Shift management basics
Shift management includes a variety of schedule organization-related tasks that can help ensure your business is fully staffed with workers who are well versed in their roles and responsibilities. Activities that fall under shift management include organizing employee vacation time and paid time off (PTO) and setting aside time for new worker training, all while keeping shift overlaps in mind.
Benefits of effective shift management
Advantages can abound for companies using good shift management techniques, whether they’re dealing with employees at a physical location, remote workers or hybrid teams. Many of these benefits are interrelated, which reinforces the need for reliable workforce management when you’re looking for simple ways to make your company thrive.
Economical labor costs
Having the right number of staff can help your business make the most of its labor force while keeping costs optimized. If you have too many employees on the schedule, you risk workers doing too little on your company’s dime. Likewise, having too few workers on deck can mean that quality and customer service suffer. Good shift management requires a clear analysis of the amount of work that needs doing per shift and how many people at various skill levels it takes to get it done.
Lower turnover rates
Happy employees tend to stay put, and good shift management can help keep them content by making sure they’re not under or overworked. The shift’s management can ensure employees have consistent hours every week and opportunities to take paid time off (PTO) days they’ve accrued. This high level of predictability can also improve the cohesiveness of teams because everyone knows what to expect from their respective workdays, which usually enhances the morale of existing employees.
More predictable performance
Good shift management pairs up employees who work well together to create reliable teams with more predictable performance. For example, you might utilize employees who turn out quick work with more detail-oriented personnel to look over their finished results, which maintains an efficient work environment without compromising quality. Shift management that takes into account individual personalities and who works well together can also make it possible to estimate turnaround timelines for team projects.
Customer satisfaction improvements
Businesses with customer-facing departments can benefit most of all from effective shift management because first impressions last a lifetime. Well-managed shifts with friendly, knowledgeable employees on hand to answer questions, allay concerns and check on logistics, among other duties, can help make customers feel comfortable, in control and heard. These are essential ingredients in creating long-term customers.
Reduced safety concerns
A good work/life balance with ample recovery time between shifts can make your workplace a safer place. Shift managers in manufacturing facilities can also foster a safer working environment by ensuring experienced staff is on hand to supervise employees with less experience and confidence and help train new workers. Additionally, consider having at least one person who’s taken occupational safety classes on each shift in case emergencies requiring first aid or evacuation occur.
Effective shift management essentials
Effective shift management starts with planning that ticks off all the right boxes, but retains flexibility when things go sideways. These key facets of shift planning can simplify the process and help your company operate smoothly while ensuring high worker morale levels.
Hire dependable employees
Dependable employees aren’t always the best or the fastest, but they’re the ones who show up on time every day and commit to growth, improvement and teamwork. With that in mind, a big part of effective shift management is understanding how to make the best use of your employees. Quicker employees with extroverted natures, for example, are usually a better fit for customer-facing roles, while more meticulous and introverted workers typically work well within support staff. These roles complement each other in a cohesive team, so neither should be treated like they’re more or less important to your organization.
Have clearly defined policies
A business can run smoother when employment policies are clearly defined in an employee handbook that shift managers and workers have access to. This policy guide should cover everything from how staff members should interact professionally to how PTO days are scheduled and call ins are handled when workers don’t have or are out of sick days. By clearly defining your policies and putting them in writing, everyone can understand how to deal with various situations without conflict or drama.
Maintain open communication
When employees know their shift’s management personnel are always ready to answer questions and listen to concerns, they tend to stay happy with their jobs. In turn, having your expectations and the responsibilities of each employee laid out clearly can help reduce misunderstandings. Human resources should also have shift management tools in place that display workday calendars clearly, with access provided to both managers and workers. These types of software options include workforce management tools like Microsoft Teams and NOVA time.
Show employees appreciation
Employee morale can be a huge factor in your business’s success, and showing your workers appreciation can help keep those levels high. Catered meals, pizza parties and other small rewards can help them feel good about coming to work because your company culture shows you care about their contributions. Other ways to show appreciation can include hosting events for workers and their families, awarding surprise bonuses for productivity and posting recognition on your business’s social media accounts when teams meet or exceed their goals.
Shift management planning
Successful shift management often comes down to sound planning. You can use these principles to guide you in creating schedules for shifts.
Know who’s available
Knowing who’s available at what times can help improve shift planning. Effective scheduling means ensuring everyone gets the hours they want, within reason, and that often comes down to timing. For instance, some workers may prefer mornings, while others prefer evenings. Managing shifts effectively involves scheduling those employees accordingly while adhering to any management-approved limitations or restrictions laid out at the time of hire or due to a change in circumstance.
Schedule who you need
When you run a dining establishment or customer-facing business, knowing who you need to have on deck at key times can be just as important as understanding employees’ schedules. Certain times may be busier than others, making it vital to schedule staff for those hours who can handle theuptick in volume. Likewise, to optimize your labor costs, you might schedule those better at tasks like stocking at times when there are usually fewer customers.
Comply with legal requirements
Employers have an obligation to follow an array of local, state and federal labor laws, so scheduling should take these laws into account. These regulations can include meeting minimum wage levels and overtime pay requirements while providing mandated breaks. Other facets include familiarity with the Family Medical Leave Act (FMLA) and how holiday pay and PTO are handled. Staying compliant can help you avoid potential penalties and fines, so anyone making schedules should have training in employer legal requirements.
Consider employee morale
Assigning too many hours to individual workers can leave them tired and less likely to pay attention to details, while scheduling them for too few hours may have them looking for greener pastures. Successful and effective shift management planning means balancing the needs of your business with employee morale. Taking worker needs and feelings into account can sometimes make the difference between having a happy, productive staff or making do with new trainees due to high turnover rates.
Stay organized yet flexible
Even the best planning can fail in the face of emergencies, so it helps to build in room for adaptation when things go wrong. It may not be the end of the world if an otherwise smooth-functioning team has an absence, especially when you’ve planned on such occurrences by keeping a list of workers who don’t mind being called to come into work on such occasions.
Effective shift management is vital for any successful business. By using these principles and strategies, your company can boost productivity while optimizing labor expenditures and keeping employees’ work/balance at healthy levels. With a little experimentation, analysis and creativity, you can find the right balance for teams on every shift.
Effective shift management FAQs
What is a shift management tool?
A shift management tool is software that lets managers easily schedule, publish and print out workers’ hours. Modern options are typically mobile-friendly and have different permission levels within the interface so workers can view the hours they’ve previously worked and request PTO days. Many options include payroll integration, tools for analytics and reporting, and shift swap and coverage features.
What should companies look for in shift managers?
Shift managers are professionals who oversee business operations and staff during their shifts. They can have a variety of duties, including ensuring inventory stays stocked, work gets delegated to the right employees and resolving problems that arise during their respective shifts. These duties require someone with a strong attention to detail, ability to effectively manage people and the skill to troubleshoot areas key to your particular industry.
