RosterLab Blog

How To Reduce Absenteeism For Shift Workers

Employee absenteeism is a universal challenge that impacts productivity, retention, workplace morale, and overall business performance across every industry. Whether you're leading a retail team, running a busy call center, or managing frontline staff, unplanned absences create costly gaps particularly for shift-based teams. Worse still, they often lead to increased stress and workload for the remaining staff, contributing to disengagement and higher turnover. When absenteeism rates rise, retention suffers. Staff may feel frustrated by an uneven workload or demoralised by perceived unfairness. Addressing absenteeism effectively is not only about lifting productivity - it's a powerful lever to improve retention and reduce costly turnover. Absenteeism refers to frequent or habitual absence from work without valid reasons. Often called "unscheduled absences," "workplace absence," or simply "calling in sick," absenteeism can range from occasional sick days to regular patterns of not showing up for work. In more severe cases, this can lead to chronic absenteeism - a pattern of repeated absence over an extended period that can significantly disrupt operations and team dynamics. While occasional absences are normal and necessary - for example, due to illness or family emergencies - high levels of absenteeism can signal deeper organisational issues. These may include poor workplace culture, poor fatigue management, excessive stress, disengagement, or health concerns. It is also important to consider presenteeism alongside absenteeism. Presenteeism occurs when employees come to work while unwell or unproductive, often resulting in lower output and potential risks to workplace safety and team morale. Reducing absenteeism (and presenteeism) doesn't just lift productivity - it helps retain valued team members, creates a healthier work environment, and ultimately boosts organisational resilience. Types of Absenteeism Understanding the different types of absenteeism helps organisations categorise absences correctly and respond appropriately: Intermittent absenteeismOccasional absences that may or may not be linked to ongoing health conditions. These can include both medical and non-medical reasons. Medical intermittent absenteeismSporadic absences caused by medical needs, such as flare-ups of chronic conditions or regular medical appointments. Non-medical intermittent absenteeismUnplanned absences driven by personal issues, family emergencies, or other non-health related reasons. Unauthorised absenceWhen an employee is absent without prior approval or valid reason, often without notifying the organisation. Failure to reportAbsences where the employee does not follow the correct procedure for notifying their absence, causing confusion and disruption to operations. Absenteeism has serious and wide-reaching impacts globally. In Europe, countries like Germany and Spain have reported sharp increases in sick leave, with Germany recording an average of 15.1 sick days per employee in 2023, costing employers billions annually. In the United States, absenteeism cost businesses over $225 billion in 2023, with an average cost of $1,685 per employee. Meanwhile, Australia sees unplanned absences costing approximately $33 billion a year, and New Zealand faced a $2.86 billion loss in 2022 alone. Key impacts of absenteeism include: Productivity Lost output and reduced operational efficiency due to missing team members. Financial costsSignificant direct and indirect costs. For example, New Zealand alone lost $2.86 billion in 2022. Increased workloadRemaining shift workers often bear the burden, leading to stress and potential burnout. Reduced moraleFrequent absences can affect team dynamics and workplace culture. Higher turnoverUnmanaged absenteeism can contribute to disengagement and increased staff turnover. Identifying the underlying reasons behind absences can help address them proactively and minimise their impact. Illness, injury and incapacityPhysical illnesses and injuries remain some of the most frequent causes of absence. These range from short-term illnesses like colds to more serious health issues requiring extended leave. Ongoing medical issuesChronic health conditions can lead to repeated or long-term absences as employees undergo treatment or manage ongoing symptoms. Personal and family-related issuesNon-medical reasons such as family emergencies, childcare challenges, or personal stress can result in unexpected absences. It can also be an early sign of quiet quitting. Fatigue and burnoutLong hours, poor shift patterns or insufficient rest between shifts can lead to physical and mental exhaustion. If left unaddressed, fatigue becomes a major driver of both absenteeism and staff turnover. Can absenteeism be a sign of shift workers quietly quitting? In some cases absenteeism can also be an early indicator of quiet quitting. When employees begin to disengage from their roles, they may start withdrawing through increased sick days, late arrivals, or unplanned absences. While not always intentional, this behaviour can signal deeper issues like dissatisfaction, burnout, or a lack of connection to their team or purpose. Monitoring patterns and having open conversations can help uncover the root cause before it leads to full disengagement or turnover. Absenteeism does not just affect the bottom line and overall productivity - it directly disrupts daily schedules and rosters, putting pressure on managers and colleagues alike. Last-minute shift changesUnplanned absences force managers to make quick adjustments to employee schedules, often scrambling to fill gaps with limited notice. Increased stress for staff schedule makersCreating or updating staff schedules becomes more complicated, with constant adjustments impacting time and accuracy. Extra workload for peers Other team members may need to cover shifts or stay longer, increasing fatigue and lowering morale. Buying hours and casual staffOrganisations may need to bring in casual or agency staff to cover gaps, often at higher costs. Skill and coverage gapsWhen specific skill sets are absent, it can impact service delivery, safety, and team performance. These disruptions highlight why it’s essential to take a proactive approach - here are 10 proven ways to reduce absenteeism and support a more stable, resilient workforce. Here’s how to tackle absenteeism head-on and strengthen retention in your organisation. 1. Create a Positive Workplace Culture “To win in the marketplace, you must first win in the workplace.” - Doug Conant (ex-CEO of the Campbell Soup Company) A UK study by CIPD (2023) highlights that stress and mental health issues are significant contributors to absenteeism. Foster trust, respect, and regular recognition. When employees feel genuinely valued and supported, they are more likely to stay engaged and committed to their roles. Open communication, inclusive leadership, and celebrating team achievements help build a positive workplace culture through strong team connections across the workplace. This not only reduces the likelihood of unscheduled absences but also creates an environment where people feel motivated to show up and contribute every day. 2. Support Employee Health and Wellbeing “Good health IS good business” - Paul Drechsler (CEO, Wates Group Limited) Providing meaningful support for employee wellbeing can significantly reduce absenteeism and foster a more engaged workforce. This includes offering free subscriptions to wellbeing apps, access to therapy services, and designated mental health days to allow staff to recharge without stigma. Promoting healthy living through flexible working arrangements and encouraging a positive work-life balance also plays a crucial role. When employees feel supported in managing both their physical and mental health, they are less likely to take unscheduled leave and more likely to remain committed and productive at work. 3. Provide Clear Policies and Expectations Clear absence policies help reduce unauthorised absenteeism by ensuring employees understand what is expected of them. Transparent guidelines create consistency and fairness, reducing confusion and helping managers address issues confidently. An example policy template can be found here if you need to get started with creating one. 4. Manage Last Minute Shift Changes More Effectively “Empowering your team with better work-life balance through optimised shift management is a powerful way to retain staff and optimise your workforce” - Isaac Cleeland (Founder, RosterLab) AI rostering tools make it easier to manage shifts, fill skill gaps and accommodate last-minute changes without disrupting your team. Automating this process reduces the administrative burden and helps minimise absenteeism linked to rostering frustrations and fatigue. 5. Monitor Patterns and Address Concerns Early Using data to track absenteeism can help identify patterns and intervene before issues escalate. When managers address concerns early and offer support, it can prevent frequent absences from becoming ingrained habits. The two metrics you should be tracking are: Absenteeism Rate ( (Total Absentee Days ÷ Total Workdays Available) × 100) Absence Frequency Rate (Number of Absence Instances ÷ Number of Employees) This can help you identify issues and patterns within your workforce. 6. Flexible Shifts = Happier Teams For shift-based teams who can’t work remotely, flexibility comes from how shifts are designed and distributed. Poorly managed shift schedules can lead to fatigue, stress, and increased absences. Using better scheduling practices - like avoiding excessive night shifts, allowing workers to add their shift preferences, avoiding understaffing and ensuring fair rotation - helps employees stay well-rested and engaged. 7. Promote Workload Management and Prevent Burnout Excessive workloads can lead to stress and burnout which are major drivers of absenteeism. Encouraging realistic workloads, setting clear priorities and monitoring team capacity helps prevent staff from reaching breaking point. 8. Encourage Taking Leave Regularly “The secret to being a good leader is to actually care about your employees.” - Gary Vaynerchuk (CEO, VaynerMedia) When employees take their leave entitlement regularly, they return to work recharged and less likely to burn out. Cultivating a culture where rest and time off are encouraged supports long-term attendance and retention. 9. Train Managers in Empathetic Leadership “Empathy is not something we offer to our customers or our employees from nine to five... (it) is... "a second by second, minute by minute service that [we] owe to everyone if [we] want to call [ourselves] a leader.” - Simon Sinek (CEO, The Optimism Company). Positive relationships with line managers play a key role in reducing absenteeism. Training managers to lead with empathy, check in regularly and support their teams can foster stronger engagement and lower unplanned absences. 10. Address Presenteeism Head-On Presenteeism, when employees come to work sick or unwell, often leads to longer-term absenteeism. Encouraging staff to take time off when needed helps maintain a healthier, more resilient workforce. To make tracking and addressing absenteeism easier, consider using some practical resources: AI staff scheduling A digital scheduling tool can help manage the impact on your shift workers from absenteeism by handling shift swaps, maintaining fairness, and ensuring rosters stay compliant and balanced. Absenteeism trackingA simple Excel or Google Sheet to log absences and monitor patterns. Absence reporting checklistEnsure employees follow correct notification procedures. Absenteeism, especially chronic absenteeism, presents serious challenges for organisations globally. It impacts productivity, team morale, and retention - often more than leaders expect. However, reducing absenteeism is achievable with a proactive and empathetic approach. By focusing on creating a positive workplace culture, offering health and wellbeing support, and using smarter rostering tools like RosterLab’s digital scheduling solution, businesses can create a more resilient and satisfied workforce. This not only reduces absenteeism but also strengthens retention, creating a virtuous cycle of better engagement, lower costs, and stronger business performance. Implementing these proven strategies will help your organisation move from reactive to proactive absenteeism management - ultimately creating a workplace where people want to show up and contribute every day.

The different types of shifts and their role in scheduling

Do you know why understanding shift types is like a secret weapon for your workplace? It's because getting your shift types right can turn an okay business operation into an awesome one! Think about it - when the right staff work the right shifts, everyone’s happier, works better, and the entire place runs smoothly. That’s what we’re diving into today: why knowing all about different shifts is super important and how it can make a big difference in how your workplace feels and functions. Every workplace is unique, and so are the people who work there. Some of us are morning birds who love to catch the sunrise, while others are night owls who are most energetic when the stars are out. And then, there are those of us who need a mix of different times to best fit our lives outside of work. This is where getting smart about shift types – like day shifts, night shifts, split shifts, and all the others – really pays off. We’ll talk about how these different shifts can either be your best friend or a tricky challenge, and how they touch everything – from how happy and energetic your team is, to how smoothly your operations go, and even how well you meet your business goals. We’re not just talking theory here. We’ll share real actions and insights that you can use to figure out the best way to schedule shifts in your workplace. And yes, while tools like RosterLab are super handy in making sense of all this and saving you a ton of time, the golden nuggets in this talk are good for anyone wanting to up their shift scheduling game. Ready to turn your shift scheduling from a headache into a high-five? Let’s get started! When we talk about work, one size does not fit all. Different jobs need different schedules, and that's where understanding the variety of shift types can make a big difference. Let's dive into the world of day, night, split, rotating, and fixed shifts, and see how they each play a unique role in keeping businesses running smoothly. Day Shifts: The Early Birds Day shifts are the most common and typically run from morning to late afternoon. They're great for businesses that operate during standard hours, such as banks and schools. Employees on day shifts can enjoy their evenings off, which aligns well with a traditional family schedule or social life. Night Shifts: The Night Owls Night shifts usually cover the late afternoon to early morning hours. Hospitals, manufacturing plants, and 24-hour convenience stores often need workers during these hours. While working at night can be challenging for some, it offers quiet, less interrupted work periods and can come with higher pay. Split Shifts: The Flexers Split shifts divide work hours into two segments with a break in between, often seen in the restaurant industry or with bus drivers. These shifts offer flexibility, allowing employees to manage personal tasks or avoid traffic during their break. However, the long day can be a downside for many. Rotating Shifts: The Adapters Rotating shifts change between morning, afternoon, and night over certain periods. This variety can keep work fresh and accommodate different personal schedules. But, it can be hard for some people to adjust to the changing sleep patterns. Fixed Shifts: The Stabilizers Fixed shifts keep workers on the same schedule each week. This predictability is excellent for planning life outside of work but might not always meet the dynamic needs of a business. Now, let's bring RosterLab into the picture. RosterLab can model a wide variety of shift types and flexible scheduling. This capability allows businesses to create schedules that meet their unique needs while considering the well-being and preferences of their employees. Whether you need the stability of fixed shifts or the adaptability of rotating shifts, platforms like RosterLab can help streamline the scheduling process, ensuring that it's not just about filling slots but enhancing overall productivity and employee satisfaction. Understanding the different shift types and their impact on both employees and business operations is vital. Each shift type has its pros and cons, and choosing the right mix can lead to a happier workforce and a more efficient business. Remember, in the world of work, flexibility and understanding go a long way in creating a bright and productive environment for everyone. Flexible scheduling stands out as a beacon of progress in today’s work environment. It not only caters to the diverse needs of employees but also offers a plethora of benefits for employers. Let’s break down the advantages, keeping the focus straightforward and actionable. Benefits for Employees Work-Life Balance: Flexibility allows employees to tailor their work schedules around personal commitments, enhancing their overall satisfaction and well-being. Increased Autonomy: Giving employees control over their work schedules empowers them and can lead to a more engaged and motivated workforce. Reduced Stress and Burnout: Flexible work options, such as remote work or compressed weeks, can significantly decrease the chances of employee burnout by reducing the rigidity in their work life. Improved Job Performance: Employees working under flexible arrangements often show higher levels of productivity and creativity, as they can work during their optimal hours. Benefits for Employers Attracts and Retains Talent: Offering flexible scheduling options can make an organization more attractive to potential employees and help retain existing ones. Decreases Absenteeism: Flexibility in scheduling can reduce absenteeism rates, as employees can better manage personal emergencies and appointments. Optimizes Workforce Utilization: By accommodating various shift types and schedules, businesses can ensure they have the right amount of staff when they need it the most, leading to better utilization of resources. Boosts Morale and Reduces Turnover: A flexible work environment is conducive to a happier workplace, which can decrease turnover rates and save costs associated with hiring and training new staff. Incorporating flexible scheduling requires a delicate balance and robust tools for managing a wide variety of shift types effectively. Scheduling software plays a crucial role here by offering the ability to model and manage diverse scheduling needs easily. By leveraging technology platforms, organizations can enjoy the full spectrum of benefits associated with flexible work arrangements, enhancing both employee satisfaction and business performance. Adopting a flexible approach to shift management, inclusive of part-time, compressed weeks, and remote work options, positions organizations to thrive in the modern workplace. It's about creating a win-win scenario, where employees gain more control over their time, and employers benefit from a more motivated, satisfied, and productive workforce. In today's fast-moving world, managing a workforce efficiently is more crucial than ever. The use of technology in shift scheduling has transformed the way businesses operate, making the process smoother, faster, and more reliable. Let's dive into how technology, especially scheduling software, is playing a pivotal role in modernizing shift scheduling. Streamlining the Rostering Process Traditional methods of scheduling, like using paper charts or spreadsheets, are not only time-consuming but also prone to errors. Enter scheduling software. This technology automates the creation of shift schedules, drastically reducing the time it takes to craft a roster and almost eliminating human errors. This means managers can devote more time to other critical aspects of their job, boosting overall productivity. Flexibility at Its Best One key advantage of using technology in scheduling is the flexibility it offers. Modern scheduling software can model various shift types, catering to the diverse needs of different industries and operational demands. For instance, platforms like RosterLab are designed to accommodate day, night, split, rotating, and fixed shifts, providing tailored solutions that best fit a business's specific requirements. Enhanced Communication and Transparency Another significant benefit of employing scheduling software is the improvement in communication and transparency within the team. Through mobile apps available for iOS and Android devices, employees can access their schedules anytime, anywhere. They can request time off, swap shifts with colleagues, and communicate directly with their managers, all at the click of a button. This level of transparency and ease of communication fosters a happier and more efficient workplace. Addressing Scheduling Challenges Every business faces its own set of scheduling challenges, from managing last-minute changes to ensuring fair shift distribution among employees. Technology helps address these challenges head-on. Scheduling software comes equipped with features that alert managers to conflicts, help evenly distribute shifts, and even reoptimize schedules in real-time to accommodate unforeseen changes. This level of adaptability and problem-solving capability is crucial for maintaining a smooth operation. Conclusion The role of technology in modern shift scheduling cannot be overstated. By automating the scheduling process, offering unparalleled flexibility, enhancing communication, and solving common scheduling challenges, scheduling software like RosterLab is revolutionizing the way businesses manage their workforce. Embracing this technology not only saves time and reduces errors but also significantly improves employee satisfaction and retention, contributing to a more productive and harmonious work environment. Creating effective shift schedules is vital for the success of any business and the satisfaction of its employees. Here are some best practices that can help achieve this balance: Understand Employee Needs: Start by gathering input from your employees regarding their scheduling preferences. This step can significantly boost morale and retention rates by showing that you value their work-life balance. Ensure Fair Distribution: Make sure shifts are distributed fairly among all employees to avoid overburdening certain individuals. This fosters a sense of fairness and equality within the workplace. Utilize Flexible Scheduling: Whenever possible, offer flexible scheduling options such as split shifts, part-time work, or remote work options. Flexible scheduling can lead to happier, more engaged employees. Leverage Technology: Use scheduling software to streamline the creation and management of shift schedules. Software solutions can offer insights and automation that save time and reduce errors in the scheduling process. Communicate Clearly and Often: Maintain open lines of communication with your team about their schedules. Ensure any changes are communicated well in advance to prevent confusion and scheduling conflicts. Regularly Reevaluate Schedules: Business needs and employee availability can change over time. Regularly review and adjust schedules as needed to ensure they remain effective and fair. Platforms like RosterLab are designed to support these best practices by offering the ability to model a wide variety of shift types and provide flexible scheduling that meets both business and employee needs. With technology, creating and managing shift schedules can be more efficient, leading to better-utilized staff, more flexibility, and higher staff satisfaction and retention. By implementing these best practices, businesses can create a more harmonious work environment that meets company goals and supports the well-being of their employees.

Optimizing On-Call Scheduling: A Win-Win for Work-Life Balance

Imagine this: it's late at night, and a hospital needs an extra nurse because of an emergency. Or a tech company needs an IT specialist to fix a sudden server crash. This is where on-call scheduling comes into play. It's a system many industries, especially healthcare, depend on to make sure they have staff ready the moment unexpected needs pop up. On-call scheduling means some employees are "on standby." Even if they're not at work, they need to be ready to jump into action. Finding the right balance in creating an on-call schedule is crucial. It's not just about making sure a business runs smoothly. It's also about caring for employees, making sure they're happy and not overworked. Happy employees stick around longer, and they do a better job. Here's where technology like RosterLab makes things easier and more efficient. RosterLab uses smart technology to make sure on-call shifts work best for everyone. It can figure out the best times for employees to be on call, considering what employees prefer and the rules they need to follow. This way, staff gets a say in their schedules, and businesses can make sure they're ready for anything, keeping everyone informed along the way. When it comes to on-call scheduling, there's no one-size-fits-all solution. Every team and organization is unique, with its own set of needs and challenges. That's why customization plays a critical role in creating effective on-call rotations. But why is customization so important, and how can it improve both staff satisfaction and operational efficiency? Customization in on-call scheduling acknowledges that each team member has different skills, preferences, and availability. A rigid scheduling system fails to consider these individual differences, often leading to less effective on-call rotations. On the other hand, when schedules are tailored to fit the unique blend of a team's skill sets and preferences, the result is a more harmonious and productive work environment. Moreover, customizing on-call schedules can significantly increase staff happiness. When employees feel their needs and preferences are considered, they're more likely to be engaged and satisfied with their work. This not only boosts morale but can also lead to better staff retention rates. In the fast-paced, high-pressure environment of healthcare and other industries requiring on-call staff, these benefits are invaluable. To achieve this level of customization, gathering comprehensive employee input is crucial. Understanding each employee's preferences, qualifications, and availability allows for the creation of schedules that align well with staff needs. Platforms like RosterLab are instrumental in this process. They efficiently collect and integrate employee input, making it easier to craft customized, effective on-call schedules. By leveraging the capabilities of such tools, organizations can optimize on-call shift placements based on a variety of factors, including employee preferences and contractual obligations. This not only ensures compliance with regulations but also places staff where they can be most effective, further improving operational efficiency. In conclusion, customization in on-call scheduling is not just a nice-to-have; it's a must-have for modern organizations. Tailoring schedules to meet the unique needs of each team member leads to better-utilized staff, improved employee happiness, and, ultimately, more efficient and successful operations. As such, gathering employee input and leveraging advanced scheduling tools like RosterLab are key steps in achieving these goals. When someone is on-call, they need to be ready to work even if they're not at the workplace. This is very important in places like hospitals but is also used in many other jobs. Being able to change when you work or swap shifts with someone else can make being on-call much easier and less stressful. Imagine if you had an important family event but you were on-call. Being able to swap shifts with a coworker means you wouldn't have to miss your event. Also, having tools that help manage on-call schedules can make a big difference. Imagine your schedule could talk to you through your phone, telling you when you're on-call and letting you easily change shifts with your co-workers. This makes life much simpler for everyone on the team. A good company will make sure its workers who are on-call feel supported. This means if you have a problem or need help while you're on-call, you know exactly who to talk to. Some systems, like RosterLab, even send out reminders so you don’t forget when you’re on-call or when you’re supposed to do something important. Having these kinds of flexible options and support makes people happier at their jobs. When people are happier, they do a better job and aren’t as stressed. And less stressed workers mean they are likely to stay at their job longer, which is good for everyone. Imagine a world where making on-call schedules was as easy as pie. Well, with the right technology, it can be! Technology plays a huge role in fixing the tough parts of making on-call rosters. This includes making sure everyone knows when they work and keeping things fair. Let's talk about how tech, like scheduling software, helps big time. First off, making rosters by hand is old news. Software can do it faster and make fewer mistakes. This means less stress for everyone. One big headache with on-call work is when folks get too tired or schedules aren’t clear. Good software takes care of that by setting up shifts right and making sure everyone knows what's what. But it's not just about saving time. It’s also about being smart. Imagine a robot brain that knows what everyone likes, when they can work, and all the rules about work hours. It can make a schedule that makes the most sense, fitting in with what employees want and following the rules. This is what using AI in scheduling does. It picks the best times for on-call shifts so things run smoothly. Now, you might be wondering, how do we make sure everyone's happy and things are still fair? Good question! The answer is simple. By using technology to ask folks when they’d like to work and then fitting this into the schedule as best as possible. Plus, everyone can see the schedule on their phone, which means no surprises. So, by using smart scheduling tools, managing on-call work becomes a breeze. It means less time scratching your head over a roster and more time doing the important stuff. It keeps everyone in the loop, makes sure rules are followed, and helps everyone be where they need to be, happy and ready to work. When creating on-call schedules, it's crucial not only to think about the needs of your business and the well-being of your staff but also to stay within the guidelines of the law and to act ethically. There are a few key points that every business, especially those in healthcare and other critical service industries, should consider. Know the Rules Firstly, understanding and adhering to legal requirements is a non-negotiable part of crafting on-call schedules. For example, in the United States, laws like the Fair Labor Standards Act (FLSA), the Family and Medical Leave Act (FMLA), and guidelines from the Occupational Safety and Health Administration (OSHA) come into play. Simple things like ensuring employees are paid appropriately for the time they spend on-call or ensuring that work conditions do not harm their health are not just good practices—they're legal requirements. Use Technology for Compliance Incorporating compliance checks into your scheduling process isn't just a good idea; it can save you a lot of headaches down the line. Technology—like what we offer with RosterLab—can automate much of this process. With RosterLab, you have a system that can keep track of all the rules (FLSA, FMLA, OSHA, and others specific to your region or industry) and make sure your schedules are not just efficient but legally compliant. Be Fair and Ethical Creating fair schedules that consider employee well-being isn't just about legal compliance; it's also about being ethical. Ensure the distribution of on-call shifts is fair, and think about how being on-call will impact your employees' personal lives and health. Transparency about how and why on-call shifts are scheduled the way they are can go a long way in maintaining trust. Offering compensation for on-call time, providing sufficient rest between shifts, and allowing for some degree of flexibility can help prioritize employee well-being. Consider Employee Preferences RosterLab can also collect on-call preferences from staff and use its AI to optimize the placement of on-call shifts based on these preferences, as well as the necessary contractual regulations. This approach allows for a balance between operational needs and employee satisfaction, fostering a more harmonious workplace that values the hard work and dedication of its employees. In summary, maintaining legal compliance and ethical considerations in on-call scheduling is about more than just following the rules—it's about creating a supportive and fair work environment. By leveraging technology like RosterLab, businesses can automate the compliance process, ensure more equitable treatment of employees, and foster a work culture that values well-being and fairness. 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The Comprehensive Guide to Facilitating Seamless Shift Swaps

In today’s dynamic workplaces, the ability to swap shifts is not just a convenience; it's a necessity. Shift swapping empowers employees with the flexibility to manage their schedules while ensuring businesses can continue to operate smoothly. By facilitating shift swaps, organizations can see significant benefits, including improved employee morale, increased flexibility, and reduced absenteeism rates. Platforms like RosterLab play a crucial role in streamlining this process, offering easy-to-use tools for both employees and managers. Such innovations mean less time spent creating and adjusting rosters and more time focusing on what really matters: delivering excellent service and maintaining a happy, engaged workforce. Ensuring a seamless shift-swapping process is critical to unlocking these advantages, and with the right approach, it's an achievable goal for any business. In every workplace, the smooth running of operations depends on having the right people with the right skills in the right place at the right time. When it comes to shift swaps, this means setting clear rules on who can swap shifts with whom. Doing this helps prevent any hiccups that might slow down work or decrease the quality of service your team provides. Why It Matters: Imagine a scenario where a new hire in the healthcare industry, still learning the ropes, swaps shifts with a senior nurse responsible for critical patients. The potential for issues is clear. By defining who is eligible for shift swaps, you can make sure that every shift is covered by someone who has the right skills and experience. This way, your team can maintain a high level of service without missing a beat. Key Insights: Prevents Coverage Issues: By making sure only employees with similar job titles or roles can swap shifts, you ensure that every position is filled by someone qualified. This helps keep operations smooth and customers or patients happy. Ensures Skilled Workforce During Critical Hours: Certain times are more important than others. Making sure that employees who swap shifts have the necessary skills and experience means that you're always prepared, even during the busiest or most crucial hours. Actions: Specify Criteria: When setting up your shift swap policy, be clear about what makes someone eligible. For example, you might say that to swap shifts, employees must have the same job title or have been with the company for at least 90 days. This helps make sure that everyone on the team can handle the responsibilities of the shifts they take on. Use Tools to Help: Scheduling software, like RosterLab, can make this easier by automatically showing which employees are eligible to swap shifts based on your criteria. This takes the guesswork out and helps prevent mistakes. By setting clear eligibility criteria for shift swaps, you can ensure a smooth, efficient operation that benefits both your team and the people you serve. Remember, clarity and the right tools, like RosterLab, are your best allies in creating and managing a flexible, happy workforce. When we talk about swapping shifts, keeping track of time is key! This means that the new shift you take should be as long as the one you give away. Why? This simple rule helps avoid extra costs for our team. Think of it like trading snacks. If I give you a small cookie and you give me a big cake, it’s not quite fair, right? The same goes for our time at work. Platforms like RosterLab make this super easy. They have tools that let us see in real-time how long each shift is. So, when we think about swapping, we can make sure both shifts are the same length. This keeps things fair and stops any surprises when it comes to how much work we have to do. Here’s a cool tip: When you want to swap a shift, double-check the time. If both shifts are equal, you're good to go! This means you won’t have to do extra hours unless you want to. It’s all about making swaps that work out equally for everyone. Remember, the goal here is to make everyone’s life a bit easier. By keeping our swaps equal, we make sure no one ends up with too much on their plate. Plus, it helps our bosses not worry about having to pay for overtime unexpected. So, let’s make sure we’re all playing by the same rules and keeping our shift swaps fair and square! Navigating the shift swap request process can be easy and stress-free with clear policies and the right tools. Understanding the importance of this procedure helps in streamlining operations and maintaining morale. It's not just about changing schedules; it's about keeping everyone informed and content, from managers to staff members. Here's what you need to know: When an employee finds they cannot work a scheduled shift and would like to swap with another worker, there should be a simple and straightforward method to request this change. This clarity avoids confusion and ensures swaps are handled quickly and fairly. Steps to Follow: 1. Submission: Employees should first check if they meet the shift swap eligibility criteria, like having similar job titles and meeting minimum tenure. Once confirmed, they can submit their shift swap request through a designated platform or app, like RosterLab. It’s important to include all necessary details such as the shift they want to swap, the reason for the swap, and the name of the employee they have arranged to swap with, if applicable. 2. Approval: Upon receiving a request, managers should review it promptly to ensure operational needs are met. This includes verifying that the proposed swap maintains coverage and does not result in overtime or underutilization of staff. Tools incorporated within scheduling software can greatly aid in this verification process. 3. Confirmation: Once a swap is approved, both the requesting employee and the substitute should receive confirmation. This may include updates to their schedules within the scheduling app, ensuring everyone involved is informed of the change. It’s essential for the process to be as streamlined and transparent as possible, minimizing delays and misunderstandings. Employing a dedicated scheduling app like RosterLab can make this process effortless, as it allows employees to submit swap requests and managers to approve them, all within a few clicks. Remember, the goal of a shift swap policy and process is to maintain operational efficiency while also accommodating the personal needs of employees, and fostering a flexible and supportive work environment. By following these straightforward steps, organizations can ensure that shift swaps are managed effectively, keeping everyone involved happy and informed. When it comes to making shift swapping smooth and simple, turning to technology like employee scheduling software is a game-changer. Applications such as RosterLab offer a tech-forward approach that can revolutionize the way your organization handles shift swaps. Let’s explore the reasons why integrating technology into your shift swap process is beneficial. 1. Easy Access to Schedules: With scheduling software, every employee can view their schedules anytime, anywhere. This means they can easily see when they're working and when they might need a swap without having to go through managers or HR. 2. Streamlined Request Process: One of the biggest perks of using an app is the simplified process for requesting shift swaps. With a few clicks, an employee can request a swap, another can accept, and the manager can approve—all of this without a single piece of paper or lengthy email chains. 3. Reduces Confusion: Because everything is recorded and tracked within the software, there’s little room for misunderstanding. Everyone involved in a shift swap gets notifications and can see updates in real-time, ensuring that everyone is on the same page. 4. Saves Time: Perhaps one of the most critical advantages is the amount of time saved. Managers no longer need to manually juggle requests and reorganize schedules. The software automates these tasks, freeing up managers to focus on other important work. Platforms like RosterLab come equipped with features specifically designed to make managing shift swaps effortless. From automatically matching eligible employees based on predefined criteria to ensuring swaps don’t lead to overtime or understaffing, the software takes care of the details that make shift swapping complex. Steps to Implement: To get started, ensure that your team is trained on how to use the scheduling software. It’s important that the information and instructions on using the app are straightforward and accessible to everyone. With the whole team on board, your shift swap system will run more smoothly than ever before. Incorporating employee scheduling software into your shift swap policy is not just about adopting new technology—it’s about improving workplace satisfaction, efficiency, and flexibility. By leveraging platforms like RosterLab, your organization can take a significant step forward in making shift swapping a hassle-free process that supports both operational needs and employee preferences. Subscribe for more insights and product updates

How does rostering fit into the Te Whatu Ora Health Workforce Plan 2023/24

In assessing Te Whatu Ora's 2023/2024 Workforce Plan, it is encouraging to see the proactive attention towards the well-being and longevity of our healthcare workforce. One of the critical points I gathered from the report was the need to rethink our approaches to rostering. The implication is clear: the healthcare sector requires employment models and service delivery strategies that maximise the talents of its workforce without causing burnout. This is an area where technology can be instrumental, particularly in terms of AI-optimized rostering solutions. Te Whatu Ora does a commendable job in outlining initiatives such as recommissioning staff support services and the implementation of well-being-focused programs. This is paramount to combat the escalating burnout rates among healthcare professionals to achieve the goal of “growing productivity - not by having people work harder (we know they already do), but by ensuring technology and models of care maximise their talents, without exacerbating burnout and attrition.” While the report does not explicitly mention rostering guidelines, there is a clear relationship between how and more importantly how often staff are asked to work. The report identifies that a key element is ensuring “Workloads are more manageable and sustainable, so our people are well and feel consistently physically, psychologically and culturally safe at work.” Rostering is a fundamental part of this equation, and clear guidelines need to be both in place and followed to minimise burnout and attrition. With an efficient, AI-based rostering system, we can alleviate the stress and uncertainty that often accompanies traditional scheduling, improving work-life balance, and overall job satisfaction. By supporting our healthcare professionals in this way, we are not only aiding them but fostering a symbiotic relationship between staff, patients, and the wider community. After all, an optimally functioning healthcare system benefits everyone involved. Optimized rostering can contribute to higher levels of staff satisfaction, lower turnover rates, and ultimately, better patient care. And research shows that poor job satisfaction from untenable amounts of consecutive days leads to nursing staff not only leaving their jobs but healthcare as a whole. Te Whatu Ora's recognition of these multifaceted challenges is a vital step towards improvement. The subsequent stages of implementing and supporting these changes call for strategic collaborations. Our mission at Rosterlab aligns with this goal, and we're committed to creating rostering solutions that help healthcare professionals thrive in their roles. These are the personal thoughts of Rosterlab Cofounder Daniel Ge, on Te Whatu Ora's 2023/2024 Workforce Plan. The plan here: Health Workforce Plan 2023/24 – Te Whatu Ora - Health New Zealand Subscribe for more insights and product updates

Self scheduling 101

Self-scheduling is a modern approach to workforce management where employees are given the autonomy to select their preferred work shifts, within the parameters set by the organization. This strategic shift from traditional scheduling methods fosters a more inclusive and empowering work environment. By actively involving staff in the scheduling process, organizations can potentially increase job satisfaction, reduce turnover, and enhance overall productivity. This method is not just about providing flexibility but also about fostering a culture of responsibility and collaboration among the workforce. It acknowledges the diverse needs and preferences of individual employees, allowing them to balance work commitments with personal responsibilities more effectively. Furthermore, it promotes transparency and open communication, as staff members are better informed about scheduling dynamics and organizational constraints. However, it's important to note that self-scheduling requires a carefully crafted framework to manage potential challenges such as overlapping requests and ensuring fair distribution of work hours. It represents a progressive step towards creating a more harmonious and responsive work environment, optimizing both staff satisfaction and operational efficiency. In the modern workforce, self-scheduling has risen as a pivotal tool, promising numerous benefits for both employees and employers alike. Here, we unveil the top benefits of embracing self-scheduling in your organization: Enhanced Employee Satisfaction: Self-scheduling empowers employees to choose shifts that align with their personal lives, promoting a healthier work-life balance and increasing job satisfaction. Improved Retention Rates: By fostering a culture that values employee autonomy and preferences, organizations can significantly reduce turnover rates, retaining top talent for longer durations. Increased Productivity: When employees have the liberty to choose their preferred shifts, they are more likely to be engaged and productive, contributing positively to the organization's bottom line. Optimized Operational Efficiency: Leveraging technology to facilitate self-scheduling can streamline operations, minimizing administrative burden and optimizing resource allocation. Transparent Communication: Self-scheduling promotes open dialogue between management and staff, fostering a transparent work environment where employees feel heard and valued. Promotion of Responsibility and Accountability: Giving employees the reins of their schedules encourages a sense of responsibility and accountability, fostering a culture of proactive participation and teamwork. Flexible Response to Change: In rapidly changing work environments, self-scheduling allows for a more agile response to fluctuating demands, with employees having the flexibility to adapt to changing shift requirements swiftly. Cost-Efficiency: By decreasing turnover rates, organizations can save considerable resources, making self-scheduling a cost-effective solution. Fosters a Collaborative Work Culture: Self-scheduling encourages collaboration and mutual respect among team members, as they work together to create balanced and fair rosters. Facilitates Better Work-Life Balance: Through self-scheduling, employees can better manage their work commitments alongside personal responsibilities, fostering a more harmonious and balanced life. By integrating a self-scheduling system, organizations stand to gain substantially, creating a win-win scenario that bolsters both employee well-being and organizational success. While self-scheduling introduces a variety of benefits, it's not without its potential drawbacks. Awareness of these pitfalls can guide organizations in crafting more efficient and harmonious scheduling systems. Here's a list of potential challenges to keep in mind: Clear Structure Required: For self-scheduling to work, it needs to be clearly defined what shift options can be chosen. Often there will need to be a mandatory amount of 'bad' shifts chosen such as weekends. Overlap of Preferences: Employees might gravitate towards similar shifts, leading to an overlap of preferences and a potential shortage of staff during other periods. Complexity in Management: Handling numerous individual preferences can complicate the scheduling process, making it a potential administrative nightmare if not managed adeptly. Potential for Favoritism: Without proper guidelines and monitoring, self-scheduling can sometimes give rise to favoritism, where certain individuals monopolize preferred shifts. Compliance Issues: Ensuring that the self-scheduling system adheres to labor laws and contractual obligations can be a challenging task, requiring meticulous planning and oversight. Resistance to Unpopular Shifts: Employees might resist taking up less favored shifts, potentially creating gaps and imbalances in the workforce distribution. Difficulty in Meeting Business Needs: Striking a balance between employee preferences and organizational needs might prove challenging, potentially affecting operational efficiency. Education Needed for Success If your team members are not on the same page around how a self-scheduling framework would work, it can lead to frustrated staff not understanding why they given certain shifts. By being mindful of these potential pitfalls and proactively addressing them, organizations can craft a self-scheduling system that works harmoniously, benefiting both employees and the business. Introduction Implementing a self-scheduling system is a pivotal move in enhancing organizational efficiency and employee satisfaction. The process, while meticulous, can be distilled into a series of decisive steps to ensure a successful and seamless transition. Here’s your concise guide to setting up a successful self-scheduling initiative: Step 1: Collaboratively Setting Clear Objectives with Your Key Stakeholders Understanding Current Practices Initiating a self-scheduling system begins with a keen understanding of your current scheduling practices. Scrutinize the existing processes to pinpoint areas that can be improved or optimized. This phase should involve a comprehensive analysis to lay a clear groundwork for the upcoming transition. Formulating Clear Goals Parallelly, work on setting clear, tangible objectives for the self-scheduling system. Focus on critical goals such as: Enhancing staff satisfaction Reducing administrative burdens Streamlining the scheduling process Involving Key Stakeholders Create a collaborative atmosphere by bringing all significant stakeholders, including management and staff, on board early in the planning process. This collaborative approach ensures: Holistic perspectives on scheduling needs Unified goals and expectations Smoother transition with collective input and support Strategies for Collaboration Consider employing strategies that facilitate productive collaboration among stakeholders. Techniques could include regular meetings, workshops, and brainstorming sessions, fostering open communication and shared vision. Step 2: Defining Staffing Requirements and Constructing Shifts Identifying Staffing Requirements The core of constructing efficient shifts lies in identifying precise staffing requirements. These can encompass regular staffing mandates, such as maintaining a minimum number of employees during specific hours, and specific skill-based requirements, like ensuring the presence of senior staff members at all times. Gathering Staff Preferences Gathering staff preferences is a crucial aspect that can't be overlooked. Employ different methods to accumulate this information: Personal Interviews: Engage with staff members personally to understand their preferences regarding shift lengths and timings. Surveys: Utilize electronic surveys for larger groups to collect data on preferred work hours, shift lengths, and other specific requests. Casual Conferences: For smaller teams, casual conferences can be a relaxed and informal way to gather this information. Constructing Diverse Shifts Using the collected data, construct a diverse set of shifts that cover various periods throughout the day. Ensure to have additional shifts during high-coverage periods. This approach guarantees: Adequate coverage during all operational hours Accommodation of staff preferences, promoting satisfaction Establishing Shift Groups Finally, develop a common language to categorize different shifts, such as “morning shifts” for those starting between 6am to 10am. This terminology facilitates: Streamlined communication Quick and efficient scheduling processes Clarity and consistency in shift planning By focusing on clear communication and flexible shift planning, you can create a self-scheduling system that meets organizational needs while also respecting the preferences and needs of your staff. Without clearly defined but flexible options, it becomes harder to meet your staff's requests. Step 3: Seamless Technology Integration and Effective Communication Channels In the ever-evolving digital era, the third step of integrating the right technology and establishing robust communication channels is crucial for a successful self-scheduling system. This phase is central to ensuring that there's a smooth line of communication between schedulers and staff, a necessity given the extensive dialogue that scheduling requires. While basic tools like Google Sheets can serve as a starting point, a dedicated rostering technology is a much superior option. Such technology should offer functionalities where both shifts and shift groups can be selected effortlessly, alongside sending prompt notifications to staff about upcoming shifts or open shifts that need immediate filling. Furthermore, a well-designed technology would provide detailed statistics on self-rostering, helping track requests that are met or denied, thus assisting in maintaining a transparent and efficient scheduling system. This includes ensuring that contractual obligations are met seamlessly within the staff's requests. To elevate efficiency to a higher pedestal, incorporating a rostering AI is recommended. An AI can automatically manage and fulfil a multitude of legal requests, aligning perfectly with the staffing requirements and making the scheduling process as seamless and efficient as possible. This step is vital in guaranteeing an effective, responsive, and adaptive self-scheduling system. Step 4: Comprehensive Training for Your Team The transition to a self-scheduling system necessitates a robust training program. Let's break down the key components of a successful training phase: Utilizing Video Tutorials Videos can be a valuable resource for familiarizing your team with the new system. Consider creating: Interactive Demonstrations : Showcasing the system's functionalities through walk-throughs. Scenario-Based Learning : Demonstrating how to navigate different scheduling scenarios effectively. Conducting Informative Seminars Arranging seminars, particularly for shift workers, ensures that they are well-acquainted with the new scheduling norms. These seminars should focus on: Engagement with Shift Workers : Addressing their specific concerns and requirements. Hands-On Experience : Providing opportunities for staff to experiment with the new system under guidance. Implementing Immediate Support A support system can aid staff during the initial phase, including: Live Chat System : For real-time assistance and troubleshooting. Microsoft Teams Group : A platform for discussions and sharing experiences, fostering collaborative problem-solving. Step 5: Rollout and Continuous Evaluation for Optimal Efficiency The implementation phase should be paired with a continuous evaluation system to optimize efficiency. Here are the essential facets: Tracking Staff Requirements Keep an eye on the evolving staff requirements within the defined Full-Time Equivalent (FTE) parameters to ensure: Workload Balance : Maintaining an equitable distribution of tasks. Adaptive Strategies : Fine-tuning the system according to evolving requirements. Monitoring Request Fulfilment Develop mechanisms to scrutinize the number of requests being met, aiming to: Increase Satisfaction : Enhance the satisfaction levels by addressing request fulfilments adequately. System Adjustments : Utilizing feedback for necessary system tweaks and improvements. Evaluating Staff Engagement and Satisfaction Implement regular assessments to measure staff engagement and satisfaction with the roster through: Feedback and Surveys : Regular channels for staff to express their experiences and suggestions. Data-Driven Decisions : Leveraging data analytics for informed decision-making and enhancements. Adhering to these concise yet comprehensive steps ensures a smooth transition to a successful self-scheduling system, enhancing both efficiency and staff satisfaction. In a landscape where scheduling demands are ever-evolving, RosterLab emerges as a beacon of innovation and efficiency. As a pioneering AI rostering startup, it offers a plethora of benefits that can significantly enhance the self-scheduling process, streamlining many of the steps outlined above. Here's how RosterLab can integrate seamlessly with each step: Step 1: RosterLab aids in setting clear objectives by offering a prototyping tool that can evaluate current scheduling practices effectively. RosterLab's team will provide useful data and evaluation of your current rostering process to promote engagement with key stakeholders, facilitating the establishment of unified goals and smoother transitions. Step 2: The prototyping tool can be used to simulate the creation of different shifts and shift groups to see whether the staffing requirements can be effectively met. Step 3: When it comes to integrating the right technology, RosterLab facilitates seamless communication between schedulers and staff, offering features that support the selection of shifts and shift groups, notifications to staff, and efficient filling of roster gaps. Its AI capabilities work diligently to fulfil legal requests optimally, aligning staffing requirements seamlessly. Step 4: RosterLab has premium support, which allows all employees to live chat directly with a RosterLab team member if they are having problems using the software or making their self-scheduling requests. Step 5: During the rollout and evaluation phase, RosterLab proves indispensable. It offers features that help track various metrics like staff requirements, request fulfilment, and staff engagement, facilitating continuous improvement and alignment with organizational goals. In conclusion, RosterLab acts as a robust ally in your self-scheduling implementation, offering onboarding and support that make the process less daunting and more streamlined, ultimately fostering a culture that respects and meets both organizational and staff needs effectively. self-scheduling self rostering flexible staff preferences safe staffing Subscribe for more insights and product updates

Guest Blog - A study about self-rostering

Kait O’Callahan, Clinical Coordinator at Unitec, is our guest author. She, along with Sharon Sitters, Lecturer at Unitec, and Mike Peterson, Clinical Tutor at Whanganui Hospital, have done a study through Unitec into the perceptions around self-rostering in radiographers. Rosterlab was fortunate enough to support their research with our AI rostering platform. This was something Sharon and I were cognisant of when we approached Whanganui’s radiography department about self-rostering. However, it wasn’t until we finished our project that we realised just how many assumptions we had made and how naïve we had initially been. It was Mike, clinical tutor at Whanganui and co-researcher in this project, that approached us with the idea of bringing self-rostering to the department. Mike’s motivation was admittedly self-centred – he wants to improve his work/life balance by jiggling his schedule such that whether he plays rugby or not is no longer determined by his roster. Sharon and I could see the potential benefits of self-rostering almost immediately; unlike Mike, as lecturers we both have flexible working practices that allow us to easily fit in our lives around work. This level of autonomy is something both Sharon and I value, and the lack of autonomy is what inhibits us from returning to radiography full-time. But, what if a self-rostering system could fit the needs of both the staff and the department? By having staff working shifts they predominantly want to work, and having service needs still met, our research team envisioned a radiology utopia, where happy radiographers come to work feeling fulfilled professionally and personally. We greatly underestimated how entrenched traditional rostering practices were in radiology. How we underestimated something that obvious seems embarrassing, but I think we were so sold on our vision for a future that we forgot to ask syoutaff exactly what was and wasn’t working for them. It’s a learning we will take to our future research – first, suss out what is going well and isn’t going well with the roster, THEN try and help them solve their problems. Don’t assume problems and don’t assume you have the solutions. There were staff that were very happy with their current roster; part of this was because they had created ways over time of getting the roster to work for them. A staff member aptly called it ‘customs and practices’, and it was our first sign that some of Whanganui’s staff were self-rostering already. Naturally, these people had an aversion to self-rostering as they were already getting what they wanted; they already had the autonomy we thought we were bringing. Self-rostering would level the playing field, and, as Sharon said, ‘make unseen things seen’. Of course, there were plenty of staff who were unhappy with their current roster, although they were at pains to clarify that it wasn’t the fault of the person running the roster, who was universally liked. And this brings me to the next obstacle… Manual rostering might be an exhausting, thankless task, but behind each roster is a person who has dedicated time and energy to creating the best roster they can. For Whanganui, this was the job of the rostering manager (and radiographer) Melanie*. By bringing in Rosterlab’s AI, we could have been interpreted as saying to Melanie, ‘hey thanks for your time, but this can do your job better and faster’. I can see how staff felt they didn’t want to offend Melanie by ditching them for an AI based system. It’s also not hard to see how a staff member might see Melanie’s job being automated, and wonder if theirs is next. While we saw Rosterlab’s software as a way to free up Melanie’s valuable time, in hindsight it could be seen as a ‘the robots are coming’ move, and that fear is one almost as old as manual rostering itself. Sharon, Mike, and I are no AI experts, but without preconceived ideas of Whanganui’s rostering practices (and in Mike’s case, extensive training on Rosterlab’s system), we could get our head around how to self-roster effectively in a relatively short amount of time. What we underestimated (drastically, may I add) was the amount of training required to help the staff to self-roster using Rosterlab’s technology. The main issue we had were that Whanganui’s staff were so used to their manual roster that they made assumptions that the AI would think just like Melanie. A classic example of this was when a staff member commented that they were unhappy the AI had put them on call the night before annual leave. From the AI’s perspective, that is efficient rostering as any call-break would run into the next day, (and the staff member’s leave – not costing the department anything), but from the staff member’s perspective it’s a disaster. When we explained to the staff member that she would have had to tell the AI to roster that night as ‘no-call’, she exclaimed, “I just thought it would think like Melanie.” Thankfully, this obstacle is a fairly easy one to overcome, it just requires more training. It’s a cliché, but it’s true. For a self-rostering system to be effective, education needs to be prioritised. It needs to be bi-directional; learn first from the department, and then let them learn about the system from you. Work with staff to solve their problems, and don’t assume people hold the same values as you. Our research team did attempt this with our community-based participatory approach; we held training days and we listened to hours worth of informal discussions. But still, we could have done more. And we will, because our next step is to pilot this programme in another radiology department. Watch this space. *names have been changed Subscribe for more insights and product updates

Open shifts 101

When writing a roster, you can come across the problem that after putting in everyone’s regular shifts and regular hours, there are still shifts that need filling. Instead of figuring out who would be willing and able to take on extra shifts, Open Shifts addresses this problem by asking your staff if they would like to take on any of the unfilled shifts. Then you can select from the ones who are willing by any number of methods, where "first come, first served" is the most popular one. Open shifts are effectively used to fill last-minute gaps, such as when someone calls in sick. The same process can be done further in advance for known future gaps in coverage, for example, caused by staff being on leave or just increases in requirements that haven’t been filled by hiring yet. 1. Flexibility for Employees One of the most prominent advantages of the open shift model is the flexibility it offers to the workforce. By allowing employees to choose their shifts, they can balance their work with other commitments, be it family, education, or personal interests. This level of autonomy often leads to increased job satisfaction, as employees feel more in control of their work-life balance. Additionally, providing the freedom to select shifts can help in attracting talent, especially those who might be deterred by rigid scheduling systems. By fostering an environment that values flexibility, businesses can reduce turnover rates and enhance employee morale. 2. Meeting Unpredictable Demand Many industries face fluctuations in demand, be it due to seasonal changes, market dynamics, or unforeseen events. For instance, retail businesses may need extra hands during holiday seasons, while emergency services might require more staff during natural disasters or public events. With traditional fixed schedules, businesses often find themselves overstaffed during slow periods and understaffed during peak times. The open shift system can address this challenge. By not pre-assigning all shifts, organizations can release them as the demand rises, ensuring that they have adequate staff when needed without being burdened with excess labor costs during lulls. 3. Reducing Staffing Costs From a financial perspective, open shifts can result in significant savings. In a fixed scheduling system, businesses might hire temporary workers or pay overtime to meet sudden spikes in demand. Both these solutions can be expensive. On the other hand, with open shifts, employees who are willing and available can opt-in without the business incurring additional hiring or overtime costs. Furthermore, by aligning staff availability with operational needs, organizations can optimize their workforce, ensuring that they are neither overstaffed nor understaffed. This equilibrium not only saves on labor costs but also enhances operational efficiency. In conclusion, as the business landscape continues to evolve, so must the strategies that organizations employ to manage their workforce. Open shifts offer a flexible, demand-driven, and cost-effective solution that caters to the needs of both employees and employers. While it might not be suitable for every industry or organization, those who have adopted it have found a beneficial tool in navigating the challenges of modern workforce management. Open shifts, though beneficial in many ways, come with potential downsides that organizations should carefully consider before implementation. 1. Uncertainty for Employees One of the primary concerns with open shifts is the uncertainty it might introduce for employees. Without a fixed schedule, employees may find it challenging to predict their income, especially if they rely heavily on a certain number of hours per week. This unpredictability can lead to financial instability, causing stress and dissatisfaction. Moreover, the lack of a regular pattern can make it hard for employees to establish a consistent work-life balance, potentially impacting their mental and physical well-being. 2. Potential for Understaffing While open shifts can address issues of overstaffing, they can inadvertently swing the pendulum to the other extreme: understaffing. Staff are not going to not make plans on a day for a chance at an open shift. Being too reliant on open shifts can mean that if there's a sudden spike in demand, businesses can find themselves ill-prepared to handle the workload as staff aren’t available to accept the open shifts. This can lead to poor customer service, overburdened employees, and even lost revenue. 3. Ineffective Staffing Sometimes, there will be someone available to pick up the open shift, but they wouldn’t be your first, second or even third choice. The available person isn’t always the person who is trained on the duties of the open shift. They might not be familiar with the equipment or the infrastructure. They might also be tired from an earlier shift or another job. Given these challenges, how can businesses implement open shifts effectively? By employing smart strategies and clear guidelines, it's possible to harness the benefits of this flexible system while minimizing its drawbacks. 1. Communication Strategies Clear, consistent, and transparent communication is paramount when managing open shifts. This means regularly updating employees about available shifts and any changes in demand or business needs. By using modern communication tools and platforms, businesses can send real-time notifications to staff, ensuring they are always in the loop. Employers should also encourage feedback, creating a two-way communication channel. This way, they can gauge employee sentiments and adjust strategies accordingly. 2. Setting Clear Guidelines While flexibility is the essence of open shifts, a complete laissez-faire approach can lead to chaos. It's crucial to set clear guidelines about how and when shifts can be chosen. For instance, there might be a cutoff time for selecting shifts or a maximum number of shifts one can opt for in a week. Such rules ensure that the process remains orderly and that all employees get a fair shot at their preferred hours. 3. Prioritizing Shifts Not all shifts are created equal. Some might be busier than others or require specialized skills. Recognizing this, businesses should establish a system of prioritizing shifts. This could be based on seniority, skill set, or even on a rotational basis. When there's a high-demand shift, businesses can give first dibs to employees who haven't had a chance to work that shift in a while, ensuring fairness in the system. In conclusion, while open shifts present certain challenges, they are not insurmountable. With proactive management, open communication, and fair guidelines, businesses can make the most of this flexible system. It's all about striking the right balance, ensuring that the organization's needs are met without compromising employee satisfaction and well-being. In the vast landscape of workforce management, there's no one-size-fits-all solution. Organizations have traditionally depended on fixed schedules, allotting employees specific hours and days to work. Yet, with the rise of the gig economy and an increasing emphasis on flexibility, open shifts are becoming an appealing alternative. But must companies choose one over the other? The answer is no. A harmonious blend of traditional scheduling and open shifts can offer a tailored solution, drawing on the strengths of both systems. Open shifts can be interspersed with fixed schedules to ensure a core group of employees is always present, guaranteeing stability. Meanwhile, the flexibility of open shifts can address unpredictable spikes in demand. By integrating the two, companies can attain an equilibrium between consistency and flexibility. With this hybrid model, management becomes a central concern. This is where technology steps in as a pivotal player. Modern workforce management software, equipped with AI capabilities, can predict demand fluctuations and suggest optimal scheduling solutions. These platforms allow employees to pick shifts, trade hours with colleagues, or even offer their shifts up for bidding. Mobile applications provide real-time notifications to staff about available shifts, ensuring immediate response to emerging business needs. Additionally, cloud-based platforms allow managers to have an overview of staffing, even if they are not on-site. Through data analytics, these tools can even provide insights into peak demand times, frequent no-shows, or identify patterns that human managers might overlook. While technology plays a significant role, the human touch cannot be discounted. To maximize the efficiency of open shifts, here are some actionable tips: Open Dialogue: Regularly solicit feedback from employees. Understand their preferences, pain points, and any challenges they face in using the open shift system.Training: Ensure that all employees are trained to use the scheduling software. Periodic refresher courses can also be beneficial.Fair Play: Put systems in place that prevent the monopolization of the most preferred shifts by a few employees. This could be achieved through a rotational system or setting limits on consecutive shifts.Transparency: Always keep employees informed about business needs. If there's an upcoming event or anticipated spike in demand, let them know ahead of time.Backup Plans: Always have a contingency in place. This could be in the form of on-call employees or a reserve workforce ready to step in during emergencies.Incentives: Consider offering incentives for less popular or last-minute shifts. This could be in the form of higher pay, additional perks, or even non-monetary rewards like extended breaks. In today's dynamic business environment, flexibility is not just an advantage—it's a necessity. Open shifts cater to this demand for flexibility, offering a responsive approach to workforce management. Yet, it's essential to remember the roots of traditional scheduling, which offers consistency and predictability. The future lies not in choosing one over the other but in integrating the two, ensuring businesses have both the stability of a committed workforce and the flexibility to adapt to changing demands. With the aid of technology and by adhering to best practices, organizations can seamlessly integrate open shifts into their scheduling repertoire, ensuring a balanced, efficient, and contented workplace. If you'd like us to help you improve your rostering system and start implementing open shifts, reach out today! Open shifts Shift vacancies Floating shifts Subscribe for more insights and product updates

Rostering 101

At its core, a roster is a plan that outlines the shifts and duties assigned to workers over a given period. Every workforce has a roster, for example, the traditional 9-to-5, Monday-to-Friday job: implied roster. It is an essential tool used by organizations from all sorts of industries to ensure that there are enough staff at all critical times. Rosters are especially important in sectors like healthcare, retail, and hospitality, where continuous coverage is vital. Why use a roster? Imagine managing a call centre that operates 24/7 or a hospital that needs medical and nursing staff present round-the-clock. If you were to assign shifts to each employee individually, it would not only be chaotic but also prone to errors and conflicts. This is where a roster comes into play. If your business requires more than a standard 8-hour workday from Monday to Friday, or if you manage a substantial number of employees, rosters become indispensable. They help in ensuring that all required time slots have adequate coverage and that employees are assigned to work their shifts efficiently. 1. Employee Contractual Details Before you can create a roster, it's crucial to understand the contractual obligations of each employee. For example: How many hours per week are they allocated? Do they have certain days they cannot work? What is your organisation's policy on overtime? Are there restrictions on how many days in a row they can work? Are there restrictions on how many hours they should work in a given shift? Understanding these details is the foundation of a successful roster. Without this, you could potentially breach contracts, leading to unintended cost, unhappy staff and possibly even legal issues. 2. Shift Timings The core of any roster is the shift timings. These are the periods during which employees are scheduled to work. For a 24/7 company, it is very common to have AM, PM and night shifts, each of which is 8.5 hours to cover the entire 24 hours of the workday. The extra half an hour is to have a small overlap for handover. For example: AM shift: 7am - 3.30pm PM shift: 3pm - 11.30pm Night shift: 11pm - 7.30am However, additional types of shifts may needed so you can better meet workload requirements or to meet the needs of your staff. Working mothers often appreciate 10AM starts so they can drop their kids off before starting a shift, while younger staff may want 12-hour shifts so they can have three days weekends. More shifts can also mean better adherence to the demands of your business. If you have a morning shift that starts at 7 am, but there isn’t much demand until 9 am, you might want to have a 9 am shift as well. Rosters should clearly define these shifts to avoid ambiguity. Too much variety will feel inconsistent to your staff and lend itself to confusion. 3. Responsibilities and Tasks Preemptively rostering which responsibilities and tasks different employees are performing in their roster can prevent confusion and ensure you have enough employees with the right skillsets. For example, defining a shift coordinator ensures you have at least one capable senior staff member to lead the shift each day. In a medical context, there might be many different subspecialties within your workforce, and you need at least one member of staff to fulfil each role during different periods of the day. This makes it especially important to match up the correct staff to the correct role, as each staff member can only perform a subset of the potential roles. It may even be important to have people performing different roles for different parts of their day, but rostering more than two roles or tasks per day increases the complexity of rostering substantially. 4. Staffing Requirements Depending on the nature of your business, different times and days might require varying numbers of staff. A bar needs more bartenders on a Friday night compared to a Tuesday afternoon. Rosters need to account for these staffing requirements to ensure there are always enough hands on deck. Staffing requirements should be correlated with the workload as best as possible. In a supermarket context, rostering numbers might be best correlated with known data such as revenue per hour; in an emergency department at a hospital, expected patients per hour. Make sure these are regularly updated to reflect your actual workload. 5. Staff Preferences and Fairness While business needs are paramount, a good roster also considers the preferences of staff. Maybe Sarah prefers morning shifts, while Tom would rather work in the evenings. While it's not always possible to accommodate everyone's preferences, a good roster aims to strike a balance to keep morale high. Additionally, fairness in distributing weekend shifts, holidays, and unpopular hours ensures that no employee feels unduly burdened. Keep in mind that these preferences may change regularly, and it is good to check in with your employees. 6. Safety Requirements Safety is paramount, especially in sectors like healthcare, manufacturing, or transportation. Rosters must ensure that there is enough experienced personnel during every shift and that no employee is working beyond safe limits. Overworking staff can lead to fatigue, burnout, errors, and accidents. Designing how your organisation should make rosters is not a mere administrative task; it's the art of balancing business goals with employee needs. Organisations must consider various factors to ensure that the roster serves its primary function while being adaptable and sustainable. Here are some key concerns when shaping your roster. 1. Customer/Patient Satisfaction The end goal of any business is to satisfy its customers, and the roster plays a pivotal role in this: Peak Hours Certain hours may experience higher demand than others. Whether you're running a retail business that sees a rush during evenings or a hospital where certain times experience higher patient inflow, the roster should be equipped to handle peak times. Rest Periods Employees should have sufficient breaks between shifts. This ensures they are rested and effective and adhere to labour laws that might prescribe minimum rest periods. In childcare and call centres, breaks may need to be rostered so that always a certain number of employees are available. Skill Matching Especially relevant in sectors like healthcare, it's vital to match the employee's skill set with the demand. A specialised task requires someone trained and qualified for that task. 2. Efficiency Efficiency in a roster means utilising your existing resources to meet customer demand as precisely as possible: Balanced Staffing By refining shift timings and roster patterns, we can reduce overstaffing and understaffing, ensuring optimal workforce deployment. Having a more flexible roster pattern where employees can be redeployed to times that better match customer demands often allows for more optimisation of staffing. Avoid Burnout Overworking staff in the name of efficiency will only lead to burnout, errors, and increased turnover. Consider instituting some standardised rules that will reduce burnout and stick to them. Rules such as: a maximum number of days worked in a row, a maximum number of hours per fortnight, a minimum number of weekends, and a maximum number of night shifts. Skill-based Allocation Assign tasks based on expertise. Someone great at customer interaction might be less effective in backend operations, and vice versa. 3. Staff Engagement An effective roster isn't just about business; it's about people. Unhappy staff leads to higher turnover and less productivity: Preference Consideration While it's not always feasible to cater to everyone's preferences, taking them into account when possible can boost morale and reduce absenteeism. Fair Distribution Ensure that the team distributes unpopular shifts, weekends, or holiday duties fairly. Feedback Mechanism Regularly take feedback from staff regarding the roster. The staff might provide insights or face challenges that take time to be apparent to the management. 4. Difficulty of Change A good roster is not set in stone; it evolves. But changes should be manageable: Flexibility vs Stability While it's crucial to be adaptable, constant changes can disrupt operations and disorient staff. Try and get your rosters out at least two weeks ahead of time. By preemptively asking staff for preferences, you remove the need for shift swaps. Communication Any changes should be communicated clearly and well in advance, barring emergencies. This reduces confusion and gives employees time to adjust to the new schedule. Leveraging rostering software can improve communications from rosterer to employees and between employees. How employees are scheduled in the workforce can significantly affect productivity, work-life balance, and overall job satisfaction. Different types of rosters cater to various business needs and employee preferences. 1. Fixed Rosters Fixed rosters are the most straightforward type of roster. With this system, employees work the same shifts or hours every week. For instance, an individual might consistently work from 9 am to 5 pm, Monday to Friday. The key advantage of fixed rosters is their predictability. Employees always know when they'll be working, making planning personal activities and commitments around their work schedule easier. However, this inflexibility can also be a downside. Businesses that experience fluctuations in demand might find that they're overstaffed during quiet periods and understaffed during peak times. Employees seeking a change in their routine or those who want to engage in personal commitments at varying times find fixed rosters restrictive. It is challenging to meet staffing requirements when critical employees are away on leave or sick. Lastly, it can be challenging to hire someone willing to work the weekend night shift every week for their working life. If the more challenging shifts aren't shared around it can foster resentment among your staff. 2. Rotating Rosters As the name suggests, rotating rosters involve a pattern shifts that rotate on a set schedule. An employee might work the morning shift for one week, the afternoon shift the next week, and the night shift the week after. This rotation allows all staff to experience each shift over time. The advantage of rotating rosters is that it distributes the more "undesirable" shifts (like late nights or early mornings) among all employees, ensuring no one is stuck permanently with an inconvenient shift. It also allows businesses to maintain consistent coverage, which is especially crucial in 24-hour operations. However, the changing nature of shifts can make it hard for some employees to establish a regular sleep pattern or routine. Plus, some people are different; others might like working in specific patterns that other employees find undesirable. The overall happiness of your staff might not be optimised. Another potential pitfall with rotating rosters is when people strategically take leave to avoid the "bad shifts". This can lead to persistent challenge in filling undesirable shifts, such as night shifts. 3. Flexible Rosters Flexible rosters, sometimes linked with self-scheduling, are gaining traction in modern workplaces. They allow employees to have a say when they work, often within certain boundaries the employer sets. This might mean choosing specific days to work, adjusting start and finish times, or even working longer shifts in exchange for more consecutive days off. The main advantage of flexible rosters is the autonomy they grant employees, often leading to increased job satisfaction and better work-life balance. They can also be a boon for businesses, as employees might willingly opt to work during peak periods. However, managing a flexible roster requires sophisticated scheduling tools and clear communication to ensure that all shifts are covered, and business needs are met. There are a myriad of other techniques to ensure that the right people are working at the correct times. While some methods aim for predictability and structure, others are designed for flexibility and adaptability. Organisations employ three notable strategies to accommodate varying needs: Open shifts, Shift swaps and On-call shifts. 1. Open Shifts Open shifts refer to additional shifts that employees can opt to take beyond their contracted hours, especially during heightened demand or staffing shortages. These can arise from sudden leaves, illnesses, or even unexpected resignations. These extra shifts are offered as a pool, allowing employees to choose shifts that align with their availability and preferences. This allows employees to earn more while also having the flexibility to manage their schedules. From the business perspective, open shifts offer a dynamic solution to fluctuating staffing needs. Whether it's a surge in demand or a sudden drop in available staff, this system allows businesses to adapt promptly. However, it's essential to maintain clear communication and foster a sense of responsibility among employees to ensure these shifts are adequately covered. 2. Shift swaps Shift swaps offer employees the flexibility to exchange shifts among themselves. If an employee cannot work their scheduled shift for any reason, they can arrange with a colleague to swap shifts. This technique provides personal flexibility and can enhance job satisfaction, as employees have more control over their schedules. For employers, shift swaps can be a double-edged sword. While they may reduce absenteeism, if not monitored correctly, they can lead to consistency in staffing levels or skills available at any given time. 3. On-call shifts On-call shifts are commonly found in industries like healthcare and IT, where immediate response might be needed unexpectedly. Employees on-call are not actively working but must be ready to work. This method provides businesses with a safety net, ensuring they have access to staffing during unforeseen peaks or emergencies. However, being on-call can be taxing for employees, affecting work-life balance. It requires them to be always prepared to jump into work mode, often with little notice. In today's digital age, businesses constantly look for ways to streamline operations, enhance productivity, and improve communication. One of the tools that can achieve these objectives is an online rostering system. Here's why investing in such a system can be a game-changer for organisations. 1. Automatic rostering Automatic rostering is one of the standout features of online systems. It simplifies the traditionally cumbersome task of manually plotting out shifts. By inputting their staffing requirements on a daily, or even hourly basis, the organisation's "rostering rules", and each employee's preferences, businesses can have optimal rosters generated automatically. This reduces human error and ensures optimal staff allocation based on factors like skill sets, availability, and workload. The convenience and accuracy brought about by this automation can lead to significant time and cost savings. 2. Efficient communication with staff and stakeholders Online rostering systems offer integrated communication tools that allow managers to instantly notify staff about their shifts, changes, or other vital information. Whether it's through email or in-app notifications, employees are kept in the loop, reducing confusion and potential scheduling conflicts. Managing open shifts, shift swaps, preferences, and roster changes requires quickly notifying many employees, which can be done efficiently with an online rostering system. Moreover, stakeholders and departments that rely on the rostering information can access it in real time, ensuring everyone is on the same page. 3. Backups and consistent data These systems provide automated backups, ensuring data is safe from accidental deletions or system failures. Furthermore, they ensure consistency and reliability of data, making it much easier to analyse rostering patterns and make more informed staffing decisions. 4. Detailed analytics With online rostering, organisations can tap into a wealth of analytics. The system can provide insights into crucial rostering considerations such as fairness, overtime, staffing coverage and leave. Such data can be pivotal in identifying areas of improvement, optimising workforce allocation, and even in strategic decision-making regarding hiring or training needs. Creating an effective roster is a delicate balancing act. It involves ensuring business needs are met while also considering the well-being and satisfaction of employees. A well-planned roster can increase productivity, reduce absenteeism, and higher employee morale. Here are some best practices to ensure your rosters hit the mark: 1. Use an effective online system In the age of digitisation, relying on manual or outdated methods to create rosters can lead to inefficiencies and errors. An online rostering system streamlines the process, making it faster, more accurate, and more adaptable to changes. Such systems can automatically generate rosters based on set parameters, reducing the risk of human error. Additionally, they provide centralised access, ensuring that managers, HR, and employees can access the schedule anytime, anywhere. This ensures that all stakeholders are always in sync, minimising the potential for miscommunication or oversight. 2. Rosters as flexible as possible for employees Flexibility in rostering is not just a perk for employees but can be a strategic advantage for businesses. Employees who feel they have a say in their schedules will likely be more engaged and satisfied with their work. For instance, if an employee prefers morning shifts or needs specific days off for personal commitments, accommodating these preferences, where possible, can lead to increased loyalty and reduced turnover. This approach fosters a sense of mutual respect between the employer and the employee, with both parties working collaboratively to meet organisational needs and personal preferences. 3. Keep employees constantly up-to-date and engaged in the process Transparency and communication are crucial when it comes to rostering. Changes in schedules can have a significant impact on an employee's personal life, so it's essential to keep them informed about any changes as soon as possible. Inviting feedback or allowing employees to voice their preferences or concerns can make them feel valued and involved. This ensures that the rostering process is more democratic but also aids in building trust and rapport between management and staff. Rostering is complicated All these considerations and techniques make building an effective rostering system incredibly complicated. If you'd like us to help you improve your rostering system and then wholly automate that system, reach out today! Rostering Scheduling Open Shifts On-Call shifts Shift Swaps Flexible rosters Rotating rosters Fixed rosters Automatic rostering Subscribe for more insights and product updates