Open shifts 101: Understanding the Basics of Open Shifts

What exactly is an open shift?

An open shift is any unfilled shift that needs to be covered after the regular schedule is made.

When creating a roster, some shifts may still need staff even after assigning everyone's regular hours. Rather than spending days figuring out who might want extra work, open shifts lets you quickly post these available shifts so interested staff members can volunteer to take them.

Communicating with staff about your open shift

The way you communicate open shifts depends on your tools and processes. Manual methods include posting in team WhatsApp groups, calling or emailing individual staff members, or contacting only those qualified for specific shifts due to seniority, skills, or contract requirements.

Manual communication has several problems. It's time-consuming and inefficient, and creates opportunities for unconscious bias where managers might only contact employees they prefer. Group messages can also reach unqualified staff, while individual outreach is slow and hard to track.

Modern workforce apps solve these issues by letting employees view and claim shifts through mobile platforms. These tools can help automatically shortlist employee's with the right qualifications and availability, ensuring the right person gets the right shift while eliminating manager bias and speeding up the entire process.

Who gets the shift if multiple employees want it?

Typically "first come, first served" is the most popular method of deciding who gets to do an open shift as it reduces bias and provides clear, transparent allocation criteria that staff can understand and accept.

Other methods include weighted allocation that consider factors such as shift preferences, skill requirements, recent overtime distribution, and professional development goals. For instance, a system might prioritise staff who rarely receive their preferred shifts.

Some organisations implement hybrid approaches where urgent shifts use first-come-first-served allocation, while routine open shifts consider broader criteria including staff qualifications, department needs, and work-life balance factors.

Why are open shifts needed in modern shift-based teams?

There are a few different scenarios where open shifts might be used by managers to fill a shift requirement:

• Last-minute gaps, such as when someone calls in sick
• Future gaps in coverage caused by staff being on leave
• An understaffed team due to staff availability, lack of resources or unexpected absences
• An unpopular shift that shift-workers dislike working
• Casual staff (who don’t have regular hours or shift patterns)
• Increases in staffing requirements that haven't been filled by hiring yet

Why do casual staff require open shifts to work?

Casual staff members work irregular hours without guaranteed shifts. If you schedule them regularly like permanent employees, they may legally qualify for part-time status and additional benefits like annual leave and sick pay.

Since casuals typically receive fewer benefits, using open shifts helps maintain their casual employment status while giving them flexible work opportunities. This protects both the business from potential legal challenges and preserves the intended casual employment relationship.

Key benefits of using open shifts

1) Flexibility for employees

By allowing employees to work additional shifts (or swap a regular shift for an open shift), 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 (or fewer post-season, if they are maintaining skeleton staffing), 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 compared to traditional gap-filling methods.

For example, when healthcare facilities face sudden staffing shortages, they typically resort to expensive solutions: agency staff who can cost 40-60% more than regular employees, or mandatory overtime that incurs premium rates (often time-and-a-half or double-time pay).

Open shifts offer a more cost-effective alternative by allowing existing employees to pick up additional hours at their regular hourly rate, rather than overtime premiums. For example, if a registered nurse's regular rate is $35/hour, overtime would cost $52.50/hour, while an open shift filled by a different nurse remains at the base $35/hour rate. Additionally, agency nurses might cost $50-70/hour plus placement fees, making them significantly more expensive than internal staff taking open shifts.

This approach also eliminates agency fees, reduces onboarding time for unfamiliar temporary staff, and maintains continuity of care with employees who already know the facility's protocols and patient population.This makes it much clearer how open shifts specifically save money by avoiding overtime premiums and agency markups while using existing staff at regular rates.

Potential downsides of using open shifts

1) Uncertainty for part-time and casual staff

Open shifts introduce uncertainty for part-time and casual employees. These types of 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 overstaffing issues, they can create the opposite problem - not having enough staff when needed. Employees won't avoid making personal plans just in case an open shift becomes available, so relying too heavily on this system can backfire.

When demand suddenly spikes and open shifts go unfilled, businesses face serious consequences: poor customer service, overworked remaining staff, and potential revenue loss. The key is using open shifts as a supplement to core staffing, not as the primary solution for meeting operational needs.

3) Ineffective staffing

Open shifts don't guarantee quality coverage - just availability. The employee who picks up a shift may lack the specific training, experience, or familiarity with equipment required for that role. They might be coming off another shift and already fatigued, or unfamiliar with the department's protocols and procedures.

This mismatch between available staff and actual needs can lead to reduced productivity, safety concerns, and additional supervision requirements. While having someone is better than having no one, the wrong person in a critical role can sometimes create more problems than solutions.

How can businesses implement open shifts effectively?

By employing smart strategies and clear guidelines, businesses can harness the benefits of flexible scheduling while minimizing potential drawbacks.

Communication strategies:

• Managers can send real-time notifications about available shifts using modern tools
• Provide regular updates on demand changes and business needs
• Create two-way feedback channels to gauge employee sentiment
• Maintain transparency in all shift-related communications

Set clear guidelines for open shifts:

• Establish cutoff times for shift selection
• Set maximum limits on open shifts per employee per week
• Define eligibility criteria for different shift types
• Create fair allocation rules when multiple employees want the same shift

Prioritising shifts:

• Base allocation on factors like seniority, skill set, or rotation
• Give priority to employees who haven't worked high-demand shifts recently
• Consider specialised skills requirements for certain shifts
• Ensure equitable distribution across all staff members

Technology and tracking:

• Use staff scheduling systems that automate shift posting
• Track shift distribution patterns to ensure fairness
• Monitor employee preferences automatically
• Generate reports on open shift utilisation and costs

With proactive management and fair guidelines, businesses can successfully balance organisational needs with employee satisfaction through effective open shift implementation.

Integrating open shifts with traditional scheduling

Most successful organisations don't rely solely on open shifts or fixed schedules - they use both strategically. A hybrid approach combines the reliability of traditional scheduling with the flexibility of open shifts to create a more robust workforce management system.

The core strategy involves maintaining a foundation of fixed schedules to ensure essential coverage, then using open shifts to handle demand fluctuations and provide additional flexibility. This means having your critical roles and minimum staffing levels covered through traditional scheduling, while offering open shifts for:

• Peak demand periods
• Last-minute coverage needs
• Additional hours for willing employees
• Specialty skills when required

This integrated approach provides operational stability while maintaining the agility to respond to changing business needs. Companies get the best of both worlds: predictable core staffing and flexible capacity to scale up when necessary.

The role of technology in managing open shifts

Technology is essential for effectively managing open shifts at scale. Modern workforce management platforms streamline the entire process, from posting available shifts to tracking who picks them up.

These tools eliminate manual coordination, reduce response times, and provide valuable data to improve future scheduling decisions. Without proper technology, managing open shifts becomes administratively burdensome and prone to communication breakdowns.

Tips and best practices for maximising open shift efficiency

Technology alone isn't enough - successful open shift management requires thoughtful human-centered practices. Here are key strategies to optimise your system:

Communication and feedback

• Regularly survey employees about their open shift experience
• Maintain open dialogue about preferences and pain points
• Communicate upcoming demand spikes or special events in advance

Fair allocation practices

• Implement rotation systems to prevent shift monopolisation
• Set limits on consecutive shifts for individual employees
• Use transparent criteria for high-demand shift allocation

Training and support

• Ensure all staff are trained on scheduling software
• Provide regular refresher sessions on system updates
• Offer technical support for platform issues

Contingency planning

• Maintain on-call staff for emergency coverage
• Develop backup plans for unfilled critical shifts
• Cross-train employees to cover multiple roles when needed

Incentive strategies

• Offer premium pay for last-minute or unpopular shifts
• Provide non-monetary rewards like preferred parking or extended breaks
• Consider shift differentials for high-demand periods

These practices create a fair, efficient system that works for both employees and the organisation.

The balance of open shifts in modern workplaces

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 safety traditional scheduling provides - 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, book a demo today!