Employee scheduling is very crucial for managing the workforce in an organized manner. Even the most experienced managers can stumble upon to schedule the shifts. Devising a shift plan is daunting regardless of the employee count and the pressure rises with the increase in employee count. The skill of implementing the best shift plan can be mastered with the understanding of process and best practices. This blog clearly explains the method of assigning shifts from scratch. HRs and business owners trying to implement the right employee shift management strategy will find it helpful.
What is Shift Management?
The process of handling diverse working hours of the employees in any organization is called shift scheduling. It is important to balance the employee needs with business goals. From time attendance tracking to allotting the right resource and adjusting time, the employee is responsible for keeping tabs on everyone’s shifts.
Why is Shift Management Important?
The main aim of devising the shift plan is to track employee working hours and offer the right compensation without any conflicts. For tracking employee work hours, the management team should clearly inform about the working hours before the employees’ journey. When the employees are aware of the work schedule, it will be easier for them to plan their day ahead. In the long run, payroll management will be easier as the working hours records will be precise to calculate the salary.
Types of Shifts
When creating a work schedule, employers can include several shifts. It is vital to remember that the diverse types of shifts will be flexible and adaptable to the business needs. Below are the shift types that every employer / HR professional should know.
Full-time Schedule:
The full-time work shift requires workers to work forty hours per week. This shift is the best choice for companies recruiting permanent employees that consistently contribute to the company’s performance.
In return, workers acquire several benefits including health insurance, retirement plans, paid leaves, and more. Full-time positions offer stability for the employers and employees. This is why companies in various industries prefer the shift type that requires workforce with dedication.
Part-time Schedule:
Part-time shifts involve working lesser than 30 to 35 hours a week. The shift arrangement is suitable cafés, restaurants, retail stores, and other service-based businesses.
In such business settings, employers need workers to cover shifts and peak hours. However, sudden employee replacement doesn’t cause any disruption in usual operations. It gives a lot of flexibility to employees as they don’t have to stick around work for one-third of the day. Above all, they get the time to work around other personal commitments.
Fixed Schedules:
Fixed schedules are a common feature in many business settings. Employees work from 9 AM to 5 PM without deviation. The scheduling is essential in sectors like educational institutions and hospitals where time management is critical.
For instance, teachers should enter the school premises on time to start the classes without any delays. Similarly, in hospitals, doctors, nurses, and other healthcare professionals have to tag along with the strict timeframes. Fixed schedules are imposed in environments where every minute counts and efficiency are tied closely to time management.
Rotational Shifts:
Rotational shifts are essential in industries for the public well-being and safety. Healthcare, manufacturing, public safety, and other sectors should operate round the clock. However, it will be challenging for a single person to cover all shifts due to the physical and mental exhaustion in continuous working. This is why rotational shifts are executed in most organisations. Employees work through varied time slots to operate the business 24/7. This system allows employees to have breaks between shifts while maintaining the essential services the industry provides.
Split Shifts:
Split shifts divide a typical workday into two or more segments. This type of shift is commonly used in industries like transportation, where services must continue throughout the day but do not require continuous work from labourers.
For instance, a school bus driver may work a few hours in the morning when the classes start and return for another shift in the evening while the classes in the school finishes. This flexible structure ensures uninterrupted service while giving employees the opportunity to manage personal responsibilities during leisure time.
Seasonal Schedules:
Industries like tourism, agriculture and others have a higher demand during peak seasons. Seasonal schedules accommodate this demand by increasing the workforce during busy periods. For instance, summer or winter holidays in the tourism sector or harvest times in agricultural sector requires more staff than usual timing. These schedules ensure businesses can meet their seasonal demand for manpower, allowing them to operate efficiently when workloads are at their highest.
Compressed Workweek:
A compressed workweek allows employees to work a full week’s worth of hours over fewer days, such as forty hours in just four days instead of five days. This shift structure provides employees with an extended weekend, usually spanning three days.
While this flexible and improve work-life balance for employees, Indian labour laws may restrict such arrangements, as they generally do not permit companies to require employees to work more than ten hours per day. Nonetheless, compressed schedules are gaining popularity in some sectors as they offer an alternative to the traditional five-day workweek.
On-Call Shifts:
On-call shifts require employees to remain available to work during specific times, though they are not actively working unless called upon. This type of scheduling is common in industries like healthcare, emergency services, and IT, where immediate situations can arise unexpectedly.
While on-call workers may not have a set schedule, they must be ready to step in at a moment’s notice, ensuring that the business or service can respond quickly to any arising needs. This type of shift demands flexibility and readiness from employees and is essential in sectors where timely responses are critical.
The Role of Technology in Shift Management
Modern tech simplifies the complexities of employees shift management. These tools automate scheduling, track attendance, and integrate with payroll systems, reducing manual effort and increasing accuracy. Employees benefit from self-service options, allowing them to view their schedules, request shift changes, and apply for leave. By leveraging technology, businesses can ensure compliance with labor laws while optimizing resource allocation. Ultimately, time attendance software with shift scheduling capability enhances efficiency, making shift management smoother for both employers and employees, resulting in improved productivity and overall workforce satisfaction.
Wrapping up
Effective employee shift management is the backbone of smooth business operations across various industries. By understanding and implementing the right scheduling practices, companies can ensure that their workforce is optimized, productivity remains high, and employees maintain a healthy work-life balance. Whether dealing with full-time, part-time, rotational, or seasonal shifts, the key is to create schedules that align with business goals while considering employee needs.
DigiSME’s time attendance software includes advanced shift scheduling capabilities. Employers can create shifts and automate time tracking effortlessly. The software’s standout features are tailored to simplify shift management for companies across various industries, ensuring a seamless and efficient process.
