At least 1 third of the total employees do not work according to common fixed hours of the kind 9-13 and 14-18 but according to work shifts, fragmentation of work performance in several time slots, often changed in rotation among the employees of the structure.

Extra work is added to work shifts, carried out in addition to the one in ordinary hours and which is therefore paid more: overtime, however, further stresses workers by progressively reducing the productivity that they are able to make.

Organizing work shifts is a constant requirement for …

  • Public entities
  • Production companies
  • Service company
  • Call center
  • Airports
  • Municipal police commands
  • Pharmacies
  • Nursing homes and rest homes
  • Hospital companies

Overcoming the needs in an intuitive way is not at all easy; we have seen that resorting to managing shifts with Excel does not make it possible to keep track of all the variations and to extend the information to all the systems involved in personnel management.

How to organize work shifts respecting the needs of human resources

Structured companies need to develop a destruction of workloads with the following characteristics …

  • Commensurate with the actual needs of the structure
  • Flexible, able to adapt to changes in production requirements
  • Respectful of labor regulations and internal rules
  • Easily settable for different time periods

The Shiftplanning must take into account the practical needs of attribution of the correct amount of rest.

Indeed, among the disturbances that a too stressful work shift can cause there are …

  • Insomnia
  • Restlessness and anxiety
  • Gastrointestinal disorders
  • Relational problems

Scheduling work shifts requires …

  • An exhaustive ability to calculate needs based on the needs reported by other company departments
  • Compliance with the contractual obligations to which each individual employee is subject
  • The consideration of internal constraints that affect the scheduling of workloads (e.g. husband and wife may not have to do the same shift in order to follow their children at home)

The organization of work shifts must be structured in such a way as to adapt to the peaks of production requirements so as not to leave moments of uncovering: for example, let us think of a bar that is full of customers at lunch time and therefore requires availability of additional employees.

At this point the human resources manager must verify the economic sustainability of the addition of additional people to work with respect to the demand to be met, in order to guarantee customer satisfaction through a quality service and at the same time optimize the costs to be borne.

The contractual data are parameters at the base of the assignment of workloads on the basis of which the hours of work to be assigned to each resource are organized. In fact, the parameterization phase allows to integrate the availabilities with the needs to generate a service order base.

To ensure fairness and correctness in the assignment of shifts, it is very important to be able to check the movements behind shifts at any time: shifts, requests for sudden absences, injuries, illnesses, changes of preferences are all elements that must be able to be tracked to trace the authors of any change in the event of disputes.

Organizing work shifts effectively means acting on the variable components of labor costs that can be contained through better management of available resources.

A staffing management software allows you to manage shifting as evenly as possible, to keep the balances of permits and absences under control and the operational management of working hours updated in real time.

The schedule maker software is a complete platform for workforce management that integrates …

  • A flexible and parameterized shift management system
  • A time and attendance application that interfaces with badge readers and stamps cards to generate a unique flow of personnel data
  • App for geo located stamping that allow employees to report entry and exit from work even if they are off-site

Published by Chowdhury Shahid-uz-zaman