Modern businesses, business owners, and individuals are in the midst of a massive change in work management. More and more global workers are working remotely, and those who work locally are demanding more flexibility and productivity. Therefore, many companies are transitioning their work habits to adapt their operations to new work trends, including how they approach shift schedules. Business leaders and employees alike need to adjust their practices to make things work smoothly in unique circumstances. The following tips will help simplify the shift planning process for both parties.
Order your business projects by priorities
It doesn’t matter if you are an entrepreneur or a manager; you should optimize your workforce and projects.
More people are usually involved in changing the shift schedule. For example, if the number of people per shift increases, additional staff, such as cleaners, security personnel, etc.
That’s why you need to prioritize your business projects. You can start with the most complex and urgent. If those projects and activities take three shifts, so be it. Notify your employees of any new requests and start organizing services in the right way. As the number of closed businesses decreases and the workload decreases, you may be able to reduce the number of teams from three to two, or from two to one, depending on the initial agreement.
When a new shift schedule is introduced, hiring some part-time workers will bring financial benefits to business owners.
Calculate your expenses and your budget
We have already mentioned that changing shift schedules requires additional human resources. However, these aren’t the only requests. Take the example of the three-team organization from the previous section. If your business branch is occupied by employees 24 hours a day, seven days a week for a while, your overhead costs will be significantly higher for that period. From electricity and heating to cleaning and disinfection costs (especially during the COVID-19 crisis) – everything costs more.
Ensure that your newly incurred expenses are justified against the expected income. You will only know if your income will exceed your fees if you take every calculation into account. Remember to calculate the costs that new hires will have to bear, both full-time and part-time. Then, take the previous month’s overhead, when your employees worked fewer shifts, to make a financial estimate of your new work schedule. Lastly, don’t forget to consider the travel costs for each employee.
All of the above elements will help you build a flexible and adaptable action plan and work schedule.
Discuss work schedules shifts
Entrepreneurs should avoid putting unnecessary pressure on their employees. It is recommended that you discuss your new working hours with employees before it is implemented. Find an effective way to tell your workforce that organizational change is on the way.
SMB owners will likely be able to communicate these things with their staff in person. More extensive business owners will need to brief their team leaders about changes in a more formal way, such as email, company-wide meetings, and internal communications. It’s important to inform everyone in your organization of the new shift schedules with care and attention.
Your team leaders should be asked to note any outstanding issues that would prevent employees from changing shifts (i.e., chronic illness, family problems, etc.). Also, be sure to announce these changes a few weeks in advance, so everyone has enough time to adjust to the new arrangements.
Both entrepreneurs and employees must demonstrate joint flexibility and understanding. For example, business leaders and team leaders can provide flexibility and encourage employees to switch shifts as needed. Some employees may prefer night shifts to day shifts. Others may be willing to change their working hours frequently. As long as colleagues can conclude these deals with each other without assistance, business owners, managers, and team leaders shouldn’t get involved. It is essential to build trust with your employees.
However, it should never happen that the service is left unattended. Leaving a shift uncovered leads to financial losses. You’re going to lose some assets, and they will lose some of their pay. Therefore, any change in personnel or working hours must be included in the working schedule in time.
Besides, business owners must take care of time clock rules for their employees. If everyone’s working hours are accurately recorded, they will be paid for all their regular and overtime hours. It is especially important to keep track of the hours and achievements of your non-exempt employees (i.e., those who perform part-time and occasional duties).
Punish the misuse of flexibility by employees
We have already mentioned that business owners and managers need to be patient and flexible when working hours. It is just as essential to make them aware of the consequences as they take advantage of flexibility in shift work.
Each entrepreneur or manager should determine the range of sanctions and fines. To begin with, everyone who works for you, on a part-time, hourly, or permanent, should be aware of all the possible rewards and penalties for their behavior.
For example, if two employees enter into an agreement to change shifts, but one does not cover the other dress, a penalty may be required. Likewise, if someone refuses to change shifts without a valid reason, you must prepare an adequate response. Lighter sentences can be fines or reduced wages. More severe penalties and violations of work schedules can even lead to contract termination. In short, employees need to know that they cannot abuse their organized programs and arrangements.
Improve your approach to working hours
Achieve to create work schedules that meet both the demands of our employees and business demands. When your employees feel heard and are given work schedules that contribute to their work-life balance, they will be happier and more loyal in the long run. While it’s essential to make work processes more efficient, it’s just as vital to make sure that employees are happy with their shift schedule structure at your company. Stay flexible while respecting your working hours properly.