For many organisations, optimising the design and flexibility of the shift patterns used by their employees is arguably the single most important thing they can do to maximise workforce efficiency and wellbeing. In this article, we will explore some of the key factors that must be considered when designing shift patterns, analyse some of the most common types of shift patterns used today and explain how calculated appraisal of their effectiveness can further improve the design.
Introduction to shift patterns
Shift work is becoming more and more common in businesses across the UK, with many estimating that around 15% of the working population now work this way. However, this understanding is very much dependent on how “shift work” is defined (i.e. whether to include part-time workers or predominantly day shift workers within this cohort). But, regardless of this definition, shift work is undoubtedly becoming more prevalent.
Shift patterns are the mechanisms by which schedules define when employees work. They form the initial plans of attendance, and a predetermined blueprint of when people come to work and go home. Shift patterns must also take into account the potential for unpredictable changes to staffing levels, such as sickness, absence or even change in demand for work.
No matter what you may hear, there is no such thing as the perfect shift pattern, as what constitutes the most effective shift pattern will differ from organisation to organisation, or even between departments or individual staff members in the same company. Ultimately, the best shift pattern for your organisation is the one that best fits with operational requirements and the preferences of staff. To determine the optimal shift pattern, staff availability, breaks, leisure time, skills, fairness, business demand, working time and other regulatory issues must all be considered carefully. In industries where continuous coverage is required (such as parts of healthcare, manufacturing and the emergency services), ensuring the correct rotation of shifts is also of paramount importance to the circadian rhythms of employees, and thus their health and wellbeing.
Getting shift patterns and flexibilities right can ensure maximum operational efficiency, employee wellbeing, customer satisfaction and, ultimately, improved profitability. Having the right people in the right place at the right time minimises the need for additional working hours through overtime or other methodologies. Regarding employee wellbeing, intelligent shift pattern design helps manage workload distribution, reduce fatigue and accommodate personal preferences, leading to a more motivated and productive workforce. In terms of efficiency, a strong shift pattern will help optimise resource allocation and ensure the correct balance of skills and experience levels on any given shift, making it easier to adapt to changing demands, maintain high service levels and enhance overall productivity.
Examples of Shift Patterns
There are an infinite number of shift patterns, especially when non-typical demand is considered. Furthermore, the shift patterns featured may or may not include scheduled time off or cover for absence. Given this level of variation, the following summary is only a snapshot of some possible options.
Two-shift pattern
The two-shift pattern is one of the simpler shift patterns, typically involving two teams working shifts one after the other. For instance, if 16 hour coverage is required over 5 days, one team would work an 8-hour morning shift (e.g. 06:00-14:00), and then be replaced by another team for the afternoon (e.g. 14:00-22:00). The two teams could rotate shifts, have longer periods on each of the shifts or could be permanently fixed on their shift.
Benefits:
- Simplified scheduling.
- Clear division of shifts.
Challenges:
- If fixed, this shift pattern can lead to a silo mentality, with the afternoon cohort always having to fix the mornings’ issues.
- The afternoon shift is widely disliked, especially if fixed.
Four-on-four-off pattern
Employees work four consecutive 12 hour shifts, followed by four days off. With shifts lasting 12 hours, this can provide 12/7 coverage or 24/7 continuous coverage. Even this simple idea has several different formulations.
Figure 1
Option D (see figure 1) is often referred to as a 12-hour continental shift. Frequently this type of shift pattern, when 24/7, may actually be slightly longer than 12 hours to allow for a handover if required.
Benefits:
- Extended rest periods.
- Fewer days at work means a reduced number of commutes.
- Predictable scheduling.
Challenges:
- Long working hours within the day (especially difficult for those requiring childcare).
- 12 hour night shifts are often unpopular, especially four consecutively.
- Potential for burnout over consecutive workdays.
- Long periods without full weekends.
8-hour continental shift pattern
This pattern typically involves a four-team rotation working 8-hour shifts, ensuring 24/7 coverage over a seven-day period. It can follow a pattern slow or fast rotating through mornings, afternoons and nights, followed by days off. Some organisations tweak the rotation to give longer rest breaks between blocks and prevent staff ending on nights; however this is ill-advised due to issues regarding employees’ circadian rhythms.
Both of these versions can also be done on a 6-on-2-off basis that repeats after 56 days.
Figure 2
Benefits:
- Consistent coverage.
- Regular pattern.
- Reduced risk of fatigue from the length of the working day.
Challenges:
- Long blocks of shifts in row may lead to a risk of fatigue.
- Increased number of days at work.
- Fast turnarounds after blocks of shifts, especially on fast rotation with each block ending on nights.
DuPont Shift Pattern
Figure 3
This pattern is another version of the 12-hour-4-team pattern. It is named after the US-based chemical company where it is purported to have first been used. DuPont is still widely used in the US but is rarely seen in the UK.
Benefits:
- Long rest periods of 7 days after a work cycle of 21 days.
- Long breaks after night shifts.
Challenges:
- Fatigue especially around the 3-on-1-off-3-on block.
- Slightly less regular pattern which needs managing.
How to determine the best shift pattern for your business
When designing shift patterns, organisations should consider all the factors that impact on daily business operations and understand the complexities of flexible working. This will ensure that employee preferences, legal requirements and business priorities are all met.
To deliver success, your organisation must work collaboratively to determine these smarter shift patterns, team structures and ways of working; matching the available hours of employee teams, skills and required flexibility to an evidence-based demand for products or services.
The benefits of this more flexible approach to setting shift patterns are huge and can include:
- Cost savings: By optimising shift patterns, businesses can significantly reduce overhead costs:
- With improved productivity and performance.
- Using a committed core skilled workforce, with reduced reliance on agency workers or voluntary overtime.
- By reducing non-value added work at periods when overstaffed.
- Compliance & risk management: Organisations can ensure all scheduling adheres to legal standards or better regarding:
- Working time legislation.
- Minimum wage legislation.
- Employee satisfaction: Tailored scheduling improves work-life balance, leading to improved retention and attraction, and reduced absence levels. Employee incentives can be aligned to those of the business, helping to build partnerships across all levels of an organisation.
- Productivity & quality: Optimised scheduling improves the operational efficiency and quality of the service delivery.
- Customer satisfaction: Matching a flexible demand and ensuring that the right people with the right skills are present at the right time will improve customer service.
