We run a couple of different shift work schedules most days. We’re finding information doesn’t get shared. We end up duplicating effort as one shift re-does what another shift was supposed to do. Not everyone gets there at the same time, so it’s hard to have a meeting. What suggestions do you have to make this work smoother?
Thoughts of the Day: Successful shift work means planning out the work schedule. Know what to do when someone doesn’t show up for a shift. Use notes that turn into checklists to document what’s been done. And what still needs to be done. Assign shift supervisors with overlapping check-in and checkout times who must clear up any issues before heading home. Finally, think about a different approach.
Reduce shift work disruptions
Shift work scheduling is both art and science. If possible, utilize scheduling software. Most industries have systems that have been customized. Check with your national industry association to see if they have any recommendations.
Have a go-to person who oversees and approves all of the schedules. It’s this person’s job to match workload and personnel. Make sure this person is good at providing write-ups of what has to happen since they won’t always be on-site and the shift supervisors need direction on what work they’ll have to handle.
Put one person on each shift in charge of quality and compliance and another person in charge of inventory. These two also need to be able to work with software to track and report. If possible get an inventory system in place that the scheduler and inventory manager can both look at to know what’s in stock and what needs to be ordered to help them plan out what each shift needs to work on. The quality manager checks that work is completed on time, is error-free, and provides feedback to shift supervisors.
Improve safety, performance, and productivity
Make it clear what has to happen if employees want to swap shifts. Who do they go to for permission and how does permission get recorded so everyone is on board? What do replacements need to know and how are they informed? Is there any specific training /certification needed for a replacement to be eligible? What does the original shift worker have to do to ensure their work is properly covered?
Keep a schedule that everyone can access. If everyone doesn’t have access to a computer, post a daily roster — looking ahead at least two weeks. Show replacements by crossing out the original worker’s name, so that everyone knows who is responsible for ensuring the shift is covered.
In case of breakdown, make it the original shift worker’s responsibility along with the person who agreed to cover the shift to diagnose and prevent problems in the future. Meet with both to discuss the breakdown and ask them how they could have avoided the problem. Put suggestions in writing and make them part of the policy manual, which gets distributed to everyone.
Shift work competitive advantage is strategy and speed
Set aside time to cross-train people so they can step into each other’s jobs. Have day-shift people train on evening shift work, and vice versa, as there’s a different boss, rhythm, and set of tasks that have to be dealt with on each shift.
As much as you want teams to be self-managing, you still need points of contact. Assign shift work supervisors as the primary point of communication between shifts. Everyone feeds them information about what’s going on before, during, and after each shift. It’s their job to work with their teams and each other to smooth out disruptions.
Any time there is a change in shifts, that’s a disruption to workflow. Disruptions equal loss of productivity. Investing in the equipment necessary to have more people work at one time may be less costly than dealing with constant interruptions from shift changes. Think about asking employees to work longer hours but fewer days — people may enjoy having more days off during the week and can be more focused during the concentration of workdays.
Looking for a good book? Try “Work Rules! Insights from Inside Google That Will Transform How You Live and Lead” by Laszlo Bock.
