Report: Technology and Workforce Needs Drive Nurse Scheduling

While most nursing and human resource (HR) professionals are satisfied with their nurse scheduling operations, there is still room for improvement, according to HealthStream’s latest report, “2025 Trends in Nurse Scheduling: How Technology and Workforce Needs Are Shaping Nurse Schedules.”

With flexibility taking center stage as a key priority for nurses, the data underscores both the challenges and opportunities for healthcare organizations to redefine their scheduling practices.

In this blog article, we will look at what the research uncovered and what it means for the future of nurse scheduling. Here are five key findings we will discuss:

• Staff safety is a top priority
• Lack of collaboration hinders technology adoption
• Acuity-based scheduling is tied to higher staff satisfaction
• Equitable scheduling impacts retention and morale
• Self-scheduling technology needs an upgrade

Staff safety is a top priority

Over 52% of nurse leaders ranked staff safety as their number one workforce priority, surpassing scheduling efficiency (47%) and technology adoption (40%). This signals a shift toward valuing work environments where patient care and nurse well-being can coexist harmoniously.

The strong focus on staff safety reflects a broader need to address burnout and improve work-life balance in healthcare. Initiatives that prioritize worker well-being, such as flexible scheduling and reduced overscheduling, are becoming integral to both staff retention and patient care quality.

Lack of collaboration hinders technology adoption

A significant 45% of nurse leaders identified the lack of nurse involvement in decision-making as the primary obstacle to successfully implementing scheduling technologies. Without sufficient input from those directly impacted, such tools often fail to meet staff needs.

Organizations must bridge the gap between clinical and IT teams to ensure scheduling solutions align with real-world challenges. Engaging nurse leaders in the selection and development of such systems fosters ownership, usability, and long-term success.

Acuity-based scheduling correlates with higher satisfaction

Although only 37% of organizations currently use acuity-based staffing, those that do report increased staff satisfaction.

While traditional nurse-to-patient ratios are easier to implement, organizations increasingly recognize that patient acuity offers critical data for effective scheduling. This approach addresses individual patient complexities, nurse skill sets, and overall workload, creating a more balanced and responsive method for managing shifts.

Equitable scheduling impacts retention and morale

The data showed that 44% of organizations struggle with equitable scheduling, identifying it as a key challenge. Fair and transparent scheduling fosters trust, which is essential for retaining experienced nurses.

Perceived scheduling inequities can erode morale and contribute to burnout and turnover. Equitable scheduling models demonstrate commitment to staff well-being and help alleviate issues like favoritism or perceived bias.

Decentralized scheduling limits efficiency

With 65% of healthcare facilities relying on decentralized scheduling methods, many struggle with duplicate efforts, silos, and workload imbalances across departments. While unit-level control offers autonomy, it restricts visibility across departments and can lead to imbalances. Combining technology with centralized oversight can help mitigate these issues.

Self-scheduling requires modernization

Although 68% of organizations support self-scheduling, outdated tools like spreadsheets (29%) or desktop-only systems (27%) remain common. This lack of modernization limits convenience and scheduling satisfaction.

To support autonomy and meet the needs of a modern workforce, organizations must upgrade self-scheduling technologies. Mobile-friendly platforms offer accessibility and convenience, increasing satisfaction and engagement among healthcare staff.

What is the future of nurse scheduling?

Healthcare organizations have an opportunity to drive meaningful change in workforce management by reimagining nurse scheduling to align with the realities of today’s healthcare workforce.

Looking ahead, the report highlights a clear path forward for utilizing nurse scheduling as a strategy to address many of the pressing challenges in nurse recruitment and retention:

• Focus on Flexibility: Scheduling flexibility is non-negotiable if healthcare organizations want to reduce turnover and improve morale.
• Adopt Technology-Driven Tools: Leveraging advanced technology solutions can enhance efficiency while addressing staff satisfaction needs.
• Close the Expectation Gap: Listen to nurses, evaluate their feedback, and align scheduling practices to bridge the gap between what nurses expect and what organizations offer.
• Collaborate and Empower: Inviting input from nurses on scheduling decisions ensures they feel respected, which translates into better engagement and retention.

Nurse scheduling has evolved from a routine administrative function to a strategic priority in healthcare. Organizations that prioritize staff safety, fairness, and well-being while adopting innovative technologies will be better positioned to retain skilled nurses and deliver high-quality patient care.

To learn more about trends and strategies in nurse scheduling, read the “2025 Trends in Nurse Scheduling: How Technology and Workforce Needs Are Shaping Nurse Schedules.”