There are few businesses that can’t function with 9-5 employees and need employees who can work in rotating shifts. Various industries like healthcare, emergency services and manufacturing need workers to be available 24/7. In this case, employees are given rotating shifts so that the services are available all the time.
Imagine, you rush into the hospital because you broke your hand, and it is closed because the doctor is on leave! There would be a ruckus if healthcare services weren’t available 24/7. This is where rotating shifts come in.
What Are Rotating Shifts?
A rotating schedule is when different employees work in different shifts across different times of the day to keep the business running 24/7. You can usually see rotating schedules in manufacturing and healthcare industries where it is necessary to keep the services active all the time.
For example, you have a bar in your hotel that you want to keep running 24/7 but you need to schedule the shift of your employees so that all of them work equally.
If the evenings are rush hours, and customers tip well, everyone will want to be working then. You can schedule the shifts in a way that every employee gets a chance to work in the evenings and enjoy the rush hour benefits, but also ensure the bar is manned all the time.
In rotating shift work, a day is often structured into different shifts like morning shift, afternoon/ evening shift, night shift – and every shift has a fixed set of hours. Moreover, the shifts are in the form of a rotation, it can be for a day or for a few weeks. The rotation pattern ensures that everyone works equally. Most of the workers follow a rotating schedule for two main reasons – increased output and 24/7 availability.
Rotating shifts offer more days off because employees cover the 40hrs/week requirement easily. The upside of rotating shifts is your services are open 24/7 and employees get the required time off.
Fixed Shifts Vs Rotating Shifts
Fixed shifts are the most common type of shifts used across various industries that don’t need to be open all the time. Below is a table describing the difference between fixed shifts and rotating shifts
Types of Rotating Schedules With Examples
1. Dupont
Dupont schedule is one of the most complex rotating schedules to follow but it also is the best option for large teams. The work rotation is of a whole month, consisting of 4 teams that work in an on and off way. Employees are allotted 12-hour workdays, but they also enjoy longer breaks and a full week off. If used correctly, Dupont schedule can lead to 24/7 coverage of services without exhausting the resources. A Dupont pattern looks somewhat like this –
- 4 consecutive night shifts
- 3 days off
- 3 consecutive day shifts
- 1 day off
- 3 consecutive night shifts
- 3 days off
- 4 consecutive day shifts
- 1 week off
While team 1 follows this pattern, team 2 can follow this pattern –
- 3 consecutive day shifts
- 1 day off
- 3 consecutive night shifts
- 3 days off
- 4 consecutive day shifts
- 1 week off
- 4 consecutive night shifts
And team 3 can follow this pattern –
- 3 days off
- 4 consecutive day shifts
- 1 week off
- 4 consecutive night shifts
- 3 days off
- 3 consecutive day shifts
- 1 day off
- 3 consecutive night shifts
The last team can follow this pattern
- 1 week off
- 4 consecutive night shifts
- 3 days off
- 3 consecutive day shifts
- 1 day off
- 3 consecutive night shifts
- 3 days off
- 4 consecutive night shifts
The Dupont scheduling system can seem a bit confusing but better planning can keep your business running smoothly without exhausting your employees. While it may offer a whole week off for employees, the Dupont system offers just a day off between 3 consecutive 12-hour day shifts and 3 consecutive 12 hours night shifts. This can lead to an erratic sleep schedule in employees, hampering their productivity levels.
2. Pitman
Pitman scheduling follows a similar work scheduling like Dupont, but it is over a 2-week period with 12 hour shifts for employees. It also works across a 4-team set up where teams follow this pattern –
Team A
- 2-day shifts
- 2 days off
- 3-day shifts
- 2 days off
- 2-day shifts
- 3 days off
Team B
- 2-night shifts
- 2 days off
- 3-night shifts
- 2 days off
- 2-night shifts
- 3 days off
Team C
- 2 days off
- 2 days shifts
- 3 days off
- 2 days shift
- 2 days off
- 3 days shift
Team D
- 2 days off
- 2-night shifts
- 3 days off
- 2-night shifts
- 2 days off
- 3-night shifts
This pattern ensures that throughout the 2-week time employees get ample days off, but work is also covered as required. Pitman’s system of scheduling is more suitable than Dupont because it gives sufficient days off to employees after working 12 hours shifts, whereas Dupont has just one day off in between some working days which can be exhausting for workers.
3. 4-3
The 4-3 types of shifts follow 4 workdays and 3 off days pattern, where employees cover 10 hours shift and get 3 days off after 4 days. This type of scheduling can work with even 9-5 offices where employees can get longer weekends off. However, it is more suitable for businesses that are open 24/7.
There is a downside to 4-3 because for 4-3 to function smoothly, one should have at least 6 teams in place to cover work at any time of the day. 4-3 shifts are best for businesses that have a lot of workloads and many employees.
4. 24-48
24-48 schedule the easiest way to organize the employees for an all-time open service like the emergency services. In this scheduling, employees must work for 24 hours straight and then get 48 hours (about 2 days) off. While only one day may sound attractive to employees, it is hard to keep working for a whole day without sleep. But the good thing about 24-48 scheduling is employees who have other commitments can take up this job because they must show up for work for just 1 day and then they can take a break of 48 hours (about 2 days).
5 Steps on How to Create Rotating Shifts for Your Company
1. Choose a Schedule Type
When deciding on a work schedule, employers’ biggest concern is, “What kind of scheduling is best for the business?”. Many get confused about what type of schedule to follow. But you don’t necessarily have to follow a Dupont or 24-48 schedule. An employer should go with a work schedule that works for the business rather than going the traditional way and following a fixed schedule. Akrivia HCM can help you create an efficient rotating shift for your company. Here is how to choose a schedule that works for you. Ask yourself these questions to get a clear idea of how to time those shifts and assign them to employees.
- Do you need to be open 24/7?
- How does your workday look like?
- What are your peak hours?
- What is the favorite shift of employees?
- What shift do your employees prefer?
- What is your budget and how to maintain payroll with these shifts?
- What roles do you need to be active in every shift?
After asking yourself these questions, you will get a clear idea of how a typical workday will be, how long you must be open, how to divide it and assign shifts to different teams.
2. Divide the Day Into Shifts
Determine how long your business is open every day. For example, you run a small hostel chain business, but you have few employees in every hostel. In this case, the best thing you can do is keep your business open for 12-16 hours rather than keeping it open for 24 hours. This way, your employees also have time to take a break and rest. In this case, you can divide your day into two 8-hour shifts and assign different shifts for different employees. You can also give a day off to employees on different days rather than giving them a day off on the same day.
3. Decide the Number of Teams Needed
If you are following a Pitman or Dupont schedule, you need at least 4 teams in place to cover shifts. Creating teams is an art form. You will have different employees with different sets of skills at different times of the day and you need to create various teams that work seamlessly across the entire workday.
4. Put Together Teams and Assign Shifts
Once you have divided the workday into number of shifts (it can be 24-hour shift for one team, 12 hour shifts for 4 teams, or 8 hour shifts for 6 teams), you need to decide the number of teams you need.
Determine what roles you need active in which shift. For example, you need a receptionist to be active at night to help people check in, but you don’t necessarily need a bartender to be active at 3am in your hotel. So, you can manage the night shift accordingly and create shifts in that way.
Customize different teams for different shifts according to business requirement, type of shift, employee role, employee skills and employee availability.
Creating teams can seem a bit confusing but as a business owner you will know best how to manage shifts and create teams that complement each other.
5. Monitor and Improve the Schedule
Nobody perfects scheduling in the first go. Your rotating schedule may need tweaking at some point. Identify issues that can be improved to smoothly run the scheduling.
For example, your shifts start too early in the morning when there is nobody to serve. If the crowd starts coming at 10am, there is no point opening the restaurant at 9am. You can rather extend the shift an hour back. If there are employees who do not work together you can put them in different teams and get them to work better.
No rotating scheduling is static, you need to keep making changes to it according to your business needs and employee availability. It may take a few rotations to nail the schedule so be patient with the process.
Tips for Using Rotating Shifts
Handling rotating shift work can be tough, but following these tips can make using rotating shifts a bit easier –
- Create shift teams based on skills, preferences, and availability.
- Clearly determine the shifts, like determining the number of shifts in a day and how long they should be.
- Promote open communication about shift preferences in employees so you have a clear idea of how to assign shifts according to employee preference.
- Use attendance management system tools to track employee availability, schedule and assign shifts.
- Try to monitor employee health before every rotation so you are aware about who is available to be working the shifts and giving your employees required time off to recuperate.
- Keep revising your shifts to make it convenient for your employees and your business.
Benefits of Using Rotating Schedules
Rotating shifts aren’t for all industries, and when 9-5 employees hear of rotating shift work, they often think it doesn’t come with any benefits. But here are some of the major advantages of following rotating shift work –
1. Increased Flexibility
The usual 9-5 can only offer the weekends off but rotating shifts can offer days off during the weekdays which can come in handy for employees. Workers can take care of things they can’t usually do on the weekends. This offers an unusual flexibility for rotating shift employees. Moreover, there is the flexibility of overtime that employees can avail and take days off in a stretch if allowed by an employer, which is a bonus.
2. 24/7 Work Coverage
Industries that need continuous coverage are manufacturing, healthcare, emergency services, police departments, military, some retail stores, transport and hospitality. While an IT company can do away with all-round-the clock coverage, these industries need continuous coverage and rotating shifts make it possible. It ensures that the business keeps running but employees also get time off to recover.
3. Employees Take Turns
Rotating shifts not only give employers 24/7 coverage, but it also allows employees to work on different shifts. For example, Dupont scheduling ensures that all employees work equal night shifts and have a week off. This gives everyone a chance to work on the most popular shifts and most dreaded ones. It reduces employee frustration and gives them a sense of fairness. If an employee constantly works during night shifts, they will be tired of it. It is better to distribute night shifts among the employees and distribute work fairly.
Conclusion
While rotating shifts are necessary for some industries that need to be operational 24/7, it isn’t necessary for others. Taking long-term rotating shifts can affect employees’ mental and physical health. However, services like healthcare and hospitality need to be on 24/7, making rotating shifts an unavoidable necessity. Using attendance management systems or HRMS like Akrivia HCM can make the process easier and convenient for both employers and employees.
FAQs
1. What is an example of a rotating shift schedule?
An example of rotating shift schedule is – If an on-call doctor is on duty for 24 hours, then they take 48 hours (about 2 days) off. This is a part of the 24-48 schedule.
2. How do I prepare for rotating shifts?
Preparing for rotating shifts is not easy, however there are a few things you can do to make the shift easy. Try to get enough sleep before your shift. Having enough sleep under the belt will keep you active throughout the shift. Eat healthy and workout to maintain a healthy lifestyle. The random shifts may shock your body, but it is better to be prepared.
3. Are rotating shifts unhealthy?
There are various studies that establish that rotating shifts adversely affect the physical and mental health of employees. The circadian rhythm of employees is affected by the haphazard sleeping patterns and can lead to physical deterioration in coming years.
4. Are rotating shifts worth it?
Rotating shifts are difficult, that is why employers offer more pay, more days off and benefits to employees. Few people are willing to take rotating shifts, which is why employers must attract employees. Rotating shifts are worth in terms of the benefits offered but in the long term they can feel unfulfilling.
