Best Practices for Creating an Effective Shift Schedule

As every business is different, creating effective shift schedules can be challenging. Inadequate scheduling can lead to lack of productivity, employee dissatisfaction and turnover. The secret to creating an effective schedule is finding the right balance between meeting business needs, employee preferences, and labour regulations. In this post, we will provide you with the best practices for creating an effective shift schedule that keeps your staff satisfied, the business running smoothly and in line with labour laws.

Dividing the Work Day Into Shifts

How you design your workday will determine how you structure your shifts. Once you’ve established your workday, decide on your shift lengths. This should be long enough to allow sufficient time for task completion but short enough to maintain employee enthusiasm. Eight hour shifts, with breaks assigned, are usually enough to cover most workplace tasks.

Determine the Level of Cover Needed

Once you’ve defined your workday and shift lengths, determine the coverage required for each shift. This will vary depending on seasonal demand, the type of tasks needing completion, and your employee’s availability. This will usually involve an analysis of historic data or an availability survey to identify peak coverage needs.

Design the Rotation

After determining the coverage levels, create a roster or design a rotation schedule. This will ensure that each employee has adequate work hours across different shifts. Be mindful of employee preferences, their constraints, and their availability while scheduling. It may not be possible to please everyone, but you can make a concerted effort and change scheduling direction according to feedback.

Review and Adjust

After implementing your shift schedule, it’s essential to evaluate its effectiveness regularly. If you find areas of low productivity or dissatisfaction among employees, it may be time to review and adjust the schedule. Make sure that the changes made don't contravene labour laws or leave your employees out in the cold.

How Should I Handle Last Minute Shift Changes or No-Shows?

Despite your best efforts, sometimes schedules change, and employees must cancel or switch shifts. This can cause chaos for the business and reduce your employees' satisfaction. Here are some options;

Shift-Trading

Allow employees to trade shifts amongst themselves to cover cancellations or no-shows. This self-management can increase the sense of control for employees and reduce stress on management. Companies can make provisions like calling for manager approval, making clear employee responsibilities and providing guidelines on who can exchange shifts with whom.

Having a Standby List or Enable Shift Pickups

Establishing a standby list or shift pickup can also cover the area of no shows. Consider having employees opt-in or make it a part of the conditions of employment. Employees can be on call for short-notice shifts when they're available, increasing coverage flexibility.

Using Software to Track Staffs Availability

Using software such as leafe can allow you and your employees to track shift availability, shift swapping and identify real-time changes. Such programs will show the changes outright to employees and managers and improve communication around shift changes and requests for time off.

How Can I Ensure Fair Scheduling Practices?

Fair scheduling practices nurture employee satisfaction, reduce employee turnover and increase productivity. Here are some practices to aid fairness:

Consistent Scheduling Process

Establish clear rules on shift scheduling and adhere to them throughout. Consistent scheduling practices remove bias and provide a level of certainty. Clear standards increase employee commitment and increase workplace transparency.

Publishing Rotas Enough in Advance

Primarily provide employees with their schedules at least two to four weeks in advance to allow sufficient time for planning outside work activities. In the case of a large scale event or peak demand period, this span may need to increase.

Regularly Evaluate Staffing Levels, Keep Records, and Use Historic Data for Guidance

It is important to constantly evaluate demand trendlines, staffing levels, and losses incurred by absenteeism regularly. Collecting such data allows you to make informed decisions during future scheduling times.

Listen to Your Staff's Preferences

Listening to your employees can provide you with feedback and identify ways to improve processes. Gathering and using anonymous feedback can highlight pain points across your business.

What Are the Labour Laws and Regulations to Consider When Scheduling Shifts?

It is your duty to ensure you have followed legislation and provide fair working conditions.

Minimum Wage

The minimum wage varies from state to state and also depends on the age and profession of employees. Ensure you've complied fully with the laws around this area.

Overtime Rules

Determining when overtime comes into effect is important to avoid violations. This rate varies, and you need to be aware and comply when employees hit this time threshold.

Time off and Sick Leave

Each state has its regulations on time off, whether personal or medical, for full-time employees or permanent casuals. Follow the laws in your state and provide adequate amounts of leave for sick and time off to avoid contravention.

Breaks and Rest Periods

Establish and monitor breaks and rest times. Some States have regulations that mandate the number and duration of breaks that employees take during their shift. Make sure your employees have the necessary time to rest, eat and meet their hygiene requirements.

How Can I Communicate the Schedule To Employees Efficiently?

Communicating shift schedules is critical to ensure employees are informed and arrive on time. Here are ways to streamline communication;

Regular Times to Post Schedule

Develop posting times and ensure that employees are aware of when schedules are published. A predetermined time provides a sense of consistency, prevents speculation, or worse, absenteeism.

A Few Weeks in Advance Ideally

Communicate the schedule in advance to allow employees enough time for arranging for transport, child-care or other commitments.

Software Management

As previously mentioned, using software to track employee schedule changes can provide an efficient way to communicate schedules changes to employees. It also saves time and reduces scheduling confusion.