There are events that may force employees to swap shifts. While some are within your control, most are not. Your focus should, as a business owner, should be on choosing an effective system that your employees can use to change shifts. This article examines some problems related to swapping shifts and proposes a solution for each. Let’s explore them!
1. Leaving things to last-minutes
As the business grows, there would be a need to change work hours. For instance, say you are a tech company with a global reach, you may consider offering 24/7 services. That means your employees, especially your customer service team, would be required to work shifts to accommodate different time zones.
There is nothing wrong with having a team working different shifts, except that there would be frequent trouble when the staff needed to swap shifts. That problem is common in companies that still print schedules on a document. In most cases, their team leaders will print last-minute schedules and expect everyone to adhere to them.
Solution: Avoid leaving things to the last minute, and adopt the right system that will make scheduling employees easy.
2. Lack of communication
When employees work shifts, they must keep the channels of communication open. They should know who is going on leave, who is sick, or on a new shift. This way, when there is a need for an employee to come in, there won’t be trouble finding the perfect person.
Using pen and paper often exacerbates the problem by making it extremely hard to keep all employees in the loop. Avoid using outdated systems.
Solution: Communicate all the time.
3. Not using robust scheduling technology
Shift swapping requires that companies use robust scheduling technology. But there are still companies out there that call and message employees whenever there is a need to swap shifts. Wrong calls are often made, and inappropriate messages are sent to the wrong employees. Most employees, especially those on their off day, would ignore messages or calls from their team leaders. And there is no way that a team leader can see if an employee has missed a message.
Solution: Many of the above problems can be solved by simply adopting a seamless application. There are tools that allow you to customize schedules and send alerts to relevant employees by clicking a button. Employees will then confirm their availability for the shift immediately and save team members the trouble of calling each employee. The good news is, managers will get a real-time view of which employee has read the message and who has ignored it. As a business owner, you can choose a tool that will suit your business needs.