24-Hour Shift Scheduling Tips & Templates for New Zealand Teams

Managing a 24-hour shift schedule is crucial for companies that operate around the clock, like hospitals, security firms, transport services, and factories. With 24/7 operations, the importance of well-structured shifts can't be exaggerated. Poor scheduling can lead to staff burnout, operational inefficiencies, and issues with legal compliance. On the flip side, a solid 24-hour shift schedule ensures smooth operations, optimal productivity, and happy employees.

24-Hour Shift Schedules Concept

Companies running all day need reliable 24-hour shift schedules to cover every hour. A key part of such scheduling is ensuring there are no operational gaps while also looking after employees' well-being. This involves spreading work hours across different shifts among workers, whether they're rotating, fixed, or split. By doing so, businesses can continue smoothly while giving employees the rest and work-life balance they require. Scheduling can become a huge admin challenge, especially when done manually. Without automated tools like Shifton, businesses may find it tough to handle overlapping shifts, shift changes, and labour law compliance. With advanced scheduling software, businesses can create a well-balanced 24-hour shift schedule that's both flexible and compliant with the law.

What is a 24-Hour Shift Schedule

A 24-hour shift schedule is a work arrangement where employees work in shifts to cover a full 24 hours each day. It's common in industries like healthcare, policing, emergency services, and transport, where operations must continue non-stop. These schedules can vary significantly depending on business needs, with common shifts being 8, 10, or 12 hours long. But how do 24-hour shifts work in practice? Employees are split into teams, with each team assigned to a shift covering part of the day. Shift schedules usually fall into these categories:

• Morning Shift covers the first part of the day, typically from 7 AM to 3 PM.
• Evening Shift takes over after the morning shift, running from 3 PM to 11 PM.
• Night Shift, also called the 'graveyard shift', covers the late hours from 11 PM to 7 AM.

Key Elements of a 24-Hour Shift Schedule

The success of a 24-hour shift schedule relies on careful planning and management. Here are a few main factors that determine its effectiveness:

1. Depending on the industry and what the business requires, shifts may last 8, 10, or 12 hours. While 8-hour shifts offer a better work-life balance, 12-hour shifts reduce the number of handovers but might increase staff fatigue.
2. Making sure staff have enough rest between shifts is vital for avoiding burnout and ensuring sustained productivity.
3. The schedule must ensure that crucial roles are covered across all shifts, particularly during peak hours or emergencies.
4. Some schedules rotate staff through different shifts, while others keep them on the same fixed shifts. The right choice depends on business needs and what employees prefer.

Challenges of Implementing 24-Hour Shift Schedules

Though 24-hour shift schedules are essential for many businesses, they come with unique challenges. Efficient implementation requires considering employee well-being, labour laws, and operational needs.

1. Employee Fatigue

Long hours, especially overnight shifts, can lead to physical and mental fatigue. Without adequate rest, staff might experience burnout, drop in productivity, and a higher risk of errors. Night shifts, in particular, disrupt circadian rhythms, making it harder for workers to stay alert.

2. Compliance with Labour Laws

Labour laws vary by region, but they typically regulate maximum working hours, mandatory break periods, and overtime pay. It's essential for businesses to comply with these laws when setting up a 24-hour shift schedule, as violations can lead to legal penalties and strained relations with staff.

3. Communication Challenges

In a business with multiple shifts, keeping communication effective across teams can be difficult. Staff on different shifts might have limited interaction, which can cause misunderstandings or missed updates. Making sure staff are informed about their schedules, tasks, and any changes to company policies is crucial for the smooth running of 24/7 businesses.

4. Gaps in Coverage

Another common challenge is ensuring full coverage of all shifts. Poorly managed schedules might leave some hours understaffed, causing service disruptions. Managers must carefully plan shifts to avoid overlaps or gaps in coverage, especially during key periods.

Types of 24-Hour Shift Schedules

There are various types of 24-hour shift schedules, each designed for different business needs. Choosing the right schedule depends on factors like how many employees there are, the nature of the work, and the level of coverage required.

Rotating Shifts

A rotating shift schedule allows staff to work different shifts on a recurring basis. This means that one might work the day shift one week, followed by the night shift the next. Rotating shifts are particularly helpful for fairness, as they spread undesirable shifts, like night work, evenly among staff. Rotating shifts also give employees the chance to experience different times of the day, which can lead to greater job satisfaction. However, they can also disrupt employees' personal lives, especially when the rotation includes night shifts.

Fixed Shifts

In a fixed-shift system, employees work the same shift every day. This could mean working only during the day, only at night, or only in the evening. Fixed shifts provide stability and consistency, allowing staff to plan their personal lives more easily. However, fixed night shifts can still lead to long-term health issues, as consistent night work can interfere with sleep patterns.

Split Shifts

A split shift divides the workday into two separate periods, allowing employees a long break in between. For example, an employee might work from 6 AM to 10 AM and then return for a second shift from 4 PM to 8 PM. Split shifts offer flexibility but can disrupt daily routines and lead to increased travel time for employees.

Tips for Managing 24-Hour Shift Schedules

Creating and managing an effective 24-hour shift schedule requires a mix of strategy, tools, and communication. Here are some practical tips to help manage your 24-hour schedule more effectively:

Optimise Staffing Levels

Not all hours of the day require the same number of staff. For instance, hospitals may need more staff during peak hours, while a security company might need more personnel at night. Analysing historical data on demand and workload can help determine optimal staffing levels for each shift. But how do 24-hour shifts work in such cases? By using data-driven insights, you can avoid overstaffing during low-demand hours and understaffing during peak times, maximising operational efficiency. By regularly evaluating staffing needs, you will ensure that the right number of staff are available at all times, preventing burnout while keeping operations smooth.

Ensure Sufficient Rest Periods

Fatigue is a significant concern when managing 24/7 rosters. Employees working long shifts or irregular hours are more prone to mistakes, accidents, and health issues. Make sure your employees have enough rest between shifts to maintain their health and productivity. Most employment laws require compulsory rest periods between shifts. For example, many regions require at least an 11-hour break between shifts. By incorporating these rest periods into your roster, you can prevent employee burnout and ensure compliance with employment laws.

Use Rostering Software

Manual rostering is not only time-consuming but also prone to errors. That's where rostering software like Shifton comes in. With Shifton, you can automate shift creation, manage shift swapping, and ensure compliance with employment regulations. Shifton's powerful features, such as pre-made templates and shift notifications, make it straightforward to manage even the most complex 24-hour shift roster. The platform’s ability to optimise shift assignments based on employee preferences and qualifications also ensures a more efficient and satisfied workforce.

Communicate Clearly with Employees

In a 24/7 operation, clear communication is crucial to ensure seamless transitions between shifts. Employees need to be notified of their rosters well in advance and updated about any changes. Tools like Shifton can automate communication, ensuring that employees receive real-time updates on their shifts via email or mobile notifications. Good communication not only improves rostering efficiency but also fosters better relationships between management and employees. When employees feel informed and involved, they're more likely to be engaged and motivated at work.

Examples of 24-Hour Shift Rosters

Let’s look at some real-world examples of 24-hour shift rosters that are commonly used across various industries. These examples show how businesses can structure their shifts to maintain around-the-clock coverage.

Example 1: 4-On, 4-Off Roster

In the 4-on, 4-off roster, employees work four 12-hour shifts consecutively, followed by four days off. This roster is particularly popular in industries that need constant staffing, such as manufacturing and emergency services. Pros:

• Allows for long rest periods between workdays.
• Provides employees with more days off, leading to better work-life balance.

Cons:

• Longer shifts can lead to fatigue, particularly during night shifts.

Example 2: DuPont Roster

The DuPont roster is a rotating shift pattern used in industrial settings. It covers 24-hour shift rosters using four teams and follows a cycle of 12-hour shifts over four weeks. The typical cycle includes:

• 4 day shifts
• 3 days off
• 4 night shifts
• 7 days off

This setup allows employees to alternate between day and night shifts while enjoying longer periods of rest, such as the 7-day break every four weeks. Pros:

• Extended time off for recovery.
• Balance between day and night shifts.

Cons:

• Switching between day and night can be physically demanding.
• Long 12-hour shifts may cause fatigue.

Example 3: Pitman Roster

The Pitman roster is common in industries like healthcare, emergency services, and law enforcement. It divides the workforce into four teams working 12-hour shifts. Over two weeks, each team works:

• 2 days on
• 2 days off
• 3 days on
• 3 days off

This roster ensures continuous coverage and allows employees to alternate between day and night shifts while maintaining a reasonable balance between work and rest. Pros:

• Balanced work-rest cycle.
• Predictable, fixed shifts.

Cons:

• Switching between day and night can disrupt sleep patterns.
• Longer shifts can result in fatigue.

24-Hour Shift Roster Templates

Using customizable templates simplifies creating 24-hour shift rosters. Here are three practical templates that businesses can adopt and modify:

Template 1: 4-On, 4-Off Roster

• Type: Rotating 12-hour shifts
• Shift Hours: Day (6 AM – 6 PM), Night (6 PM – 6 AM)

This template provides continuous coverage with a straightforward rotation, offering employees four days of work followed by four days off.

Template 2: DuPont Roster

• Type: Rotating 12-hour shifts
• Shift Hours: Day (7 AM – 7 PM), Night (7 PM – 7 AM)

A more complex rotation, the DuPont roster gives employees regular rest periods, including a full week off every month.

Template 3: Fixed 8-Hour Shifts

• Type: Fixed shifts
• Shift Hours: Morning (7 AM – 3 PM), Afternoon (3 PM – 11 PM), Night (11 PM – 7 AM)

This template is ideal for businesses needing continuous 24-hour cover but preferring shorter shifts for employees, which can reduce fatigue.

Best Practices for Implementing 24-Hour Shift Schedules

Successfully implementing a 24-hour shift schedule demands careful management. Here are a few tips to ensure optimal results:

1. Conduct Regular Shift Audits

Assess your scheduling system regularly to ensure shifts are balanced and employees are well-rested. Look out for issues like uneven workloads or excessive fatigue, and make adjustments as needed.

2. Use Scheduling Software

Managing shifts manually is tricky, especially with rotating rosters. Automated scheduling tools like Shifton streamline this process, offering features like pre-made templates, compliance checks, and shift reminders. Shifton’s functionality rivals that of other tools at a more affordable price, making it a top choice for businesses.

3. Consider Employee Well-Being

Frequent night shifts or long workdays can lead to burnout. Managers should prioritise employee health by ensuring adequate rest, providing mental health resources, and keeping open lines of communication.

Conclusion

Managing a 24-hour shift schedule can be challenging, but using rotating or fixed shifts and advanced scheduling tools can significantly ease the process. Whether your team follows a 24/7 schedule or another roster pattern, using tools like Shifton ensures seamless scheduling and continuous coverage. Ready to streamline your shift scheduling? Book a demo today and see how Shifton can assist your business in managing its workforce more efficiently.