Shift work scheduling: A guide for business owners
If you manage your team's work schedule, chances are you’ve probably dealt with understaffing or overstaffing, and employees missing shifts. It’s an inevitable problem that many business owners face.
So, what is the best way to schedule shift work for your staff? Here, we’ll explain what shift work is, the different types of shifts, and how you can effectively incorporate shift work scheduling into your business.
What is shift work?
Some businesses require shift work in order to keep the flow of production moving smoothly. In this case, a business will incorporate shift work into their scheduling strategy. This involves rotating schedules, with employees working in shifts.
Three shifts are the common rotation. If a morning shift is from 6 a.m. to 2 p.m., the evening shift would be from 2 p.m. to 10 p.m., and the overnight shift from 10 p.m to 6 a.m.
This can include various eight-hour shifts, or include longer hours over fewer days.
Benefits of shift work scheduling
The advantages of implementing shift work scheduling in your organization include:
Optimized staffing: Matching employees' strengths with specific shifts can lead to enhanced customer experience and efficiency. For instance, managers can schedule productive workers during peak times while assigning personable staff during quieter shifts.
Higher wages: Some companies may offer higher pay or shift premiums for non-standard work hours.
Flexibility: Shift work could potentially allow employees to balance personal life and work, make appointments during the day, and avoid rush-hour commutes.
Learning and support: Combining experienced employees with newer staff helps maintain consistency and quality across all shifts. This fosters a supportive learning environment.
Training opportunities: Slower periods may be an optimal time for training without sacrificing customer service.
Industries that use shift work
According to a survey conducted by Statistics Canada, 1 in 20 workers had a regular evening shift or evening hours. These are the most common industries and jobs that entail shift work:
- Emergency services: firefighters, police officers, security guards.
- Healthcare: nurses, midwives, doctors.
- Hospitality: servers, bartenders, housekeeping, cooks.
- Manufacturing: factory workers, warehouse workers.
- Transportation: bus driver, public transit worker, flight attendants.
- Other: call centre, customer service representatives, construction manager.
10 Types of shift work schedules
Depending on the type of industry you work in, you may choose different scheduling methods that work best for your needs. Business owners should be aware of the types of shift work schedules available to them.
1. Alternate
Alternate work schedules accommodate unique employee needs, such as pregnancy, and differ from their colleagues' schedules. While these arrangements are often temporary, it can be challenging for managers to find more staff or make scheduling adjustments.
2. Compressed
The four-day work week involves working longer shifts over fewer days, such as four 10-hour shifts. This boosts morale and productivity by providing an extra day off but can leave one workday unstaffed when customers are available.
3. Flexible
A flexible schedule requires core hours (such as 10 a.m. to 2 p.m.), with the remaining hours chosen by the employee. This boosts morale and productivity but can make collaboration and scheduling meetings tough.
4. No schedule
Employees have no set hours but must meet daily or weekly output targets. This approach focuses on productivity rather than hours worked and eliminates the need to monitor work hours. The downside is that it may be difficult for jobs that require collaboration, such as working in a restaurant or factory.
5. On-call
Employees must be available to work anytime during their shifts. This practice is often used for emergencies or covering absences. While this method may be beneficial to hospitals and restaurants, it can be exhausting for staff. As such, a regular rotation of on-call duties is recommended to avoid burnout.
6. Overtime
Any shift worked in excess of an employee’s ordinary shift schedule is considered overtime. Specific overtime regulations apply depending on the province or territory your business operates in.
7. Rotating
Rotating shifts alternate weekly or biweekly, switching between day and night shifts. This schedule requires adjustment and may impact sleep patterns. In fact, according to the Canadian Centre for Occupational Health and Safety (CCOHS), for 25% of workers, shift work can disrupt family and personal lives and lead to various health problems. Managers should be compassionate when planning these schedules.
8. Seasonal
Seasonal work schedules are ideal for businesses that experience high demand during specific times, such as resorts or parks. They attract workers with off-season jobs but make it onerous for managers to onboard and retain staff.
9. Split shift
Split shifts involve workers performing duties in two separate shifts on the same day, such as 8 a.m. to 12 p.m. and 4 p.m. to 8 p.m. Businesses use this method to manage costs and enhance employee productivity.
10. Standard
Typically, employees work full days during normal business hours, from 9 a.m. to 5 p.m. Having this structure provides a regular routine for both managers and employees. This consistent schedule facilitates collaboration and focus but lacks flexibility.
Effective strategies for scheduling shift work
Here are some techniques that small businesses can implement to make scheduling easier.
Understand your customers' needs: Based on your type of business, consider the best hours to be open for business to serve your customers. Doing so will help you decide the best way to schedule your staff.
Write a work schedule policy: Having a written policy is essential so that you can be upfront with your employees and be clear with your expectations. This will provide clarity and avoid future staffing conflicts.
Be fair and have open communication: Treat employees fairly and listen to their concerns regarding scheduling. Be sure to honour their time off requests and their work preferences. Building trust and maintaining open communication helps to fosters a positive work environment.
Eliminate on-call scheduling: If possible, avoid on-call scheduling except for emergencies. By providing predictable work hours, it reduces stress for employees and promotes better work-life balance.
Send schedules in advance: Provide schedules at least two weeks in advance. This allows employees to review and address concerns, ensuring smoother operations and reducing last-minute changes.
Monitor overtime: Be sure to keep track of regular and overtime hours. Business owners should understand local regulations to ensure they are complying with labour laws.
Forecast staffing requirements: Analyze current business activity and past schedules to predict future staffing needs. Schedule more employees during busy periods. Likewise, reduce hours during slower times to manage payroll effectively.
Make improvements: Regularly evaluate your company’s scheduling processes. This will help identify areas for improvement in shift allocation, task management, and overall productivity.
Finding harmony in happy employees
Finding the right balance in shift work scheduling can be challenging. Setting expectations upfront, having clear communication and treating your employees well are good business practices to follow. Implementing a scheduling method that suits your needs will go a long way to ensure that you have happy employees, who in turn will help run your business more efficiently.
Embracing shift work scheduling software
Creating work schedules week after week can be time-consuming, especially if you’re juggling many responsibilities as an entrepreneur. Plus, you have the responsibility of ensuring that your staff aren’t being underworked or overworked.
The good news is that implementing shift work employee scheduling software can save you time and headaches. QuickBooks provides time tracking for different industries, so you can easily keep track of your team’s work hours while on the go. Also, automated scheduling simplifies the process of creating, reviewing and adjusting schedules, which makes it easier to manage shifts and ensures accuracy.
Using the right tracking tool can save you time and money. Try QuickBooks time tracking software to swiftly handle your weekly timesheets and wage reports.
Frequently asked questions
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