do you get them to stay at your business to do it? The answer is in an […]
Newsletter, Scheduling Strategy, Small Business Blog

Workforce Scheduling Optimization Guide: Tips, Software, & More

Managing employee schedules can be one of the toughest parts of running a business. At times, it can feel like doing a puzzle with missing pieces. There is good news, though. If you’re struggling with coverage gaps and unplanned overtime, you aren’t alone. And there’s a way to make things easier! Enter workforce scheduling optimization. […]
Newsletter, Scheduling Strategy, Small Business Blog

What Is A Split Schedule? How Software Makes It Possible

Running a small business is tough enough on its own. Dealing with gaps in customer demand makes matters even more complicated. You need to meet customer needs, of course. But you can’t waste money paying a bunch of employees to stand around and do nothing during non-peak hours.  Split shifts might be the answer. But […]
Newsletter, Scheduling Strategy, Small Business Blog

Ultimate Guide to Schedule Optimization (Excel)

As a small business owner, you likely spend hours building your shift schedules. The thing is, building schedules from scratch every week is not the answer. By doing that, you’ll face an increased risk of errors and poor efficiency.  When it comes to schedule optimization, Microsoft Excel is a good option. With that in mind, […]
Newsletter, People Management, Productivity, Scheduling Strategy, Small Business Blog, Templates & Resources

11 Best Employee Schedule Creator Tools in 2025

Never want to make another work schedule again? No one would blame you.  Between estimating employee coverage, setting up shifts, and taking all the variables into account, it’s mentally exhausting. And, as soon as you’re finished, change requests start rolling in. Demand changes, employees’ personal lives collide with work schedules. The work schedule is never […]
For Your Industry, Newsletter, People Management

How To Run A Hospital: 5 Effective Tips

In this article, you’ll delve into the intricate world of hospital management. You’ll learn the common challenges faced by hospital managers and discover actionable tips to make management smoother and more effective, all while prioritizing the well-being of the staff and patients. Hospitals and healthcare were front and center during the pandemic.  Suddenly, the news […]
More Articles