In Five Steps to a Simple Flexible Shift System

From needs assessment to the right team model

The path to a functioning system begins with the precise determination of personnel requirements (net and gross requirements, taking absences into account). In the second step, the optimal number of shift teams is determined, with rules of thumb helping to find the balance between staffing levels and team size.

Designing shift plans and defining the baseline

Step three involves developing concrete plans (e.g., 4-, 5-, or 6-week cycles) while taking ergonomic findings, such as sufficient rest periods, into account. In the fourth step, the basic distribution of contractual working hours is determined. This acts as a "baseline" for the accompanying working time accounts, which provide the necessary buffers for forecasting errors.

The importance of clear flexi-rules

The fifth and final step is defining "flexi-rules." These rules ensure that the required staffing is achieved while accommodating employee preferences as much as possible. Instruments such as "time windows" or cross-team substitution rules help to systematically avoid overstaffing or understaffing.