{"id":26443,"date":"2020-08-03T17:58:55","date_gmt":"2020-08-03T15:58:55","guid":{"rendered":"https:\/\/factorialhr.com\/blog\/?p=26443"},"modified":"2025-04-24T14:29:27","modified_gmt":"2025-04-24T12:29:27","slug":"shift-management","status":"publish","type":"post","link":"https:\/\/factorialhr.com\/blog\/shift-management\/","title":{"rendered":"Employee Shift Management Simplified: Tips and Templates for HR"},"content":{"rendered":"

Good employee scheduling leads to smooth sailing.\u00a0Maintaining a balanced schedule helps businesses keep the floor covered, customers happy, and goals in sight.<\/strong>\u00a0Shift managers who have a lot to worry about rely on a shift scheduler to keep their\u00a0employee calendar\u00a0in tip-top shape.<\/p>\n

In this post, we\u2019ll cover different shift schedules and the software that can help you streamline your planning process and run a tight ship. Whether you\u2019re looking to switch to a shift work system or simply looking for ways to streamline the one you have in place, here we\u2019ll cover everything you need to know about shift management.<\/p>\n

<\/a>TABLE OF CONTENTS<\/strong><\/p>\n

Benefits of a Shift System<\/a>
\nConsiderations for Implementing Shifts<\/a>
\nTips for Improving Shift Management<\/a>
\n6 Types of Shift Work Schedules<\/a>
\nAre You Still Using a Shift Schedule Template?<\/a>
\nTools to Manage Shifts<\/a>
\nWhat is shift management software?<\/a>
\nFree Shift Management Software<\/a>
\nMore shift management tips<\/a>
\nEmployee Scheduling Software \u2705<\/a><\/p>\n

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<\/a>Benefits of Shift Management<\/strong><\/h2>\n

Good employee shift management helps employers to take advantage of all the benefits of shift work.\u00a0 Keeping track of employee hours with an employee calendar<\/a> or shift scheduler<\/a> can save both time and headache. Here are some ways that using tools to manage shifts can work for you:<\/p>\n

Shifts Support Employee Flexibility<\/strong><\/h3>\n

These days, employees value flexibility. Working shifts may allow employees to better manage their time. If an employee has childcare responsibilities, they may want to work early shifts so that they can be available for their kids after school. University students might prefer an evening shift so that they can be in class in the mornings. Well-managed shifts can give employees with irregular schedules the ability to work full-time.<\/strong><\/p>\n

Shift Work May Lead to Company Growth<\/strong><\/h3>\n

Having employees work in shifts means the business can stay open for longer and be well-staffed during peak hours. This means more time for productivity and can help growing businesses thrive.<\/strong><\/p>\n

Tailored Shifts Keep All Hours Covered<\/strong><\/h3>\n

Shifts help businesses tailor staff numbers to their needs. For example, in one New York City bookstore, two employees come in for the opening shift at 10 am. Two more employees come in for each of the following three shifts: at 11 am, at 1 pm, and at 3 pm. This means that during the afternoon rush when the bookstore makes most of its sales for the day, there are eight employees on the floor ready to help customers. At 6 pm, the early-shift booksellers head home with the rest leaving at 7 pm and at 9 pm. In the last hour, when business is slow, there are only two employees left. This shift system maximizes efficiency and allows the bookstore to make the most of the peak hours while cutting costs when things are slow.<\/strong><\/p>\n

<\/a>Considerations for Creating A Shift System<\/strong><\/h2>\n

What shifts will support the business as it evolves? What works best for your employees? Creating a shift management system is a balancing act that requires careful thought.<\/p>\n

Schedule Consistency<\/strong><\/h3>\n

When designing a shift schedule, employers must consider the shift timing. Will there be a fixed schedule, where employees come in at the same time every day? Or will an employee begin work at different hours on different days, but keep the same schedule week-to-week (i.e. working 10-6 Mondays and Wednesdays and 11-7 Tuesdays and Thursdays). Will employees need to rotate shifts? That might mean that employees may take the early shift for a few weeks and then the later shift for a few weeks. It\u2019s important to remember that most employees prefer some kind of consistency.<\/strong> The key is to make the schedule as regular as possible even when the hours are irregular.<\/p>\n

Clocking in & Out<\/strong><\/h3>\n

How will employees clock in and out? If your business is still doing things the old-fashioned way with a punch-card system, it may be time for an update. With a shift management app<\/a>, employees will be able to clock in and out directly from their phones. This is more convenient for employees and helps ensure that they are fairly paid for their time.<\/strong> The record automatically generated by the digital time clock can also help to protect employers from disputes down the line.<\/p>\n

Backup Plan for Unexpected Absences<\/strong><\/h3>\n

Always expect the unexpected! Smart employers managing shifts will make sure they have a plan for unplanned absences. Employees may need last-minute time-off for sick days, heavy traffic, etc. In addition to having guidelines about how employees can swap shifts and request time-off in advance, businesses also need plans for last-minute replacements<\/strong>. In industries where it is vital to always have a full staff, employers may ask employees to be on-call one day a week, ready to come in if something should come up. They can offer bonus pay to workers called in at the last minute.<\/p>\n

<\/a>Tips for Optimizing Your Shift Management System<\/strong><\/h2>\n

If you already have a shift management system up and running, we have some tips to make it even better.<\/p>\n

Avoid Rotating Shifts<\/strong><\/h3>\n

As we already mentioned, most employees value schedule consistency. It makes it easier for them to plan the rest of their lives and is better for their circadian rhythms. If you can avoid rotating shifts, you should.<\/strong> If there is no way around it, try to make the rotations as gradual as possible. That means it\u2019s a bad idea to switch someone from the morning shift to the night shift. Instead, move them from the morning shift to the afternoon shift. Tired workers aren\u2019t effective. It will also help to have longer rotations so that employees spend a few weeks on one shift rather than a few days.<\/p>\n

Use Visual Shift Management Tools for Scheduling<\/strong><\/h3>\n

Having a visual representation of the schedule is helpful to both employees and employers. Managers can see any unnecessary overlaps or holes, and employees can see clearly how their week will look. Some professionals may opt for a downloadable shift schedule template<\/a> to stay on top of employee hours.\u00a0 Others may choose to cut time and hassle with shift management software. Shift management software can help create a calendar everyone enjoys using.<\/strong> Unlike the pesky paper scheduled in the back room, it also updates automatically so that everyone is aware of changes.<\/p>\n

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Identify Trends & Plan for the Future<\/strong><\/h3>\n

Whether using an employee schedule template<\/a> or software, proactive managers can keep track of trends in the schedule and use the information to plan for the future. Got an employee who always comes in late to the morning shift? Maybe it\u2019s time to move them to the afternoon or have a serious discussion. Do all your employees scramble to swap shifts during the holidays? Come up with a clear system for swaps and trades.<\/strong> Maybe even consider getting seasonal employees to avoid being short-staffed with the business boom! Take advantage of software to gain valuable insight into how your business works and how it can be improved.
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6 Types of Shift Work Schedules\u00a0<\/strong><\/h2>\n

Shift work schedules are\u00a0common in industries such as restaurants and bars, hospitality, public service, manufacturing, supply chain, retail, medicine, and more.<\/strong>\u00a0Each industry may require different shift work schedules. With shift schedules 24\/7 coverage is possible.\u00a0Find out which shift work schedule best fits your business.<\/p>\n

Fixed Shift Schedules<\/strong><\/h3>\n

With a fixed shift work schedule, the same crew always works the same shift. For example, a server may work the dinner shift four times a week, coming in at 4 to leave by 11. Many employees prefer fixed shift schedules because their regularity makes it easier to plan around.<\/p>\n

Split Shift Schedules<\/strong><\/h3>\n

In a split shift, a person\u2019s workday is split into two or more parts. Importantly, this does not refer to a break for a worker to eat or rest. A shift is considered \u201csplit\u201d if, for example, an employee works from 7 to 11, goes off the clock, and then returns to work from 3 to 6. As you might imagine, this shift type is no favorite of employees and should be avoided if you want to retain quality staff.<\/p>\n

Overtime Shift Schedules<\/strong><\/h3>\n

It is not ideal to have employees clocking overtime, but in certain situations, employees may end up working more hours than a typical shift. It\u2019s important to\u00a0carefully track hours<\/a>\u00a0to make sure overtime pay is compliant with the federal time-and-a-half policy as well as local regulations. Additionally, keep a close eye on employees to make sure they aren\u2019t burning out.<\/p>\n

Rotating Shift Schedules<\/strong><\/h3>\n

With rotating shifts, employees change shifts. For example, a customer service representative may work the early morning shift for six weeks, and then the later evening shift for six weeks. Employers opt for a longer shift rotation schedule so that employees can have more stability, but employees prefer fixed schedules. Rotating shift schedules 12-hour shifts can be especially brutal.<\/p>\n

On-Call Shifts<\/strong><\/h3>\n

With on-call shift work schedules, an employee is not scheduled to come into the workplace, but they need to be prepared to come in if someone should call out. This practice is more common in industries where being understaffed can have detrimental effects. Employees may take turns being \u201con-call.\u201d<\/p>\n

No-Schedule Shifts<\/strong><\/h3>\n

In this system, managers schedule shifts on an ad\u2013hoc basis to fill in gaps as they go. There is little or no regularity in the scheduling, with an employee receiving certain shifts one week and totally different ones the next. This may be common in sectors with high turnover where it is difficult to plan for regular shifts.<\/p>\n

Read another article for more work shift schedule examples<\/a> to find the best one for your business.<\/p>\n

<\/a>Are You Still Using a Shift Schedule Template?<\/strong><\/h2>\n

Some employers use a\u00a0shift schedule excel template<\/a>\u00a0to keep things organized. This can lead to irregularities and confusion that ultimately cost the business money and hurt employee morale.\u00a0Using a shift schedule template works for a while, but doesn\u2019t provide the organizational tools necessary for a growing business.<\/strong><\/p>\n

If your business suffers from scheduling issues such as insufficient coverage, high turnover, and disorganization, it may be time to try automation.<\/p>\n

It\u2019s time to switch to digital solutions<\/strong><\/p>\n

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<\/a>Shift Management Tools<\/strong><\/h2>\n

Shift management software<\/a> can provide an elegant solution to any of your shift-related problems. Simplify and streamline your shift management to maximize efficiency.<\/p>\n

Easily Manage and Assign Employee Shifts<\/strong><\/h3>\n

Make employee scheduling easy with a highly visual calendar as part of your shift management tool. Shifts can be repeated daily, weekly, or over a longer time period.<\/strong> The software will make it easy to spot holes and will also automatically notify managers of any scheduling conflicts. Employees can check their schedule at any time with a shift management application and make any necessary requests directly through the software.<\/p>\n

Integration with Time Off Systems<\/strong><\/h3>\n

Efficiently handle employee absences with automated time-off requests<\/a>. Employers can manage who is on vacation, on sick or medical leave, and who is available for scheduling on one portal.<\/p>\n

Run Reports to See Trends<\/strong><\/h3>\n

With software, employers can take advantage of the data accumulated to do custom HR reporting. They can create visual representations of hours scheduled versus hours worked and other information.<\/p>\n

<\/a>Shift Management Software Free with All Factorial Plans<\/strong><\/h2>\n

If you are looking for a shift management solution, Factorial may be just what you are looking for. This shift management software is free with a subscription to Factorial\u2019s comprehensive HR software. With shift management software, you will be able to balance shifts and have happier, more productive employees.<\/strong><\/p>\n

Manage Employee Shifts Easily Thanks to Factorial HR<\/a><\/strong><\/p>\n

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What is shift management software?<\/h2>\n

Shift management software<\/a> is a tool that allows you to keep track of employee hours and plan work schedules<\/strong>. Like many kinds of HR tech<\/a>, and software for hr transformation,<\/a> it helps to make time-consuming and tedious parts of shift management more automated.<\/p>\n

For example, in companies where employees work in rotating shifts and alternate morning (1st shift), afternoon\/evening (2nd shift), and overnight (3rd shift), it requires a lot of juggling to organize and plan out weekly hours. And when employees are sick or on vacation, the complications are tenfold. With shift scheduling software, managers can easily organize their teams and ensure that all shifts are covered.<\/p>\n

Shift management with Factorial<\/h3>\n

Many think of shift management as a time-consuming activity, done with Excel, or even worse, pen and paper. This means that when managers need to make any additions or scheduling changes, everything needs to be done manually and one-by-one\u2013an inefficient and painstaking task for anyone! With Factorial’s shift management software, the process is intuitive and changes can be made within seconds. Let’s take a look at some of the individual features that Factorial’s software has to offer.<\/p>\n

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Flexible shift planning<\/h3>\n

There are many situations in which it might be necessary to make last-minute scheduling changes. Perhaps your business is growing and you need to make changes to accommodate new team members. Or, perhaps you have a rotating schedule that makes it complicated, to say the least, to navigate everyone\u2019s vacations and paid time off.<\/p>\n

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Factorial\u2019s shift management software is perfect for agile teams and for making last-minute time-off adjustments.<\/strong> Unlike cookie-cutter, one-size-fits-all software, with Factorial, you have the flexibility to make scheduling decisions to better fit your operational and team needs.<\/p>\n

When it comes to adding new shifts, you can opt to do so for individual employees or groups<\/strong> (such as by team or department), ensuring maximum flexibility and efficiency. Specifically, this feature allows you to:<\/p>\n