What Is Shift Swap Policy and How To Create It For Your Organization?

In any business, your employees can ask for swap shifts and it is not an uncommon occurrence. Still, this seemingly routine procedure can become the bottleneck in workforce management without the right system. Suppose you expect employee A to show up on Monday for the morning shift, but he swaps shifts with employee B without your knowledge. While employee B shows up on Monday morning, he's unfamiliar with the opening procedure and doesn't bother to ask. This will cause a delay in business operation. This is one scenario, but there can be several such incidents where employees swapping shifts can result in management and productivity issues. It is why you must have a shift swap policy at work. Read on to find out how to establish effective shift swapping at work.

What is a shift swapping policy?

A shift swapping policy is a documented set of rules and procedures that a company uses to guide and manage the trade of employee shifts. A swapping shift at work policy aims to ensure that guidelines are followed per the strict set of protocols to avoid scheduling mistakes. You would want to have a shift swap policy at work for several reasons. Without proper procedures in place, employees are more likely to make decisions on their own, resulting in several drawbacks like – understaffing, additional labor costs, employee burnout, and conflict between employees. Your organization can benefit by removing any confusion from happening and keeping payroll and management duties streamlined. As an HR manager, you must outline a well-defined shift swap policy to ensure that there is not too much flexibility that could result in cutting corners.

How does the shift swap policy work?

In practice, an effective shift swap policy gives a structure for employees to follow when they want to swap shifts with a co-worker. Most organizations implement a digital system for workers to solicit and respond to shift swap requests. If the workforce size is significant, then the shift swap policy can have several limitations on who can swap with who. For example, employees can be restricted from swap shifts with someone outside their department or work area. Employees who want to change shifts will 'advertise' their intention for the same on the system so that other workers can see it. The workers can detail the shifts they want to work in return so other employees who are willing to swap can accept the request. Once there is an agreement between the workers, the request is forwarded to managers or supervisors for approval.

Benefits of shift swapping policy

Employees get flexibility

The unpredictability of life makes it impossible to be fully prepared. No matter how perfect your shift scheduling is, there's always the possibility that unforeseen circumstances might affect the availability of workers. When you have a shift swap policy, employees can attend to unforeseen circumstances forcing them to leave early, take leave, work remotely, or arrange shift swaps. The ability to change work schedules provides much-required flexibility to employees to maintain a healthy work-life balance. It also encourages them to be loyal to the company as they have the option to handle important life events without losing their pay. You have a happy and engaged workforce when you give your employees the freedom to swap shifts and a flexible schedule.

Less no show at work

Most employees cannot work unannounced because they get stuck with personal emergencies. When you give them the flexibility of swapping shifts and laid out policies, they know how to arrange for a substitute for the shifts they cannot attend. This significantly reduces the time employees are a 'no show' at work. It is a boost for productivity and contributes to the overall revenue growth of the company.

No extra work for managers

As we explained how the shift swapping policy is implemented in practice, HR managers and supervisors have little involvement. Adopting an automated system to handle the changes in the shift roster only requires the manager to approve or reject the shift. Also, a shift swap policy ensures fewer shift changes with tighter coverage. With shift swapping tools, you can quickly identify suitable employees who are skilled, cost-efficient, and available so you can easily cover the shift requirements. Also, a clearly defined shift swap policy streamlines the process that reduces shift-swap frustration. It also minimizes miscommunication among the managers and staff. All this results in effective shift scheduling and can bring significant financial savings by lowering extra labor or overtime costs.

What to include in a shift swapping policy

In theory, shift swapping might seem simple, but it can turn into a nightmare quickly. When you work hard on creating an effective work schedule, impromptu tampering by workers, later on, can wreak havoc. With an effective shift swap policy, you are less frustrated and have more streamlined workers who are least likely to disturb the shift schedules unexpectedly. Here's how you can create an effective swapping shift at work policy.

1. Define a clear process

The correct procedure for swapping schedules must start at the managerial level. Managers must create transparent, fair, and accessible rules for everyone. A good shift swap policy clearly defines the company's and employees' responsibilities. It must address the following key things:

2. When staff will receive the shifts

Shift swap is often the result of unexpected personal issues such as a child falling ill, school events popping up, or other workers asking for a shift trade. However, not being aware of their shift details in advance can be frustrating for workers. As a manager, it is your responsibility to provide them with clarity on who is working and when. It is how you can plan effectively and approve any shift swaps. Truein offers a shift schedule as a complete time and attendance management app. Managers can create shift schedules and share them with the workers instantly. Workers can also mark their availability or absence within the Truein app on their smartphones.

How much time will you give employees for upcoming schedules?

One important inclusion must be the timeline for shift swaps. Train employees that they cannot ask for trading shifts too close to their scheduled shifts. It can disrupt the entire schedule due to the domino effect. Depending upon the business nature, you can set rules on how much time employees have to ask for a shift swap. For instance, 5 hours can be allowed as it is enough time for any other worker to respond to work as a tradeoff.

4. Shift swap approval process

A formalized shift swap policy is essential to prevent any adverse consequences resulting from shift swapping at work, such as extra labor costs, worker no-shows, and unskilled workers added to the shift. With automatic scheduling software, such nuances of shift swap can be easily managed. To mitigate such risks, you must:
  • Give supervisors and managers the veto power to review and approve shift swap requests from workers.
  • Set timelines that prevent employees from requesting shift swaps too close to their scheduled shifts.
  • Enforce workplace rules, training requirements, or permitted hours for a valid shift swap request.
  • Allow shift swapping only between qualified employees within the same department or roles.

5. Disciplinary procedures for failing to comply with the policy

It is essential to communicate with the workers what the company's expectations are from them. Unless they know them, there is no way to fulfill these expectations. They must be aware of the disciplinary actions that can be taken in case they fail to comply with the shift-swapping policies. You must train employees and onboard them through a formal process to familiarize them with the swap shift process. Enforcing disciplinary action must be the last resort. Still, keeping employees in line with the shift swap policies is a continuous challenge; don't be uncomfortable while enforcing the rules. Furthermore, you must ensure that all the disciplinary actions comply with federal, state, and local employment and labor laws.

Conclusion

Shift swaps are not only great for employee schedule flexibility, but they can be an excellent asset for any organization facing potentially understaffed shifts. This is a seasonal trend for most businesses when customer demand is high. Maintain a comprehensive shift swap work policy that reminds employees that swapping is allowed and recommended. It saves you from no calls and no-shows from employees.
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Why Automatic Scheduling Is Better Than Regular Scheduling?

At any company, scheduling employees and their tasks are one of HR managers' core responsibilities. It is a crucial management function that ensures enough workers are available to keep the business operations running. Shift scheduling is essential but time-consuming and tedious when the number of workers to manage is high. Many companies are adopting automatic scheduling tools to simplify the process, but many employers are still reluctant to use them. Change is hard. However, it is essential for business growth and adaptation. Today, optimizing business operations for efficiency to increase productivity and beat the competition is vital. An automated scheduling system can result in a productivity boost as it frees up a lot of time for HR managers to focus on other activities related to operations management and employee engagement. This article will explore the importance and benefits of automatic scheduling for a company. But, before we discuss the benefits of automated scheduling for a business, it is helpful to understand manual scheduling and where it is lacking.

What is manual scheduling?

Manual scheduling is when supervisors and managers have to manage the schedule of workers through timesheets. It is a prevalent practice at most manufacturing and construction companies. As manual scheduling gives the managers complete control over who, when, and where an employee is scheduled, it allows for micromanaging almost all aspects of an employee's work shift. However, this type of schedule is not sustainable as it can take hours or even days depending on the number of employees to be scheduled. Furthermore, manual scheduling creates layers of abstraction that make it challenging to identify favoritism by managers. For instance, as managers ultimately control the shift schedule, they can easily allot preferred shifts to some employees irrespective of whether the assignment fits them. They can also discriminate between the distribution of hours of work, days off, shift rotations, and holidays. With an automatic employee schedule, the entire shift schedule data can be centralized such that no one manager is in control.

What is automated scheduling?

Automatic scheduling can have a revolutionary effect on employee scheduling and management. Most automatic schedule maker tools consider your organization's policies, holidays, weekly off, and staff availability to come up with the best times and people to schedule shifts. The real benefit of an automatic employee schedule lies in its ability to assist HR managers in creating transparent shifts and eliminate favoritism or discrimination. Automated scheduling allows you to put labor where labor is needed with extreme efficiency without overworking employees. An automatic shift schedule is beneficial not only for the company but for employees as well. These systems are flexible and can help improve employee quality of life issues. These tools can allow multiple shift availabilities so employees can work without burnout. As the workload will be evenly distributed among employees, there will be better work-life balance. For HR managers, such tools provide a high degree of automation. As a manager, you can create and fix a schedule taking a fraction of the time compared to manual scheduling. Also, the program will keep you on track even if you are on leave for a day or two.

4 benefits of automated scheduling

With automatic scheduling, you can achieve an extremely balanced work schedule for workers and create an automated system that can operate independently. An automatic schedule maker offers more than time-saving and labor management. Here are some essential benefits of automated scheduling.

1. Saves time

When HR managers don't have to sit through a long list of data to find the right employees for a particular shift, they can create a work schedule much more efficiently. Time-saving is one of the most significant benefits of adopting automatic scheduling in your company. The time thus saved by using shift scheduling tools like Truein can then be focused on more critical tasks like promoting your business and making future goals.

2. Reduces overtime spending

Overtime spending can have a dramatic impact on a business's bottom line. If not kept under check, you can lose a substantial portion of your revenue in paying overtime wages. You can configure the system with an auto-scheduler to consider certain overtime limits. It is how you can control overtime spending and eliminate any malpractices, such as unnecessary work hours and frequent overtime shifts.

3. Track working employees easily

Often there is a discrepancy between planned or scheduled tasks and actual tasks performed by the employees when there is no way to track their performance. It happens with on-site employees more often. With automated scheduling, it is possible to create an accurate log of exactly what work is being performed and when. An automatic shift scheduler can record the time worked by the employees at the location. This allows HR managers to match the schedule with actuals, tracking down any discrepancy or deviation in employee performance. Managers can quickly generate reports comparing the program with actual tasks and tracking discrepancies or deviations.

4. More accurate

Unsurprisingly, an auto-schedule maker is much more accurate than manual scheduling. Human error is possible when you keep timesheets to track employees and create schedules. Automatic scheduling can auto-track data such as employee availability, schedule shift timing, weekly off, etc., to more accurately schedule shifts, ensuring that the right person is available for the job at the right time. It saves time and cost otherwise wasted if shifts are not correctly scheduled. It can lead to poor productivity and loss of revenue. Also, faulty schedules can put the same workers to work affecting their performance and health.

Why is automatic scheduling better than manual scheduling?

Automatic scheduling saves the labor wasted on manual scheduling to a great extent as managers can invest the resources saved by adopting automated scheduling on the tasks that can increase sales, improve customer interaction, and result in cost savings. Manual scheduling is highly limited in flexibility when a large workforce is involved. With an automated schedule maker, a large workforce can be much more easily managed, ensuring better labor distribution, lower cost, happier employees, and better customer experience.

How can Truein help you with automated scheduling?

Truein is a cloud-based shift scheduling and attendance software. It is an AI-powered face recognition time and attendance system that offers capabilities to automate attendance management and leave management. As a shift scheduler, Truein offers HR managers to create successful schedule templates that can be used repeatedly. It simplifies and streamlines the entire scheduling process from tracking employee attendance, geo-locating their position, and monitoring the leave management data. Truein offers a complete set of features that make it a potent and versatile tool for shift scheduling, such as mobile-based attendance recording and monitoring, geo-fencing attendance, leave management, and much more.

Conclusion

Shifting from manual to automatic scheduling might seem daunting, but with the selection of the proper automatic employee schedule, it's easier. The numerous benefits of automated scheduling for your business outweigh the reluctance to be open to change. We hope that this guide will help you understand the genuinely transformational benefits in terms of cost savings and better scheduling and auto-scheduler can offer for your business.
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How To Create A Staff Deployment Plan?

A staff deployment plan differs in every organization depending on the requirement and other factors. Most managers use staffing deployment plans only to identify the headcount additions and reductions when much more can be achieved. If you are creating a staff deployment plan, you should know what questions to ask to clearly understand the current state of the workforce, the desired future state, and how to get there. In this article, we'll explore how managers can create a staff deployment plan best suited for your business's particular needs.

What is a staff deployment plan?

A staff deployment plan is a process that provides flexible multi-channel workforce forecasting. With effective staff deployment planning, companies can ensure that there is an accurate representation of work and employees and workload is evenly distributed and meets the budgetary goals. A staff deployment plan is how you can decide the best possible employee schedule. It also fully leverages the employee skillsets to balance the workload and gives an optimized shift schedule by accounting for variables such as payroll requirements, employee availabilities, budgetary objectives, company requirements, and other policies. With workforce deployment, an organization can align the company's goals, customers' expectations, and the employees' career needs. A staff deployment plan transforms the scheduling process from a necessary, tedious, and clerical chore into a cost-effective, analytical, and proactive business management process.

Benefits of the employee deployment plan

While managers will need to spend significant time crafting a quality staff deployment plan, it is still worth the investment of resources. It is because the outcome offers many advantages. Here are the key benefits of an employee deployment plan:

1. It saves time

A deployment plan is not only for scheduling optimization but also provides employees with a clear description of what they need to do. It is also a great document to assist in onboarding new hires as they are less likely to commit mistakes at work. It saves time as managers and supervisors don't have to spend time making corrections or altering the shift schedules. Deployment plans are highly effective in ensuring that employees work on tasks correctly. HR managers are free from repeated tasks of adjusting shift schedules to ensure high productivity. They can invest the time saved in making crucial business operation decisions that directly contribute to revenues and profits.

2. No worry of shortage of employees or no employees for a particular task

When you utilize software solutions like Truein to keep track of the workers, you are in a better position to schedule shifts, distribute workload, and keep productivity high at all times. Understaffing or overstaffing are both problematic for a company. If you regularly struggle with a shortage of employees, not only will the production levels be hurt, but you will also face difficulties on other fronts. Workers will be overworked if there is a shortage, and you might be forced to give tasks to employees who are not appropriately skilled to handle them. Staff deployment plans free you from such issues. You can forecast if there will be an increase in demand for labor or workers ahead.

3. Work gets completed on time

With the correct number of shift workers, you can ensure that the work is done on time. Staff deployment plans can inform about the gap in the skillset in the workforce such that you can train employees accordingly. Cross-training employees is an effective way to make sure you always have workers available to substitute for other workers.

How to create a staff deployment plan

1. Evaluate the staffing goals

Like any other planning task, the first step in developing a staff deployment plan is to evaluate the organization's needs. You have to recognize the targets you want to achieve and write them down such that employees can work towards them. HR managers are responsible for evaluating the goals and identifying the support needed to meet those goals. When you clearly understand the staff deployment plan requirements, you can better align departmental goals with the organization's goals. For this step, you must reach other leaders to understand their expectations from the departments for the coming year or new strategic initiatives they plan to undertake that will require staffing adjustments. Here are some critical questions that can help you identify significant goals:
  • What primary strategic or tactical goals the company wants to implement for the upcoming year?
  • How will HR managers support these goals?
  • What goals do you need to set for your team such that your team is aligned with the company's goal?
  • What staffing changes will need to be worked on to ensure enough workforce to make these goals possible?
  • How will you ensure that other departments support each other to achieve the end goals?

2. Assign roles to the employees

After you identify the goals correctly, the next step is to assign roles to the employees. First, evaluate the current staffing state and create an inventory of the skillset at play. The staff deployment plan must support future goals by availing the right talent at the right time. To effectively assign roles to employees, you will need information like current staff, contingency workers, and other contractual staff available to fill in the gaps. In addition, you must know about their skillsets and the role they perform within the company. Manually it is impossible to keep track of all this information which is why you need automated tools like Truein. Truein is a complete employee time and attendance system that offers shift scheduling solutions. It is a cloud-based, AI-powered face recognition attendance system that allows managers and supervisors to create and share shift schedules with workers. It will enable workers to record their attendance and confirm their availability for shift directly from the Truein app on their smartphones.

3. Provide training to employees for the work

If you find a skill gap after listing goals and matching them against the available workforce inventory, you need to plan ways to bridge the gap. Whether you find inadequate staffing, lack of expertise, or simply wrong employees being put in the wrong place, you can fix the issues by providing training to employees. Analysis of the workforce will help you identify the deficiencies in the current state of employees. It is your responsibility as an HR manager to address the skill deficiencies that can hinder the success of the goals outlined in the staff deployment plan. Please do not view the skill gap as a weakness of the current teams but rather as an opportunity to help employees evolve in their roles to better align with future organizational goals.

4. Monitor performance

Once you have successfully decided the end goals of the staff deployment plan, created shift schedules, and matched workers with the right skills with the tasks, the last phase is to monitor the workers' performance. Your staff deployment plan must monitor the end-state and interim staffing. You must ensure that employees are not struggling with performance and can complete tasks on time. If there is a skill gap, consider retraining the employees whenever required. Any successful deployment plan must outline when the staff is needed, at what time, and location. It should also differentiate full-time versus contractual staff and identify the critical roles based on the skill set.

Conclusion

A staff deployment plan is one of the essential components of workforce planning. It is the first step an organization can take towards evolving its existence and helping employees adapt to the changing needs of the business. We hope this guide will provide you with enough insights to help you create an effective staff deployment plan that considers more than the headcount and includes additional complexities such as skill sets, end goals, and long-term strategic plans.
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Employee Scheduling Problems and Solutions

Employee scheduling is one of the most challenging tasks for HR managers. For any organization or business, employees are the greatest assets. The challenges and nuances of efficient employee scheduling must be addressed to keep them happy and engaged at work. There is much to deal with scheduling needs, leave and time-off requests, worker demands, and payroll requirements. When juggling many responsibilities, common employee scheduling problems are likely to occur. But as a manager, it is your responsibility to make it possible for workers to maintain a balanced work schedule. The staff scheduling problem is much more common for organizations still managing everything manually. According to market research, manual scheduling is the most common reason for scheduling problems, errors, and employee dissatisfaction. Furthermore, the study found:
  • 20% of HR managers' time is wasted creating work schedules
  • 140 hours are lost annually on manual employee scheduling
  • 174% more turnover occurs due to errors from manual schedule creation
It is evident that digitization of employee scheduling is mandatory now; there are some common employee scheduling problems you must be familiar with. Here we are listing some commonly occurring scheduling problems and their solutions.

1. Not utilizing modern technology

Pen and paper are no longer viable for managing the workforce. Even if you have a small business to operate, manual employee scheduling is prone to issues and miscommunication. It requires a lot of following up, back-and-forth calls, and messages which is incredibly time-consuming and inefficient. There exist powerful and easy-to-use employee scheduling software like Truein that you can deploy to eradicate manual scheduling issues and streamline communication. Truein is an AI-powered employee time and attendance management that allow managers to create schedules in minutes. You can create and share shift schedules with employees. Managers have complete oversight and can track employees in real-time from the dashboard. Employees can install the Truein app on their smartphones and directly share their availability with managers. Shift schedule alerts and notifications ensure that workers know about any shift changes. Automated time and attendance systems have features and capabilities that improve workplace organization and prevent staff scheduling problems. An investment in employee scheduling software like Truein is a must for workforce management streamlining and business success.

2. Shortage of employees

An employee scheduling problem will likely occur if your organization has a staff shortage. To keep things running smoothly, you need enough employees to cover all the shifts and also cover for employees who call in sick or are on vacation. Understaffed operations result in an overworked and unsatisfied workforce and poor customer service. The solution to the problem is to hire more workers or optimize the existing workforce. The first option is relatively straightforward; you can fill the gap in the shifts by hiring full-time or part-time employees. However, it's an additional cost, and if the requirement is temporary, it can result in overstaffing later. Optimizing the workforce with software like Truein can solve this issue. You can automate processes, maintain compliance, and always have real-time data of available workers. This will empower you to deal with staff shortages.

3. Unequal shift distribution

Playing favorites when employee scheduling might not be on your mind, but subconsciously you might pick certain workers for tasks you think best match their skills. However, putting them in a particular shift every time will send the wrong message. Other workers will feel that you are favoring some workers over others. Again, automated employee scheduling software can help avoid such a staff scheduling problem. It can ensure that no employee gets a 'good' shift every time, and similarly, no worker is stuck with a 'bad' shift. Furthermore, employee scheduling software can help you comply with federal, state, and local labor laws. Such optimization ensures that there is never unequal shift distribution.

4. Last-minute employee absences

Life is unpredictable, and no matter how well planned your shift schedule is, personal problems can get in the way of work anytime. Sick kids, illnesses, accidents, or unforeseen obstacles can result in last-minute employee absences. When such an event occurs, the worse thing is to panic. The solution here is to identify the workers who can fill the shift. You can quickly look through Truein's employee roster to find which employees are scheduled to work in that particular shift or before. You can ask them if they can put in extra hours (overtime), suggest days off, or shorten the shifts for the rest of the days instead of covering for the absent worker. If no such employee is available, you can contact off-duty workers regarding shift change.

5. Overscheduling employees

The efficiency of the workforce depends on how well rested the workers are. If you expect 100% efficiency from them, you have to ensure that you are not overscheduling employees. Federal and state regulations make it mandatory that employees must be given eight hours between shifts; it is not an application for all employees, such as temporary staff. Also, at times managers scrunch shifts together accidentally. In the real world, employees have to commute to and from work, take care of chores at home, and catch up with friends and family. This leaves them with less-than-optimal time to take rest if their shifts are scheduled for more than 8 hours. The solution to this common employee scheduling problem is maintaining at least 12 hours gap between shifts. If it's not possible in your organization to keep a difference of 12 hours, try to arrange staff scheduling so that workers get two days off together. The extended period will allow them to decrease their sleep deficit.

6. Vacations and time off

Every worker deserves time off from work to balance work and personal life. When too focused on productivity, revenue and profits, it is easy to not care for employees' vacation time or time off. All employees must be given this incentive. To cover for the employees who take time off, you can cross-train the workers such there is always staff available to take responsibility in the absence of other employees. You can also incentivize employees to cover for other workers by offering bonuses, increased pay rates, or more time off.

Conclusion

It may not be possible to avoid employee scheduling problems altogether, but they can be managed. It all depends on how effectively you manage your workforce. This guide will help you avoid the most common staff scheduling problems. We recommend Truein for employee scheduling. You can create, change, and publish schedules almost instantly. No longer excel sheets or additional hardware is needed; you can deploy the best employee scheduling solution with this cloud-based employee time and attendance system.
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How To Create 24-Hour Shift Schedules?

Businesses that are always open/functional have different governance requirements. Running a business 24/7 requires you to maintain a 24-hour shift schedule. It demands the availability of workers at work at all times, prompting scheduling challenges. An easy solution seems to confide in night shifts, but it can demoralize the workforce if they are scheduled to work night shifts. The secret of successful shift schedules for 24/7 coverage lies in equity. You have to figure out how to swap and rotate 24-hour shifts that do not leave your employees mentally or physically exhausted. Also, the best shift schedule for 24/7 coverage has the flexibility to accommodate changes in production peak.

Things to consider before creating a schedule

Before we share tips on making a 24-hour shift schedule, it is essential to understand the requirements. Shift schedules are never one-fits-all; you have to consider the unique needs of your business. Here are the vital factors.

1. The business type

Different businesses have different requirements. For instance, a 24-hour shift schedule is common in restaurants, hospitals, manufacturing, and construction businesses. However, all these businesses differ significantly in terms of skills and the number of workers required. Why you want to maintain a 24/7 work routine will decide the schedule structure. Hospitality and medical categories need staff in lesser numbers as compared to construction and manufacturing industries.

2. Number of employees

The maximum number of workers you can hire and maintain will decide how to plan the shifts for round-the-clock timing. For instance, if your organization has only 30 employees and your business model requires at least 15 workers to be present in one shift, then for a 24-hour work schedule, you will need two 12-hour shifts.

3. Coverage requirements

If your business has rush hours, like in restaurants or over a certain period, the production at your manufacturing unit peaks, and you will need more than the required number of workers. Again, you must consider the coverage requirements before planning the final 24-hour schedule. If the peak hours are not regular, like in restaurants, you can decide to go with contractual workers for a specific period.

4. Shift duration

The best shift schedule for 24/7 coverage is one that minimizes overtime costs. You have to work out a schedule plan such that the overtime is under control. We already have a great resource for managing overtime and creating an excellent employee overtime policy. Here the goal should be to limit the length of each shift to 8 hours to avoid overtime. You can extend the shift duration to 10 or 12 hours if there are not enough employees to cover the 8-hour shift scheduling. Also, if your cover requirements demand more work hours, you can extend the shift period.

5. Time Off

The problem with operating your business 24 hours a day, seven days a week, is that you might have revenue flowing in, but it is easy to forget about the staff. Your workers are not there to work 24/7 and need time off. After the payment, workers' primary concern is when and how they will get the time off. Most employees working night shifts expect time off to complete their sleep or take mini-vacations. You can consider offering employees at least one of the weekends off during night shifts so they can catch up with their family and friends. Also, there are labor compliance requirements around 24/7 work shifts, don't forget to consider those. Managers must understand the difference between a reasonable ask – mandating workers to work in a particular schedule – and putting workers at risk of burnout, fatigue, absenteeism, or poor performance. As manager scheduling shifts, you must be mindful of working in shifts' physical and emotional stresses. Now that you understand what requirements must be examined before creating shift schedules for 24/7 coverage, we will explore the most commonly implemented shift patterns for 24/7 coverage.

Four 24-hour shift coverage examples

1. Fixed shifts

It's the easiest route to maintain a specific shift. In fixed shifts, employees will always work the same shift they are put into. When you retain fixed shifts, you can hire and staff the shifts per the business's demand. If there is a spike, you can hire part-time workers to fill the void. Fixed shifts are easy for managers to maintain, and some employees prefer them because their biological cycles are not disturbed by frequent changes between days and nights. Even customers will get used to dealing with the same employees at the same time of the day. The problem is if any worker is not satisfied with their shift, they will not be able to request a change. Fixed shifts work well for businesses of any size; however, you must maintain more than the minimum number of employees. Because employees will need time off in fixed schedules and you will need extra workers to cover the shift.

2. Rotating shifts

Rotating shifts are more equitable as they allow employees to work in different shifts rotating after several weeks. No employee gets the "good" or "bad" shifts here, and every worker has to work day, night, and afternoon shifts. There are several variations of the 24-hour rotating shift. You can keep the rotation constant; for instance, the shift changes weekly. However, this can be hard on employees as their bodies continuously try to adapt physically and mentally. As the title suggests, a slow 24-hour rotating shift rotates slower, sometimes over months, so that employees can adapt to the shift change. Most restaurants and hospitality businesses maintain weekend rotation, where employees take a turn working weekend shifts. It is common in smaller firms where there is not enough staff. Finally, some businesses maintain partial rotating shifts where some employees have fixed shifts while others rotate.

3. Swing shifts

Swing shifts are for businesses where a steady output or coverage is inevitable, like in the manufacturing and mining sector. In the swing method, shift schedules for 24/7 coverage have different starting and stopping points. Employees don't have to stick to a set start-stop time. For example, instead of the usual 8-4, 4-12, and 12-8 shifts, the schedule can be 9-5, 11-7, and so on. Swing shifts are also implemented where an employee must be available to carry over one shift to the next. It makes shift transition smoother, like powerhouses or employees handling CNC machines in a manufacturing unit. However, keep in mind that swing shifts require more employees due to many staggered shifts.

4. DuPont Shift Schedule

The DuPont 12-hour rotating shift pattern requires four teams who will work in two 12-hour shifts to provide 24-hour coverage. Here, you are required to maintain a 4-week cycle where each team works 4 consecutive night shifts, followed by 3 days off duty, then 3 consecutive day shifts, followed by 1 day off duty. 3 consecutive night shifts follow this, and then 3 days off duty, works 4 consecutive day shifts, and 7 consecutive days off duty. In total, on average, workers work 42 hours per week in DuPont’s 24-hour shift schedule. One of the greatest per of this shift pattern is that employees get a week off each cycle.

Automatic shift scheduling with Truein

Without a doubt, managing a 24-hour shift schedule can be complicated. If HR managers are left with manual tools to make a 24-hour shift schedule, it can take a lot of resources and time. As you have to manage not only who is working but also at what times of the week they will be working, things can get tedious quickly. Truein is a complete attendance solution based on cloud infrastructure. It is a hardwareless time and attendance system that uses AI for intelligent shift scheduling. It helps to create shift patterns for 24/7 coverage. Managers can track workers in real-time. They can view the availability of the shifts for a particular shift to make the work schedule faster and easier than ever before. Plus, it offers premium scheduling controls such as auto assigning shifts to available staff in case there is a shortage of workers. For HR, it offers complete automation of leave and attendance management. It also easily integrates with the most popular payroll software, saving time and resources to pay workers.

Conclusion

With efficient shift schedules for 24/7 coverage, you can control labor costs, keep productivity high, maximize revenue, and keep employees happy. We hope this guide gave you enough information on how to make a 24-hour shift schedule.
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How To Make A Schedule For Employees

For any organization, employee scheduling is one of the core tasks. It is essential to ensure business operations are not affected and productivity is high. HR managers must know how to make a schedule for employees as it helps accurately anticipate staffing needs. It is also necessary to maximize productivity by scheduling correct shifts.

Since the pandemic, companies are witnessing a flux in employee schedules as businesses need to account for health and safety while scheduling the workers. As capacity restrictions became a norm for businesses, shifts had to consider safety requirements. When you are faced with a situation like you suddenly have to operate with 50% of the workforce strength, you have to make a firm schedule for employees to ensure productivity and revenues are not hit.

A combination of employee scheduling and strategic planning is required for any business to run smoothly. In this article, we are about to discuss how to create a schedule for employees that gives them flexibility without compromising revenues.

What makes a great employee work schedule?

Before we discuss how to make a work schedule for employees, it is crucial to understand what makes a great employee work schedule. Certain qualities of an excellent schedule for employees are standard irrespective of the industry and the size of the business.

Here are the features of a great employee work schedule:

  • It fills every shift without leaving any significant gaps in the schedule, ensuring that the business operates around the clock without understaffing.
  • It ensures that an appropriate number of workers are available in all shifts to complete the tasks. An excellent work schedule fills the needed positions.
  • Ensures that managers can see where each employee's schedule prevents accidental double shifting, that is, the same worker put in two shifts simultaneously.
  • It is also mindful of the limitations of the workers and shows managers and supervisors all the information they need to know to not over-schedule or under-schedule employees.
  • A quality employee schedule ensures each employee is working in the positions they are hired to do without any mixups.

These are vital considerations you must remember when making a schedule for employees. Now let's explore how to make a schedule for employees that can benefit your company and the workers equally.

How to make a schedule for employees

The tips we are about to share will help you steer clear of the common mistakes made while preparing a schedule for employees. A perfect work schedule maximizes efficiency and profits and keeps your staff happy. So, how to create a work schedule for employees that's a win-win?

Here's how you do it.

Plan what you need in the schedule ahead of time

When making a schedule for employees, anticipating and planning are the key. Checking the historical data ensures that an appropriate number of employees are available for the shifts when the production is high. Also consider leaves, holidays, weekends, and overtime to understand whether you will need more or less staff. It is a great way to conserve resources and save HR time that can be better invested in business growth and management.

Check old data and see the availability of staff

Staff availability is necessary to make employee scheduling work. You must review the old data and compare it with present attendance data to know when an employee is typically available for work. It will also help you understand when a team prefers to be scheduled. You can allow workers to choose their regular shifts or create open shifts through a scheduling app like Truein.

Truein helps managers to create shifts automatically based on the availability of the workers. It considers the leave data to ensure enough employees can fill the shifts' positions. It also allows creating overtime shifts. Managers can create and share shift schedules directly with the team through the Truein app on their phones.

You can avoid two major pitfalls when you ensure the staff's availability. There is never understaffing affecting productivity or customer service. Also, never too many employees report for duty affecting the bottom line.

Create a list of employees who can work extra shifts

Overtime scheduling is also an integral part of employee scheduling. While it is essential to know who is unavailable, you must also track who is available to work extra shifts. When you are already aware of who is available, it becomes easier to fill in the gaps whenever there are last-minute changes in the employee schedule.

Employees who are available for the extra shifts are usually the people who appreciate the chance to make extra money. You don't have to force workers who were not available to work overtime shifts. With this knowledge, you can prioritize your team's scheduling preferences and make them happier, boosting retention.

Creating and maintaining a list of employees and their availability makes a staff schedule efficient. It will also help if your planned schedule changes due to some emergency or a worker calling in sick.

Follow local rules and regulations

Labour laws and local regulations must be considered when creating the employee schedule. The local laws and regulations can affect how to create an employee work schedule. It would help if you considered the federal, state, and local laws regarding staff scheduling, such as breaks, overtime scheduling, overtime pay, and leaves. For instance, in India, employers must pay workers double-pay for the additional hours if they work more than a certain number of hours a day.

Some countries have laws restricting employers from scheduling shifts unexpectedly and imposing additional pay for late schedule changes. HR managers need to know the local rules and regulations regarding employee work schedules.

Use scheduling software to automate the process

There are too many variables to consider to create a schedule for employees. Manually keeping track of all the variables is tedious and time-consuming. A better alternative is to use scheduling software. Time tracking and attendance tools like Truein offer scheduling capabilities that can automate the entire process.

Truein is an AI-based facial recognition attendance system. It is designed to allow companies to track whether workers are working within the campus or on-site through GPS geofencing. Truein features employee time tracking and leaves management that enables managers to monitor the availability of workers at all times. It also has the option to customize 70+ policies like the overtime policy, attendance policy, and leave management rules. Workers can record attendance, report availability, and check shift schedules directly from their smartphones.

Publish it early and ask for changes

While predictive scheduling can help ensure the availability of the workers during shifts, it still needs planning. Also, it would help if you let employees know as early as possible about the shifts change. It is necessary to allow them enough time to adjust to the shift change.

The work situations evolve constantly, but you have to ensure that you publish the schedule in advance, so workers have a chance to review and share their feedback. Truein allows HR managers and supervisors to keep scheduling information up to date and accessible for all workers. It allows them to check the schedule changes as soon as they are made and prevents any requirement for manual print or emailing schedules. Also, employees are automatically notified whenever schedule changes, ensuring they are aware of the change.

Give your employees the ability to change their schedule

When you think about how to make a schedule for employees, you must consider the workers' participation. It is a straightforward way to allow employees to access and change their schedules and make things much less stressful.

As managers, when you allow participation of the employees in shift scheduling, you don't have to worry much about whether shifts are covered or if there is some confusion. Workers can check and accept schedules on their own. You must set some ground rules when you allow employees to alter their schedules. For instance, employees should provide a 24-hour notice for nonemergency schedule changes. In an emergency, you can pick the staff from the list of available workers.

This approach ensures workers feel in control of their time and are not stressing about unexpected or frequent schedule changes. Using applications like Truein is effortless as it allows managers to change and manage the worker's shifts. As workers can access shift schedules through the Truein app on their phones, they can easily keep track of shift changes or notify supervisors about any discrepancies.

Review employee schedule regularly

Often it is tempting to copy the schedule from the month or week before when no changes are expected. Businesses frequently change, so HR managers must review employee schedules regularly to ensure that they reflect the latest information and accommodate the needs of the work and employees. For example, when there is a change in production around a certain period, you will need to add it to the schedule to inform workers about it. You create a balanced employee work schedule with fairness, consistency, and flexibility. Effective scheduling not only increases the efficiency of the workforce but also reduces stress among workers.

Conclusion

An employee work schedule is an essential requirement for any organization. We hope this guide explains all the requirements and considerations you must take to make a schedule for employees. Truein is an excellent tool for automating employee work schedules and it eliminates manual time tracking and leave management. Furthermore, it easily integrates with most payroll software making it easier to calculate salaries and expedite paychecks.

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Rotating Shift – A Complete Guide

As a manager, an essential part of your job is to put the best schedule to allow workers to be more productive without overworking. But scheduling can get tricky when you move beyond the standard 9-to-5 work shift to accommodate increased demand. As the demand for production is increasing, and you need to make complex schedules, many things must be considered. If you cannot correctly schedule shifts, workers might complain. Poorly designed shifts can cost physical and mental pain to the employees. Also, a few absences can fail the entire shift without proper planning. HR managers need to learn about rotating shifts and how to prepare one effectively. In this article, we are about to discuss how to create a rotating shift schedule depending on the company's nature of work. We will focus on tips on how you can create a rotational scheduling system that protects workers' health and productivity and benefits your organization in the long run.

What are Rotating Shifts?

Rotating shifts are simply schedules that regularly change over time. The most common example of rotating shifts is how workers work in the manufacturing industry in the country. Most production workers have rotating shifts in which they work six days a week between night and day shifts. In other sectors, such as construction and mining, workers work eight-hour shifts that rotate from 6 AM to 2 PM, 2 PM to 10 PM, and 10 PM to 6 AM. The workers switch between the shifts weekly, so they are not overworked, and the production continues without a break. Rotating shifts is supposed to help workers have a better work-life balance, but more often, it isolates them. An employee rotation schedule requires workers to reconfigure family responsibilities and reset sleep schedules, making it difficult to have a social life and connect with friends. This can lead to isolation and a lack of human connection. HR managers must be careful while creating rotating shift schedules as researchers suggest that poorly planned rotating shifts can cause severe mental and physical health risks such as weight gain, insomnia, depression, and anxiety. Given the magnitude of the dangers involved for workers working in a rotating shift, managers must do everything possible to ensure the safety and well-being of the employees. It is interesting to note that even with such risk associated with rotating shifts, a large workforce works in such schedules. According to a study by the Bureau of Labor Statistics, an estimated 2.4% of the working population works rotating shifts. Let's examine rotating shifts' ins and outs to understand why companies make employee rotation schedules.

Why is a rotating shift required?

For many businesses, it is vital to maintain 24-hour operations to deliver customer service. Industries such as transportation, manufacturing, hospitality, customer service, construction, etc., usually require staffing outside the traditional 9-to-5 schedule. These organizations rely on rotating shifts to meet their staffing demands. Rotating shifts are also required when employees need to be trained about different facets of the business. For instance, in manufacturing industries, employees might need to be prepared to work on the floor, do maintenance work, and if the situation requires operating CNC machines. Making them work through rotating shifts trains them in all these domains.

How do rotating shifts work?

A rotating schedule does imply changed shifts, but it is done cyclically. Your company can schedule a morning shift, an afternoon shift, an evening shift, and an overnight shift. You can create an employee rotation schedule to allow workers to work each shift over time so you can maintain business operations 24/7. A rotating schedule means that workers will work in a particular shift over a set amount of time. It depends on the business nature and preference of how workers are rotated through the shifts. Managers can decide how to make a rotating schedule - whether they want to put employees on a rotating schedule in which they work the same shift on different days (rotation of days), or they want employees to work in various shifts (rotation of time). Here it would be best if you remembered that the more cyclical the rotating shift would be, the easier it will be for employees to balance their work and personal life.

4 Different types of rotating shifts

Over the years, human resource professionals have created several types of rotating schedules. Depending on the management practice, your company can benefit from one or more types of rotating shifts. It's a good idea for HR managers to familiarize themselves with several types of rotating shifts. This gives them a view to understand various styles of employee rotation schedules and choose one that best works for their organization.

1. The Pitman Shift Schedule

In the Pitman shift schedule, the employees get every other weekend off to have time to participate in some family and social events during regular hours. Here the ships are 12 hours long and have four teams working in rotation. To avoid overworking the employees, the workers usually work no more than three days in a row. Here is an example of the Pitman shift schedule pattern:
  • Two shifts on, followed by two days off
  • Two shifts on, followed by three days off
  • Three shifts on, followed by two days off
When the two-week cycle is complete, workers switch timing; that is, the workers start working night shifts and vice versa.

2. The DuPont Shift Schedule

Like the Pitman rotating shift, the DuPont shift schedule also involves four teams working 12-hour shifts, but the employee rotation schedule is a bit more complex. In DuPont, this shift rotates from day to night in a four-week cycle. Here's an example:
  • Four-night shifts, then three days off
  • Three-day shifts, then one day off
  • Three-night shifts, then three days off
  • Four-day shifts, then seven days off
Here you will notice that there are consecutive offs because the scheduling might be a bit hectic, but the DuPont system allows workers enough time to recharge by offering multiple days off. At the end of the cycle, these off culminate into a week-long break. Managers should be careful with the DuPont shift schedule. Here workers get more flexibility in their daily lives and spend more time with family and friends, but the trade-off is more demanding hours at work. It might suit some nation workers who don't mind working extra hard instead of more time off.

3. The 2-2-3-2-2-3 shift schedule

The 2-2-3-2-2-3 schedule is a rotating shift that follows a 28-day cycle. In this schedule, 12-hour shifts are rotated in the following pattern:
  • Three-day shifts
  • Two days off
  • Two-day shifts
  • Three days off
  • Two-night shifts
  • Two days off
  • Three-night shifts
  • Two days off
  • Two-night shifts
  • Three days off
  • Two-day shifts
  • Two days off
The benefit of this rotating schedule is that worker gets frequent time off without having to work more than three consecutive days. Examples of the rotating shift schedule of this style can be found in the construction and healthcare industry, where employees have demanding 12-hour shifts followed by multiple days off.

4. Southern swing schedule

The Southern swing rotation shift is a schedule that uses three eight-hour shifts throughout the month for four teams. Here is how this employee rotation schedule works:
  • Seven-day shifts
  • Two days off
  • Seven-day shifts
  • Two days off
  • Seven-night shifts
  • Three days off
One of the most significant benefits of the Southern swing schedule is that workers have to work eight-hour and 10- or 12-hour shifts like other rotating shift schedule examples.

Rotating shift schedule examples

Managers are only limited by their imagination to configure rotating shifts. There can be hundreds of ways to manage employee rotation schedules. You can choose to schedule it from day to day, week to week, or month to month. However, the most common practice is to create a rotating shift schedule as eight-hour work shifts, 9 or 10-hour work shifts, and 12-hour work shifts. An eight-hour employee rotation schedule is the best for companies within staffing to create three teams that can work in rotating shifts. It allows companies to keep productivity high without compromising the health or ability of the workers. Managers can schedule eight-hour shifts in the following ways:
  • Morning: 6 AM to 2 PM
  • Evening: 2 PM to 10 PM
  • Night: 10 PM to 6 AM
  • Morning: 7 AM to 3 PM
  • Evening: 3 PM to 11 PM
  • Night: 11 PM to 7 AM
  • Morning: 8 AM to 4 PM
  • Evening: 4 PM to 12 AM
  • Night: 12 AM to 8 AM
For industries where workers must be on the floor for longer hours, 9- and 10-hour rotating shifts are good. Here there is an overlapping between two teams of workers so that the relieving team can hand over work to the reporting team in time. Here are some examples of 9 and 10-hour work shifts.
  • Morning: 5 AM to 2 PM
  • Afternoon: 12 PM to 9 PM
  • Night: 7 PM to 5 AM
  • Morning: 5 AM to 3 PM
  • Afternoon: 1 PM to 11 PM
  • Night: 10 PM to 8 AM
The simplest to manage and schedule is the 12-hour rotation shift. You can schedule it as a day or night shift only. For example:
  • Day: 6 AM to 6 PM
  • Night: 6 PM to 6 AM

Which industries use rotating shifts?

Companies that require 24/7 staffing use rotating shifts to ensure that the business operations are running smoothly at all hours without overworking the workforce. Some of the common industries that implement rotating shifts are: Manufacturing: Often, the manufacturing industries require workers such as assemblers and production managers to work shifts to increase output. Healthcare: Doctors, nurses, lab technicians, and hospital administrators are required to work in rotating shifts to ensure that medical care is available for patients around the clock. Transportation: Logistics companies require employees to work in shifts to make their services available to the customers at all hours. Retail employees: Sales and marketing staff at retail stores and 24/7 convenience stores often work on rotating shifts. Hospitality: Hotels and resorts operate 24/7, and to offer undisruptive services and accommodate guests, hospitality employees follow rotating shift schedules.

Advantages of rotating shifts

Rotating shifts can benefit both companies and workers, provided managers know how to create rotating shift schedules that can positively boost productivity. There are several benefits of rotating shift schedule, including:
  • Increased output productivity
  • Unbiased and consistent sharing of unpopular shifts
  • Efficient sharing of skill sets among various shifts
  • Better interaction and relationship between employees working in different shifts
  • Increased customer service and convenience
  • Skill development of the employees as they perform additional tasks in extra shifts
  • Increased business operations knowledge
  • More variety in tasks keeps the workforce engaged
  • Better work-life balance

Disadvantages of rotating shifts

  • Some workers prefer consistent fixed work schedules and plan their life around them. Putting such workers in rotating shifts disturb their lives.
  • Keeping track of the rotating shifts and scheduling other tasks of the day needs regular attention.
  • There are mental and physical impacts of working late shifts or frequent shift changes on workers' health.
  • Forced circadian rhythm changes due to night shifts can cause sleep deprivation and gastrointestinal and cardiovascular disorders.

How to handle rotating shifts effectively?

Rotating shifts are not a challenge for the workforce but managers as well. There are so many factors to consider. Most HR managers recommend that rather than the evening to day rotating shift schedule, turning shifts from day to evening to overnight is better. After a plan for the employee rotation schedule is made, it is essential to provide training to prepare workers for the rotating shift, such as going to bed early, taking power naps, frequent 5-minutes breaks, etc. Ask employees for their shift preferences and try to accommodate these requests whenever possible.

Use scheduling software

It is challenging to keep track of rotating shift schedules as the changes are frequent, and you must keep track of all the employees. Therefore, it is required to use a scheduling software such as Truein that can help with shift management. Truein is a complete time and attendance system with shift management that makes it incredibly easy to maintain rotating shifts. It comes with advanced features such as multiple shift management, automatically notifying employees about changes in their shift, easy access to schedules from smartphones, an easy process to switch shifts, and monitoring employee hours.

Conclusion

For some companies rotating shifts is a necessary evil. Good managers can help eliminate employee shift rotation's physical and mental side effects by adequately planning and scheduling shifts using software like Truein.
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Shift Rostering Benefits & 5 Ways for Organizations To Optimize Employee Shift Management Effectively

As businesses are embracing digital transformation, they are expanding beyond geographical boundaries. The traditional 9 to 5 hours for companies with global customers are not sustainable anymore. To offer round-the-clock service, companies need to employ shift management.

Shift rostering is becoming popular among employees as it allows them to work outside the conventional 9-5 schedule. Shifts are crucial for prompt customer care, continuous business operations, and avoiding any service gaps.

In this article, we will explore shift management and its benefits.

What is shift rostering?

A shift roster also known as shift management is a schedule that determines the hours of work or ‘shift’ that employees should work for in a company. It typically includes a list of employees and information regarding their schedules, such as the timing, location, and responsibilities. Most companies use shift management to ensure that each shift has an adequate number of employees. It is necessary to ensure that the productivity remains the same and the work distribution is even.

When there is a larger workforce or multiple shifts, problems can often occur, and shift management helps spot the issues.

Importance of shift rostering for a company

Employers can use shift management to get high productivity from employees in each shift. If you are not already using shift rostering to manage workers’ schedules, you miss several benefits of shift management.

1. Well-managed shifts allow employee flexibility

Employees value flexibility, and ever since the pandemic struck, employees have wanted flexibility more than any other thing in a job. According to a survey, 63% of employees want more flexibility in their careers. Work shifts allow employees to manage their time better. Employees with childcare responsibilities want early shifts, while university students might wish to go for evening shifts. Well-managed shifts let employees manage their time well, reducing the attrition rate.

2. Increase productivity and company growth

When employees work in shifts, they are not over-worked or burdened with tasks due to uneven work distribution. It makes them more productive and prevents employee burnout. Also, companies can use shifts to stay open for longer and be well-staffed to increase output and revenues. It leads to company growth.

3. Help reduce labor costs by saving overtime

Overtime is a significant cost for businesses. Most companies report that the overtime budget comprises 10% to 15% of their annual budget. With effective shift planning, companies can tailor the staff number as per their need in shifts. For example, a company can divide a workforce of 60 into three shift rosters of 20 employees. Then the shift hours can accommodate peak hours and ensure that the maximum number of employees are available at these hours. Such a shift management system will help reduce labor costs without compromising efficiency and productivity.

Shift management is essential, but most managers think shift rostering is about letting staff know the number of hours they need to work. It is this thought process that prompts them to do shift rostering manually. Unfortunately, manual shift rostering can be highly challenging.

Why manual shift rostering is a problem?

According to a study, most companies with manual shift management spend 19,741 person-hours every year on it. Manual shift management relies on human intervention. Every change and following updates in the roster are done manually. It is challenging to plan the roster every time there is a change as it is highly time-consuming.

Furthermore, when no automated system exists, HR managers cannot keep track of who is working and who’s not in real-time. It also makes it challenging to manage shifts, and check the absentees manually.

Manual shift management is rigid; any shift change will require hours to rearrange the entire roster. It also makes frequent shift swapping tedious. Also, with no central data storage or tools to extract the data, HR will depend on worksheets to make resource management decisions. It is time-consuming and leads to frequent errors in shift management.

How to optimize shift management effectively

As manual shift management is not sustainable, companies need automated solutions to optimize and improve shift rostering. Here are some benefits of such optimization:

1. Plan shift requirements in advance

Effective shift management is about timing. To reduce the number of absentees and absence requests, you must provide them with the work schedule ahead of time. When you plan things like the number of shifts, no. of employees in each shift, and the work, you allow enough time for employees to prepare for their shift.

This flexibility is essential to give plenty of room and avoid last-minute scrambling. Managers must focus on shift planning to reduce the overall stress and tension associated with last-minute schedules. It does not have a positive impact on employees.

Plan Shifts in Advance in Truein Dashboard

2. Use automated tools to manage shifts

Digital transformation of businesses is essential, and so, when companies embrace technology, they become adaptable and future-proof. For schedule management optimization, companies can use scheduling software solutions like Truein.

Today, flexible and user-friendly automated tools are available that HR managers can use to manage shifts. Paper tables and spreadsheets are outdated; automated tools help companies optimize their shift planning and reduce costs and workforce overheads.

Assigning Shifts In Truein Dashboard

3. Plan the schedule in the software or tool

Manual shift planning adds much overhead for both employees and managers. For instance, if an employee requests a shift change, he will put a request manually in the absence of software or tool. Then the manager has to review and approve the request manually. But somewhere along the way, the request can be forgotten or miscommunicated. A tool or software can make the entire scheduling process quick and effective.

Auto Assign Shift Feature in Truein Dashboard

4. Track employees

Managers can quickly identify absentee replacements, track employees in real-time, and handle shift swaps and approvals when the company has software for shift management. For instance, Truein has options to optimize resource allocation by tracking employees. It allows planned work distribution among available employees in a shift.

5. Detailed report of the roster

Most shift rostering software provides reporting features. From a central dashboard, managers can view and generate reports like the number of shifts, employees, detail of employees, etc. These detailed reports help optimize company resources and boost productivity.

Download detailed shift reports from Truein dashboard

Truein for ultimate shift management

Truein is an AI-based touchless face recognition attendance system that offers shift rostering capabilities. It is designed for businesses of all sizes and has brands like Tata 1mg and Godrej as clients.

Whether a company wants a shift management solution for employees, contractual workers, or distributed workforce, Truein can accommodate all requirements.

It requires no additional hardware as employees can download the app on their smartphones while managers can track and manage employees and shifts from a central dashboard from their mobile or laptop screens.

Some features that make Truein stand out:

  • It auto-assigns shifts by detecting the arrival time of an employee. There is no need to prefix the roster.
  • It allows multiple shift tracking, i.e., employees can break the total duration of their shift into various shifts.
  • Managers can manually change shifts anytime.
  • Shift rostering analytics and summary are available in the central dashboard.
  • Entirely customizable-employers can configure the shift timing, weekly rotational off, leaves, etc., as per their company policies.

Conclusion

If you don’t want managers to waste a lot of their working hours on shift planning, you need to deploy an automated shift rostering software solution. Truein is an all-in-one shift scheduling & employee attendance management app that businesses of all sizes can use to manage their employees from one place.

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How to make shift scheduling and job mapping a breeze?

If you run an organization that requires workers to come in at different shifts, it can be a hassle to track their shifts and attendance. Often the HR or admin department uses a manual register to allocate shifts - morning, evening, general and so on. Staff often changes their shift based on personal situations too. It is difficult to sync that with attendance machines and there is a manual reconciliation required at the end of the month. The entire process is tedious and cumbersome, to say the least. 

If you’ve been suffering from this, you will be delighted to find an easy and technological solution. 

Upgrade to Truein shift scheduling

The Truein face attendance system comes with a powerful web dashboard and advanced shift rostering features. Here is how it works:

  • The admin can upload a spreadsheet with shift details for the entire staff in one go in the Truein dashboard 
  • Alternatively, the admin can assign shifts individually to every worker from the web dashboard 
  • The workers’ face attendance everyday will get mapped against their allocated shift 
  • It is also possible to schedule shifts automatically based on attendance. In other words, if a worker punches attendance during general shift timings, the system will automatically assign general shift to him. 

Get the Truein job mapping feature

If you activate job mapping, every worker will have to select his job ID at the time of attendance. If his job ID gets wrongly selected, the admin will have the rights to change it from the web dashboard. This ensures attendance is linked to job IDs.

Why should you link an attendance system with shift scheduling and job mapping features?

Make it fool-proof: An attendance system has critical records about a worker’s in-time, out-time, hour clocked, leaves, overtime and so on. It is important from a compliances stand point and also from remuneration point of view. It should not be left to manual syncs and reconciliations. When you automate everything, you can be assured of an audit trail too. 

Make it convenient: It is easy for everyone to view their allocated shifts through the Truein face attendance system. The admins can focus on the more important tasks and let Truein automatically allocate shifts or track assigned shifts. 

Get powerful analytics: When you do job mapping and shift scheduling through the attendance system, you are recording critical data on a daily basis. It builds into our powerful analytics and reports. You can see insights around:

  • How many workers are coming in their allocated shifts?
  • Which shifts have least or most attendance?
  • Which shifts have overtime issues?
  • Which worker or department needs to be appreciated or warned?

All of it can be viewed in real-time by the employer as well as the workers in the web dashboard or the mobile dashboard. Critical decisions need not wait until the end of the month; the organization can be more agile. 

Meet compliance standards: Time tracking is an important legal requirement as well. Compensation may vary depending on shifts - night workers may have higher hourly pay for instance. The overtime rates may also vary based on shifts - weekend rates may be higher. All of this can be managed from one powerful Truein system. The time and location stamps are tamper-proof. They are not dependent on the user’s system but on our servers. So, they can be used for all audits. 

Never again go the manual way

Truein face attendance system has been tried and tested by big brands across the country with large shift-based staff. We’ve fine-tuned the system through many years to make it powerful and useful. Experience the power of linking everything - face attendance, time-tracking, overtime policy, shift scheduling, job mapping, leave management and more. 

It can all be exported into one master sheet which can feed into your remuneration and audit reports. 

Got questions? Schedule a demo with our team and experience Truein first-hand. 

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