11 Key Steps to Improve Shift Planning & Employee Satisfaction in NZ

In today's business environment, effective shift management plays a key role in ensuring stability and productivity of the team. Proper scheduling can not only increase employee motivation, but also optimise work processes, minimising the risks of overload and underload. In this guide, we will present 11 basic steps that will help you organise shifts as efficiently as possible. These steps will allow you to improve understanding within your team, adapt to change, and enhance your overall customer experience. Dive into the details and create the perfect schedule to help your business succeed!

10 Key Benefits of Shift Planning

Shift planning is an important process to keep your team organised and ensure that tasks are completed efficiently. In this section, let's explore the top 10 benefits of proper shift management, which will help you understand why this aspect is so important for business success.

1. Save Time

Time efficiency is a cornerstone of effective shift planning. Here's how it plays out in more detail:

• Organised Workflows: By using a well-structured shift schedule, employees can seamlessly align their tasks without confusion. This orchestration minimises idle time, enabling workers to focus on their roles effectively.
• Automated Solutions: Advanced scheduling software automates the scheduling process, allowing managers to move away from manual, time-consuming methods. These tools not only create initial schedules but also offer quick, real-time adjustments as workloads change due to unexpected variables like absenteeism or fluctuating demand.
• Adaptability and Flexibility: In fast-paced environments, being able to adapt to changes quickly is crucial. Automated systems allow for swift reallocation of personnel based on immediate operational needs. For instance, if demand spikes suddenly, managers can easily call in additional staff or shift people from lower-traffic areas.
• Freeing Managerial Time: Managers often find themselves bogged down with administrative tasks. With automated scheduling, they can redirect their efforts towards strategic planning and leadership, concentrating on initiatives that can foster growth and innovation. This shift not only enhances their effectiveness but also boosts team morale as managers are more available for support and guidance.

2. Control Labour Expenses

Effective shift planning serves as a critical tool for managing labour costs, allowing for optimal budget alignment:

• Workload Assessment: A comprehensive evaluation of workload patterns enables managers to determine the exact number of workers needed at any given time. By aligning staffing levels with projected tasks, organisations may reduce the likelihood of overstaffing during slow periods or understaffing during peak times.
• Data-Driven Decisions: Utilising analytics can illuminate trends in labour costs, revealing areas where expenses may be trimmed. For example, historical productivity data may highlight certain shifts where overtime hours are excessive. With this insight, management can make informed decisions about staffing levels, potentially reducing unnecessary hours while maintaining service quality.
• Prevention of Burnout: Effective scheduling not only controls costs but also enhances employee well-being by distributing workloads evenly across shifts. This approach minimises the risk of burnout and associated absenteeism, which can lead to unexpected labour costs and reduced productivity.
• Budget Maintenance: Having a clear picture of labour expenditures helps in crafting more accurate budgets. When you can predict the labour costs based on optimised schedules, it becomes much easier to stay within financial constraints and avoid unexpected expenses.

3. Increase Productivity

The interplay between shift planning and productivity is essential to any successful organisation:

• Optimal Work Hours: Scheduling workers during their peak performance times—such as aligning shifts with their natural energy peaks—maximises engagement and output. When workers feel their personal preferences and biological rhythms are acknowledged, they tend to be more motivated and productive.
• Enhanced Collaboration: When teams work together during predetermined shifts, it fosters a sense of camaraderie and collective purpose. This interaction can lead to greater innovation, efficiency, and quality of work, as team members communicate effectively and share knowledge seamlessly.
• Focus on Quality Standards: Clearly defined shifts help to establish norms and expectations, enhancing accountability. Employees working during the same time frames can set collective goals, driving commitment to high standards with mutual support.
• Feedback and Improvement: Well-structured shifts create opportunities for regular feedback loops. Managers may assess performance closely during particular shifts, enabling focused training, mentorship, and continual improvement based on real-time assessments.

4. Flexible Access and Adaptability

Shift planning provides organisations with the flexibility to manage change in the workplace. In today's ever-changing market environment, this quality becomes especially important:

• Rapid response to change: Companies must be able to instantly modify schedules in response to fluctuations in demand, unexpected events, or changes in staffing policies. This is especially true for industries such as retail and services, where workloads may vary greatly depending on the season or time of year.
• Adapt to unforeseen circumstances: Having a flexible shift scheduling system allows you to quickly replace workers when conflicts and unforeseen situations arise, such as illness or other personal circumstances. This helps to keep operations stable even under uncertainty.
• Improved resource management: Flexibility in scheduling helps optimise workforce allocation, minimising overwork and avoiding situations where resources are used inefficiently.
• Increased employee satisfaction: Flexible scheduling can help workers feel more valued and motivated, as they can tailor their working hours to individual needs and preferences.

5. Data-Driven Decision-Making

Modern shift planning systems allow you to collect and analyse data on performance, employee behaviour, and work trends. Let's look at all factors in more detail. This opens up new opportunities to make informed decisions. Analysing employee behaviour and workload trends helps you understand which times of the year or week more workers are needed. This helps to avoid under- or overloading at certain times. Using data to forecast labour needs helps to significantly improve resource efficiency. This may potentially lead to lower costs for labour budget overruns. Data may influence not only operational decisions but also strategic planning. For example, by analysing shifts, companies may make informed decisions about expanding their business or changing their operating models. Thus, utilising data for decision-making is becoming a key success factor in modern resource management and improving business performance.

6. Improve Employee Morale

Proper shift planning is also directly related to employee morale. When workers see that their schedules are pre-planned with their preferences and needs in mind, it creates a positive impression of the company. Respect for work time and the ability to influence their schedules contribute to employee satisfaction and loyalty. Happier workers tend to perform better and strive to achieve overall business goals.

7. Lower Employee Turnover

Scheduling shifts can reduce employee turnover, which is important for the long-term stability of a business. When workers feel that their schedules and needs are taken into account, they are more likely to stay with the company for the long term. It also reduces the cost of training new workers and increases the overall experience level of the team. A stable workforce creates a more stable atmosphere and enhances teamwork.

8. Better Service Quality

Effective shift management also affects the quality of customer service. When the most experienced and trained workers come on during certain hours of operation, it leads to better customer interaction and higher levels of customer satisfaction. Scheduling systems can help identify peak activity times and ensure that the right number of workers are available to meet customer requests, which in turn affects the reputation of the company.

9. Adherence to Labour Laws

Another important aspect of shift planning is labour law compliance. Understanding and complying with legal regulations regarding working hours, breaks, and days off helps to avoid legal problems. Proper shift planning promotes compliance, which minimises risk and protects the business from legal turmoil.

10. Ensure Workplace Safety

Proper shift management is also directly related to workplace safety. When working hours are properly scheduled, it avoids employee overload and fatigue that may lead to accidents and injuries. Systematic shift allocation, employee health checks and compliance with occupational health and safety standards contribute to a safer work environment, which is vital for all organisations.

Which industries use shift planning

Shift planning finds wide application in various industries. It is most prominently used in areas such as:

• Retail: to manage the schedules of salespeople and cashiers, depending on customer flows.
• Service sector: for example, in restaurants and hotels, where it is important to ensure the constant presence of workers during peak hours.
• Healthcare: where proper scheduling of doctors' and nurses' shifts is critical to the delivery of quality care.
• Manufacturing: to regulate operations in factories and plants where a team is needed at all times to keep the production process moving.
• Logistics and transportation: where it is important to optimise the schedules of drivers and operators to ensure efficient delivery of goods.

Thus, competent shift planning contributes not only to improving the efficiency of the company, but also to improving the quality of life of workers, which is an important aspect for a successful business in today's environment.

How to Plan Employee Shifts Effectively? 11 Steps for Success

Shift planning is an important task that requires attention to detail and a strategic approach to ensure the team's effectiveness. In this article, we will look at 11 steps that will help you organise the shift planning process in a smart and efficient way.

Step 1: Assess Business Needs

Before you start shift planning, it's important to understand your business needs. Evaluate the workloads expected in the upcoming days or weeks and decide how many workers are necessary to complete tasks. This may involve analysing past performance data and seasonal fluctuations. Also, consider which specific tasks need more attention and people.

Step 2: Set A Staffing Budget

Budgeting is a crucial part of successful shift planning. Figure out how much money you can allocate for staff wages. This will help you optimise your schedule and avoid overtime that could lead to extra costs. Also, consider the options for overlapping shifts and the ability to replace workers when needed.

Step 3: Understand Employee Availability

Take note of your employees' availability, including their work hours, holidays, and any other commitments. Conduct regular surveys or team meetings to understand their schedules. Keeping employee availability in mind helps minimise conflicts and enhance job satisfaction.

Step 4: Consider Your Employee's Shift Work Preferences

Each employee has different preferences regarding work hours. Some may prefer morning shifts, while others may prefer evening shifts. By considering these preferences, you can boost team motivation and satisfaction, which in turn enhances productivity. Creating an ‘open shift’ system can enable workers to choose times that suit them best.

Step 5: Set Clear Shift Planning Rules (find the shift pattern that is right for you)

Clear rules help you avoid misunderstandings and enhance transparency in the scheduling process. Develop a system that makes it easy for all workers to familiarise themselves with the schedule and understand its changes. Determine what schedule changes are possible and how they will be handled.

Step 6: Choose a shift plan

There are several shift patterns: fixed shifts, rotating shifts, templates, and more. Choosing the right plan depends on your business needs and employee preferences. A rotating schedule may work for large teams, while smaller groups might thrive on a fixed schedule.

Step 7: Ensure Shifts Are Balanced

It's vital to balance the workload of employees and avoid overloading them. Calculate the number of hours each employee spends on shifts. This will help prevent burnout and maintain high team morale. Regularly monitor productivity and adjust the schedule if necessary.

Step 8: Be Flexible With Schedule Changes

Be ready to change schedules in response to unforeseen circumstances, like employee illnesses or unexpected changes in business needs. Establish rules for shift swapping that allow employees to swap shifts with management coordination.

Step 9: Set A Date For Sharing The Rota

Setting a date for rotation or shift exchange helps avoid confusion and lack of clarity in schedules. Maintain transparency and ensure all employees know when shifts can be exchanged and what the rules are for doing so.

Step 10: Keep Your Team In The Loop

Regularly keep your team informed of any changes to schedules or scheduling rules. Use different communication channels, from meetings to messengers to emails, to keep everyone updated on the current situation.

Step 11: Utilise Shift Planning Tools (Monitor and Adjust)

Modern shift planning tools can simplify the process significantly. Use software that enables you to monitor and adjust schedules as needed. This will help you stay organised and ensure all workers have access to up-to-date information.

The Impact of Poor Shift Planning

Poor shift planning results in not only internal issues for the company but also poses the risk of losing its reputation in the external market.

Operational Disruption

Poor shift planning can cause significant disruptions to a company's operations, especially in organisations with continuous processes like restaurants, hospitals, and factories. Inefficient shift planning often results in understaffing or overstaffing during different shifts, potentially leading to a shortage of resources during peak workload periods. This can prevent a company from keeping up with orders or services, negatively affecting reputation and revenue.When workers can't complete their tasks on time or work in uncomfortable conditions, overlaps occur that lead to errors and delays. For example, in hospitals, a nursing staff shortage can become critical in emergencies, jeopardising patient health. This increases pressure on the remaining staff, complicating task completion.Moreover, disruption can negatively impact team morale. When workers see their workflow disrupted due to poor planning, they may lose motivation and interest in their duties. This can lead to lower overall productivity, which is certainly not beneficial for the entire organisation.Improper shift allocation may also cause customer dissatisfaction. For example, in the service sector where customers expect fast and quality service, even small delays can result in customer loss. Ultimately, poor shift planning inevitably impacts a company's financial performance.To make matters worse, constant disruptions may incur additional costs. Companies struggling to meet customer obligations often face losses related to compensation and refunds. These extra costs can significantly affect an organisation's overall financial stability.

Employee Dissatisfaction and Turnover

Improper shift planning is one of the main causes of employee dissatisfaction. If workers feel uncertain about their schedules being fair, they may start to feel undervalued. Lack of flexibility in scheduling, not being able to adjust shifts to suit personal needs, can lead to absenteeism and low motivation.Constant schedule changes and uncertainty often cause stress among workers. If an employee is unsure of when and how much they will work, it can impact their personal life and health. Consequently, workers may start seeking more stable jobs, leading to increased employee turnover.Employee turnover, in turn, requires additional training costs for new workers. The cost of recruiting and training new workers can seriously impact a company's budget. Fast turnover can also cause issues with team dynamics and decrease overall performance.Furthermore, high employee turnover can negatively affect the work culture in an organisation. Inconsistent team composition makes it tough to establish trust between workers and management. Incorrect workflow expectations can lead to negative opinions of the company and reduce its attractiveness to potential candidates.Thus, poor shift planning not only heightens employee turnover but also creates an unhealthy work environment. Employees may start to feel emotionally drained, which lowers productivity and efficiency in task completion.

Compliance Issues

Problems with shift planning can also lead to inconsistencies with labour laws and internal company standards. Many organisations must comply with working hours, rest, and overtime standards, which require careful planning. Poor compliance can lead to legal consequences and fines for the company.Improper scheduling can make workers exceed their work limits, causing overwork and non-compliance. This may lead to employee dissatisfaction and potential lawsuits against the company. Companies that fail to comply with labour laws risk losing the trust of customers and partners.Lack of transparency in the shift planning process also results in suspicion and resentment among employees. When workers see unjustified decisions, it can cause resentment and a sense of unfairness. Lack of communication and transparency may negatively affect employee engagement levels, impacting overall performance.Furthermore, compliance issues can create difficulties in coordinating interdepartmental processes. Incorrect staff allocation can mean different departments don't work at the same pace, ultimately affecting the company's overall goal fulfilment. Disagreements between departments may arise, reducing teamwork levels.

Shift Planning Best Practices

Shift planning is a vital task for successful workflow management. Efficient time and resource allocation helps avoid overload, increases productivity, and boosts employee morale. Below are best practices to optimise the scheduling process.

Prioritise Communication

Communication is the cornerstone of successful shift planning. Establishing open communication channels between managers and workers helps create a transparent and trusting work environment. When workers can openly discuss their shift preferences, it makes them feel more engaged in the process and lowers stress levels.It's vital not only to give workers a voice, but also to actively listen to their opinions. Regular meetings or surveys can help identify the real needs and desires of the team. This can be particularly useful when schedule changes are required, for example due to personal circumstances or increased workload.Additionally, various channels should be used to disseminate schedule information. Effective communication tools like internal chats, emails, or specialised apps can help keep workers informed of any changes and new policies in a timely manner.

Be Fair and Consistent

Fairness in shift allocation is key to team stability. If workers feel that schedule management is arbitrary or biased, it can result in dissatisfaction and decreased motivation. Therefore, it's crucial to follow predetermined criteria for shift allocation consistently.Develop clear policies and procedures that outline how scheduling is done. Make sure the entire team is familiar with these rules and understands they apply equally to all workers. This will reduce conflict and foster trust and respect between management and subordinates.Also, try to regularly review and update your scheduling methods to accommodate changes in business needs and employee requests. If a particular work-sharing scheme causes frequent complaints, consider a different strategy to avoid recurring issues.

Encourage Shift Swaps (Within Reason)

Shift swapping can be an excellent way to improve employees' work-life balance. Allowing workers to swap shifts with each other greatly increases their scheduling flexibility, positively impacting productivity and morale.However, it's important to set certain limits and rules for such substitutions. Primarily, ensure that any substitution won't negatively affect work quality or task routines. In this regard, devising a system for pre-approving substitutions with a supervisor or manager can be useful.It's also worth considering that shifting swaps should be limited to a set number of times each month to prevent misuse and maintain control over workflow. Ensure each employee appreciates the significance of these rules and monitors schedules to guarantee changes don't lead to negative outcomes.

Use Employee Rostering Software

Today's technology provides many solutions to streamline the roster planning process. Roster management software not only simplifies the creation of rosters but also allows for quick changes and employee preferences. This is a tool that becomes indispensable for large teams.With the help of specialised applications, you can easily track working hours, breaks, and accrued holiday days. This approach minimises errors associated with manual data entry and also speeds up communication processes. Often, such systems allow workers to view their schedules and notify their preferences, which makes management much easier.Moreover, using such technologies enables integration with other programmes, such as those for productivity accounting or bookkeeping. This can significantly optimise work processes in general and simplify interaction between different departments within the company.

Consider Training and Skills

When planning shifts, it's necessary to pay attention not only to current responsibilities but also to the professional development of employees. Continuous training and learning new skills can significantly improve the performance of the entire team. Cross-training opportunities allow workers to expand their roles and increase business flexibility.Develop a training plan for your workers that addresses the need for certain skills. Consider how training may affect roster schedules. If training is planned for a new employee, it's worth considering more experienced colleagues who can temporarily take over their tasks.It's also important to consider what skills are required for specific tasks during the planning process. This will help not only in the distribution of work duties but also in building an effective schedule, which in turn will positively impact the quality of work and employee satisfaction.

Factor in Breaks and Compliance

Breaks are an essential aspect of roster planning that should not be overlooked. Their organisation and duration directly affect employee performance levels. Clear adherence to legislation on work breaks demonstrates a concern for employee health but also helps reduce fatigue levels and increase productivity.To manage breaks effectively, it's important to consider your employee's workloads. On shifts where stress levels are expected to be high, it's worth providing extra minute breaks for mental relief. It's also advisable to arrange time for socialising between colleagues, which can help create a more comfortable working environment.Creating as fair a distribution of breaks as possible is also important. Make sure each employee gets their breaks according to set guidelines so that no one is left out. Improper distribution of break time can cause resentment and have a negative impact on the team.

Be Prepared for Unexpected Changes

Roster planning is a process that requires flexibility. Despite thorough preparation, unforeseen circumstances can always arise: illness, family circumstances, or changes in production demands. Therefore, the ability to respond quickly to such changes is vital.It's recommended that an emergency plan be developed in advance. This plan should include ways to quickly find a replacement, reassign responsibilities, and inform the team of any changes. This will ensure the team is always prepared for the need to make adjustments.It's also worth considering creating a database of 'reservists' who can fill in for full-time workers when needed. This not only speeds up the replacement process but also minimises the impact of unexpected changes on the entire business.

Examples Of Roster Planning

Ideal roster planning involves using various models that are suitable for a particular company. For restaurants and hotels, a rotation model is often used, where workers circulate between positions following a set schedule. This helps develop skills and creates variety in each workday.Another popular approach is using 'flex scheduling', which allows workers to earn extra money by taking on additional shifts. These practices can work effectively in manufacturing, where fluctuations in orders require quick adaptation and sufficient manpower.It's also worth considering the use of roster technology, which allows work to be organised to minimise stress on individual workers. Long and short shifts can be combined to provide workers with an optimal balance of work and rest.

How To Choose The Best Roster Planning Software

Choosing the right roster planning software is a crucial step to ensure efficient teamwork and optimised processes. The right software can simplify routine tasks, reduce scheduling time, and improve communication within the team. To choose the best solution, there are several key factors to consider.How to choose the best roster planning software:

• Functionality and Features: Ensure the software provides all the features you need, such as automatic roster generation, the ability to accommodate employee requests, and options for change management.
• Usability: The interface should be intuitive and easy to use for both administrators and employees. Check for a mobile version for easy access.
• Integration with Other Systems: Consider integrating with existing systems such as accounting, CRM, and other tools already in use in the company.
• Support and Training: Evaluate the level of support provided by developers. Having training materials, webinars, and available technical support will make the transition to a new system much easier.
• Data Security: Ensure the software you choose meets your security and data protection requirements. This is especially important if you handle employees' personal information.
• Reviews and Reputation: Research user reviews of the software. The more positive reviews and testimonials, the more likely you are to choose a quality solution.
• Flexibility and Scalability: Choose a system that can adapt to your company's growing needs. It's important that the software is flexible and can expand with more workers or process changes.

By applying these tips, you'll be able to choose the most suitable software that will help your team work efficiently and increase their productivity.

How to Calculate Your Roster Planning Cost

Calculating the cost of roster planning is a key task for human resource management. Proper calculation will help ensure efficient resource allocation and minimise costs. In this article, we look at the key steps in this process.

1. Calculate Labour Costs

The first and most significant step in generating roster planning costs is to estimate employee labour costs. This includes:

• Base Wages: Determine the average rate for each employee involved in the shifts.
• Hours worked: Multiply the rate by the number of hours worked to get the total cost for the selected period.

2. Account for Overtime

Don't forget to account for overtime hours. If workers go beyond the established standard, their labour is often paid at higher rates. This should be factored into the calculation to avoid misunderstandings and additional costs.

3. Include Ancillary Costs

Besides base wages and overtime, it's important to include additional costs such as:

• Taxes and Contributions: Social Security costs, medical fees, and other mandatory payments.
• Training and Development: If your workers receive training or education, these costs should also be included in the total cost.

4. Consider Overstaffing and Understaffing

It's essential to analyse your current staff situation. If you have too many workers for your current needs, this can lead to excessive costs. Conversely, a shortage of workers may necessitate temporary workers, which will lead to additional costs. Conduct a workforce needs analysis to optimise costs.

5. Sum Total Costs

The last step is to carefully summarise all the costs accounted for in the previous steps. This will give you the total cost of roster planning. It's crucial to track this data and conduct regular analyses to identify opportunities to optimise costs in the future.

Key Takeaways on Effective Workforce Planning with Shifton

The Shifton app has significantly improved the workforce rostering process, providing task automation and flexibility in managing roster shifts. With integrated notifications and the ability to adapt quickly to changes, it ensures constant communication between managers and workers. Using Shifton allows businesses to optimise resource use and minimise costs, ultimately resulting in increased overall productivity.

How Does The Shifton Roster Planning App Streamline The Process

Roster planning is one of the most critical tasks for businesses, especially in areas requiring high mobility and flexibility. The Shifton Roster Planning application greatly simplifies this process by providing an easy-to-use interface and many valuable features. With Shifton, companies can easily manage roster schedules, optimising workforce use and minimising costs.

What Does a Roster Planner Do

The roster scheduler built into Shifton allows managers to quickly create and edit schedules. Key features include:

1. Task Automation: Simplify the creation of schedules through automated suggestions based on employee availability and qualifications.
2. Flexible Scheduling: The ability to easily adapt schedules to changing business needs, including replacing workers for unexpected situations.
3. Team Communication: Integrated notifications and alerts help employees stay on top of changes to roster schedules, ensuring a high level of coordination.

How Can Businesses Start Their Free Trial Of The Shifton Roster Planning App

Companies can easily start using Shifton Shift Planning by registering on the official website and activating the free trial version. This will allow organisations to assess how the app's functionality can enhance their shift planning and workforce management. Don’t miss the opportunity to test the capabilities of this powerful tool that will not only simplify the scheduling process, but will also foster effective communication within the team. With Shifton, you won’t have to worry about scheduling headaches anymore - transitioning to more efficient solutions will be easier than ever!