How to use the 80/20 rule to plan your staffing more efficiently

You plan ahead, but somehow the week still runs off track.

Last-minute changes. Unexpected absences. Overlapping shifts. The same people always stepping in. Miscommunication, scattered spreadsheets, and forgotten WhatsApp messages. 
Before you know it: double bookings, missed shifts — or people showing up at the wrong time. 

It doesn’t have to be that way. 

A simple principle can help: the 80/20 rule. It gives you more control over your planning — and more breathing room in your week. 

Meet your top 20% — and why they matter

The 80/20 rule (also known as the Pareto Principle) says that 80% of outcomes often come from just 20% of your efforts. 
Apply that to staffing, and it’s clear: 80% of your shifts are usually covered by just 20% of your team. 

This reliable core shows up when you need them most: 

• They respond quickly 
• They’re flexible and dependable 
• They submit availability on time 
• They clock in and out correctly 
• And they bring calm to your schedule 

Instead of rallying your whole team every time, start with your strongest 20%. 
You’ll reduce chaos — and build on trust. 

How to apply the 80/20 rule in CrewPlanner

Turning the 80/20 mindset into action is simple with CrewPlanner. Here's how: 

1. Identify your core team. Use smart filters to find your most active and reliable staff — based on shift history, response time, and attendance. 

2. Plan with your top crew first. Let them pick or accept shifts before broadcasting more widely. That keeps your base solid and avoids overlap. 

3. Plan smarter, not harder. CrewPlanner suggests shifts based on availability, preferences, and performance. Fewer clicks. More control. 

4. Reward what works. Built-in gamification motivates your team by recognising great behaviours — like quick responses and perfect timekeeping.  

What’s the result? 

By focusing on what really works, you’ll see fast impact: 

• Fewer empty shifts
• Faster-filled rosters
• A calmer, more reliable team
• Less chasing and fewer reminders
• More time for customers, coaching — or just to breathe 

And the best part? You don’t need to work more — just plan smarter. 

CrewPlanner makes it easy 

With the right tools, efficient planning becomes second nature. CrewPlanner gives you: 

Gamification 
Boost motivation and recognise your best performers — with no extra admin. 

Smart scheduling 
Match shifts with the right people using filters and auto-suggestions. 

Real insights 
Track performance, availability, and engagement per person — so you always know who to count on. 

Let your planning work for you — not the other way around.

Book your free demo today and discover how CrewPlanner helps you get 80% of the job done with your strongest 20%.