Checklist: Duty planning in the corona crisis

In principle:

✔️ Clearly define responsibilities for duty scheduling

• Define contact persons and representatives

• Document general personnel planning rules

• What happens if you are unavailable as a partner?

✔️ Maintain a comprehensive overview of the staff situation

• Who is available when?

• Is there an increased need for personnel?

• Are there already vacation requests, sick notes or individual change requests?

✔️ Compliance with statutory and contractual working hours and break times

What you should pay particular attention to now

✔️ Communicate the duty roster to all employees

• Ensure that all employees are informed in good time and are always kept up to date, e.g. in the event of changes at short notice

• Officially advertise additional shifts & set incentives to take them on, e.g. special payments

✔️ Implement necessary hygiene measures

• Make plans available regardless of location, e.g. digitally

• Hold situation meetings by telephone or via the internet

• Do without physical time clocks

• Enable digital clocking in

• Submit certificates of incapacity for work digitally where possible

✔️ Clearly define crisis-related communication & substitution rules

• E.g. for short-term sick notes

• Communicate changes to availability in good time, e.g. due to childcare bottlenecks

• Ensure reliable replacement processes

✔️ Adapt absence management to the crisis situation

• Take measures after reporting sick due to suspected coronavirus: Identify joint working groups to trace possible chains of infection

• Introduce additional prevention measures if necessary: e.g. ensure that entire shift groups are separated in terms of space or time as far as possible

✔️ Ensure uncomplicated recruitment processes

• Create processes to integrate additional workers at short notice

• Clearly define employment relationships

• Advantages of shyftplan at a glance

✔️ Maintain a comprehensive overview of the personnel situation

• Visible at a glance: Who is available, who is sick?

• Which shifts still need to be filled?

✔️ Automatic check of legal requirements

• Compliance with statutory rest periods & regulations

• Compliance with maximum working hours

✔️ No more phone calls afterwards

• Duty roster and last-minute changes can be communicated via the shyftplan app -> location-independent communication

• Changes are visible to everyone involved at all times

• Employer and employees are always up to date

• Push notification, e.g. "new extra shift" available to all employees at the same time

• Simple communication between employees and supervisors via the internal chat function

• Submitting the certificate of incapacity for work digitally via the shyftplan app

✔️ Strengthening employee satisfaction

• More co-determination, e.g. through independent shift applications and shift swaps

• Entry of individual availabilities

✔️ Minute-by-minute recording of working hours in the digital time account

• Online working time recording possible thanks to digital time clock

• Easily retrieve and export clear evaluations of hours worked and salaries to be paid

✔️ Possibility of partial to full automation of your personnel planning

• The shyftplan algorithm plans fully automatically based on rules you have previously defined

• Compensating for sick leave, avoiding personal contact between employees and ensuring that operations are maintained at the same time - these are just a few of the current challenges.

• Our team of experts will advise you on how to overcome the crisis, tailored to your situation. In a free consultation, you will learn

✔️ How to ensure minimum staffing levels - even with high sickness rates

✔️ How to optimize your shift planning to avoid contact

✔️ How you can flexibly schedule part-time staff and external personnel