3 things to consider before roster planning

I've spent twenty years in the field of shift planning systems in various larger organizations. In these companies, there are a lot of differences in the understanding and readiness for the use of IT and its an impact that is far-reaching on businesses. What options do you have? What are the most likely pitfalls?

In this piece I provide three suggestions for what to take into consideration when making shift plans.

Templates that are fixed and basic as well as dynamic ones?

All in all, you must determine the point of entry you'd like to set for your shift schedule. Are the plans dependent on employees being hired on the basis of having to work an amount in hours per week? The planning is normally executed by rolling out basic Roster template to ensure that all agreements are utilized. Or, you can begin by looking at "what will be created" and then decide on the amount of need for staff , as well as any required qualifications.

The first start point is to ensure that employees are able to work the hours they're employed to perform without violating rules or agreements. The second point of departure increases the likelihood that there is the exact quantity of employees needed, and the price is corresponding to the anticipated earnings.

The downside of (fixed) templates is that they don't take into account the variations in demand. In general, you employ the same personnel regardless of what the demand. In sectors with varying demand, you may experience times of over- or understaffing. This can be resolved by shifting tasks from times with a high workload to times of overstaffing. This will require a flexible and flexible production system that isn't dependent on time and is able to withstand changes.

The downside of using demand as the basis for a decision is that it will require an element of flexibility in the workers. At times, the work is not as important and in others there is more work to be completed. One solution could be to employ an ongoing group that comprises a core staff and is further supplemented by more loosely-attached employees which are utilized in times of an urgent demand.

How do you determine the demand for staff?

It is difficult to estimate the number of workers with the appropriate qualifications to perform the work tasks that are expected. Experience is a key factor in translating the tasks or production expected to the needs of employees and their qualifications. Many businesses employ skilled permanent staff and, in most cases, it's a good idea. But, it could turn into the equivalent of a "sleeping cushion" which could cause efficiency to disappearing when "this is what we normally do it". It could also cause unnecessary expenses when there is a significant variations in demand throughout the daytime.

Another way of determining the demands for staff is to use finances and budgeting for how much the cost of staff might be. There are two implications to this that are: i) it can be an ongoing process, where the cost will only be known when the plan is in place and consequently decisions are made based on an outdated model or) it needs the plan program to determine the cost of a new plan. If you have employees with agreements, it's almost impossible to implement without the help of IT. Through PDC Plan it is transparent to everyone who is interested in how shift plans are in line with the budget currently in place.

Other companies operate in a global market that is marked by strict deadlines (e.g. ferry companies that have fixed arrival as well as departure time). There are also companies with deadlines that are subject to change throughout each day (e.g. companies that manage flights from airports upon departure and arrival regardless of delays). This kind of company typically also requires different expertise in various locations, and at certain dates. This is why it is essential to work to have an overview that ensures that all tasks are completed and executed in the manner scheduled. If not, there's an opportunity for delays, and significant costs. Experience is not always enough to make this kind of shift scheduling.

In these complex circumstances there is a huge requirement for IT that is able to translate production requirements into demands of the crew. The demands for care in the hospital sector are a great illustration that shows how patients get rated on their "care need". Patients with high demands for care are given more staff than those with less demands. This way, it is possible to create a general demand for staff on the Ward.

Employees' involvement (in shift scheduling)

Numerous studies have shown that those who feel engaged in decision-making are more loyal, responsible and trustworthy towards their employer and the schedule of shifts they are given. People are more inclined to accept "bad" shifts if contrary to what they think they are able to have their personal preferences for hours or shifts off fulfilled.

The ability for employees to switch shifts is an extremely important freedom that improves general satisfaction and increased productivity. The shift changes should of course occur in orderly circumstances in order to ensure that working time regulations are followed, qualifications requirements are met, and without causing additional expenses for the business. This flexibility benefits both the employee as well as the employer, but it requires specific features that can only be found in advanced systems for scheduling shifts like PDC Plan.

Another way to engage employees is to increase openness about the allowances paid out on what shifts. The issue of wages is one that is sensitive for the majority of people. Making sure that you receive the correct wage for the job you do is vital to the trust between employers and employees.

A lot of employees depend on their base salary being supplemented by various other supplements for work at night weekend work, night time, and evening. Since these supplements constitute an important portion of their pay and are important to know as it makes it easy to track the correct supplements being related to a particular shift. Furthermore it allows to rectify any mistakes in calculations and shifts prior to the payroll is processed which reduces the following-up tasks for payroll workers.

Employees should be able to know how much they are paid and, ideally, it can be followed at a later date (e.g. once the policy is released or if the plans change) or in the past when an employee makes changes to his shift.