Work Rotation Schedule Calculator - Shift planning, or employee work planning, is an integral part of any company that operates on shifts. Effective planning helps companies reduce labor costs, increase employee morale, improve efficiency and more.
However, creating shift schedules can be a difficult and time-consuming process, with many companies also struggling to track and even maintain them. Result? Less than optimal plans with companies often overstaffed or understaffed and lacking in customer service and shrinking margins.
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In this post, you'll learn almost everything you need to know about shift plans so you can create better plans, spend less time planning, and ultimately run a more profitable and successful business:
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Shift schedules are a fundamental aspect of modern workforce management that help manage and improve an organization's operational efficiency.
Shift planning, in turn, involves creating and maintaining these work schedules so that you can better manage your resources, improve efficiency, improve customer service, and increase profits.
Many industries use shift worker schedules or shift schedules to manage workforce operations, including restaurants and bars, hospitality, utilities, manufacturing, supply chain, retail, medical, and more.
There are many different types of shift schedules to choose from when creating a work schedule. Different industries will prefer different types of schedules. Here are the seven most commonly used across the board:
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This is your basic all-purpose list type. Fixed shifts consist of employees who work the same number of hours and days each week.
For example, if you run a restaurant, a server or bartender might work Monday through Friday from 8:00 a.m. to 4:00 p.m. (every week). This fixed schedule allows employees to rely on a predictable work schedule.
Employees agree to work their working hours in two shifts or time intervals in one day. For example, an employee may work from 8:00 a.m. to 1:00 p.m., take a four-hour break, and return to work from 5:00 p.m. to 9:00 p.m.
A regular lunch break is not part of a split shift. When you include this type of shift in your schedule, work with your human resources department to make sure you are in compliance with federal labor laws.
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Employees work more hours than a normal shift. These can be expensive, but are often needed in emergency situations. Be aware of hard-working employees who are putting in extra hours and may be at risk of burnout. And don't forget to check your state's overtime laws to make sure you're following the law.
Employees rotate shifts, usually according to a set schedule. For example, employees on a rotating shift may switch between day and night shifts from week to week or month to month.
Shift rotation helps distribute shifts and hours among all employees into day and night shifts, so everyone gets the right number of hours. Not all employees will like this flexibility, so assign those who do.
24/7 rotating shift patterns are common in businesses that operate around the clock and can quickly become complicated.
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The employee is available at any time to work as needed. For example, if someone misses a regular shift due to a family emergency, an on-call employee will be contacted to fill that shift.
The pay is higher because of the urgency and importance of this shift and because employees never have days off. The demanding nature of this shift means that staff rotate frequently.
Despite the name, these shifts are actually scheduled. Managers schedule these shifts on an ad hoc basis to fill any gaps in the schedule. There is no specific regularity in the schedule, when an employee receives, for example, certain types of shifts one week, then something completely different the next.
For a deeper dive into the 7 main types of work schedules to consider when trying to balance the needs of your restaurant and staff, check out our feature on
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With so many types of shifts to choose from, how do you find the right type of work schedule for your business?
Unfortunately, there is no simple answer. This will depend on several factors such as the type of business you run, the type of employees you hire, seasonality, and so on. For example, if you are a restaurateur and own a 24-hour restaurant, a rotating shift may work best, but if you run a Bistro, a fixed schedule may be more appropriate.
Choosing the right schedule can also be a daunting process when you consider that there are over 500 shift patterns to choose from. And even if you've gone through the careful process of choosing the right schedule, there's no guarantee that it will remain optimal. There may still be common scheduling issues that compromise your operational efficiency.
The scheduling issues most commonly reported by restaurant managers and operators can be divided into three main areas:
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Even the most well-thought-out schedule will sometimes conflict with an employee's personal availability. If this problem gets out of control, full coverage of the list will become an increasing challenge.
If you send employees home early to cover labor costs, you may inadvertently sow animosity in your crew by risking "playing favorites." Employees may lose confidence in the reliability of their schedule and the value of their contributions.
The fear of missing out on a nice increase in sales can convince managers to "play it safe" and over-plan. This Nobel organization wants to protect customer service levels, but may increase labor costs beyond what actual sales justify.
The only thing more frustrating than not having enough inventory coverage is not being staffed to primarily work positions and shifts and being caught short during peak selling seasons.
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Employees who do not show up for work without notice have at some point decided that their work is no longer worth it, or that the consequences of not showing up are not worth avoiding. Bad news is everywhere.
One of the most measurable problems after high employee turnover is the additional – and often disproportionate – costs associated with training new cohorts of employees more often than your schedule can accommodate.
Inadequately prepared or untrained staff are prone to receiving incorrect orders, entering them incorrectly or not knowing how to deal with complaints. If these essential skills are not included in training, your customer service will suffer.
Shift swaps, shift substitutes, call-outs and no-calls are part of scheduling life, and all are made more expensive and difficult by poor communication habits, rushed or unclear messages, or insufficient notice.
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Fines resulting from failed regulatory audits can be costly and even threaten a company's survival, so compliance is a top priority for companies affected by changing labor laws.
For a deeper dive into each issue and the things you need to solve your scheduling problems and take your company and employee morale to new heights.
These planning methods range from the simplest (no formal method) to more robust planning software (online planning applications). Each planning method corresponds to a planning style: relaxed, traditional, functional or innovative.
The method you use to plan determines your planning style. Neither method is better than the other, but each meets different staffing and scheduling needs (more on that in a moment) and offers different levels of flexibility and efficiency.
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In the following section, we will compare the 4 main scheduling methods and detail the advantages and disadvantages of each.
This method is a great choice for businesses that don't need additional help creating, managing, or maintaining work schedules.
This style is all about getting the job done using whatever means available – text messages, phone calls, word of mouth, and so on.
Traditional planning is plain and simple. This method can be used by anyone with a pen and paper and enough determination to get the job done.
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Planning in Excel is error-prone, with lots of manual updates and the need to consolidate information from emails, phone calls, handwritten notes, text messages, and so on.
Restaurant CEO Cody Hall, formerly head of planning at Joey's in Toronto, explains how if you don't recap your schedule every few weeks, you can run into problems, especially if you have a lot of staff to schedule:
"Imagine that in the first week I set up a schedule. Let's say I have a server called Austa. Austa usually works days, Monday through Friday, 11 to 5. Now, week two, on a Monday through Friday schedule, Austa takes Thursday and Friday. I'll take those two shifts and I'll give them to Simone and Garron. When I go into the third week and decide to reschedule, Aust's Thursday and Friday shifts are missing and Simone and Aaron have it. Because there are 70 people, I don't realize that Austa always has those shifts . And he gets mad because he asks, 'Where's my Thursday and Friday shift?' And I'm like, 'I didn't even realize I didn't give it to you.' And this is where it gets complicated, and that's why I'd have to rebuild the plan every two weeks." -Cody Hall, CEO
Functional planning uses technology to modernize traditional planning. This method is preferred by management who understand Excel and have time to create, edit and manage spreadsheets.
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As technology has evolved, so have shift planning tools. Employee scheduling is now automated; is digital; it's seamless.
Managers can create and manage schedules on the go from their computers or mobile devices and communicate schedule changes instantly without having to call
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