Timeline Conduct Associate Conversations, Scheduling Changes and Training
Hold a meeting with club management to share news about upcoming changes using the appropriate talking points.
During shift meetings, share an overview of the upcoming changes with all associates, including Overnight associates, using the appropriate talking points. Let them know that you’ll have individual conversations with each associate over the next week to explain what this means for them.
Have individual conversations with overnight associates using the appropriate talking points.
Wednesday, May 1– Friday, May 10
Have individual conversations with each associate using the appropriate talking points. Here are some key things to do during the conversation:
- Use the job code transition chart to discuss job code change – including new job title and pay grade.
- Use the Block Schedule Worksheet with full-time associates to get shift preference based on tenure with the company.
- Inform associates that once every associate has had the opportunity to talk to the Club Manager about shift preference, the Club Manager will assign shifts and have a follow up conversation with each associate to review final block schedule.
- Have the associate sign the new job description (if applicable)
Thursday, May 2
Career Preference is no longer available.
May 3 – May 16: No hiring, transferring or orientations for hourly associates should take place.
Monday, May 6
Market Champion will walk Assistant Managers through the Quickstart courses and explain expectations.
Tuesday, May 7 – Monday, May 13
Assistant Managers should work with Team Leads to schedule time for associates to complete activities in the Skills Development Center access through Club Hub. Show them how to access the Skills Development Center on a mobile device and bookmark page for future reference.
By Friday, May 10
When all associate conversations are completed, adjust and finalize the Block Schedule Worksheet to fill in open shifts to ensure proper AM/PM coverage. Remember that only full-time associates have a block schedule with consistent days off.
By Friday, May 10
Club Managers should submit the Team Leaders names they’d like to select as a key holder selections to their Market Manager for approval. Once your Market Manager approves, you may begin the training process outlined here.
Saturday, May 11 – Sunday, May 12
Execute May One-Day Event and Mother’s Day
May 13 – May 25: No Workday Actions Can Occur for Internal Associates During this Time.
This means no transfers (in, out or within the club).
You can do actions for new hires (external candidates) for hourly or management associates during this time
Monday, May 13
Hiring Managers can now submit ServiceNow request for a new requisition for a new job (new job codes only)
Monday, May 13 – Tuesday, May 21
Have a follow-up conversation with all full-time associates to inform them of their new block schedule.
Have them fill out an Associate Availability Form based on their finalized scheduleWednesday, May 22: Job code mass movement takes place
Wednesday, May 22
Review new schedules
Best Practice Tip: Over the next several weeks, continue to adjust as needed to fill in block schedules.Wednesday, May 22
Assistant Managers should work with Team Leads to schedule time for associates to complete newly required GLMS assignments.
By Friday, May 24
Once the availability forms are complete, enter the information into My Club Schedule with the effective date of June 22.
Saturday, May 25
New job codes are effective for all primary job codes. New pay rates are now effective (if applicable)
Saturday, May 25
Clubs can begin making supervisor changes in Workday
Saturday, May 25
A member of Club Management must go into Operator Maintenance in the SMART system and re-assign a password to each associate who will be using a register.
After Saturday, May 25
As a part of this transition, additional headcount (1-2 associates) will be added to the Backroom position. You’ll see the exact headcount in the headcount report provided after May 25. This position must be posted and opened up to all candidates. Club Managers should NOT post the position until after May 25.
Friday, May 31
This is the last day to key inn the Associate Availability Forms into the system for full-time associates moving to a block schedule.
Friday, June 7
This is the last day in the club for Macclenny and Monroe DC associates who are not making the transition to days. These associates will not return to work but will have two more weeks (June 21) before the end of his/her notification period
Sunday, June 8
New schedules are posted
Friday, June 21
Notification period ends for overnight associates in all remaining DCs who don’t want to transition to days.
Key terminations in the system for hourly associates who do not have job offers. Use term code: “Involuntary – Position Eliminated.”
June 22: Work Groups and Block Scheduling Take Effect
Saturday, June 22
First day the schedules reflect the new job codes.
Ensure schedules for Overnight associates are correct for both morning and afternoon shifts.Saturday, June 22
Assistant Managers should work with Team Leads to schedule time for associates to complete newly required GLMS assignments.
By Saturday, June 22
Now that all clubs are moving overnight associates to days, it’s imperative clubs have enough forklift drivers to properly day stock. Club Managers should identify additional forklift drivers and train them prior to the transition (a minimum four per shift).