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Workshops: finding a solution to your rostering problem

We run public training courses to address, in a general way, various aspects of the rostering process - see our training page.

However, you may have a specific problem and deadlines to meet and so we also run on-site workshops designed to explore the problem, evaluate the options and find a solution. For example, you may be considering the move from semi-continuous working (eg. 24 hours a day, Monday to Friday) towards fully continuous working (ie. 24 hours a day, 7 days a week). Currently, you may work 8-hour shifts and use overtime to cover weekends. In the workshop we would typically present a range of options. We would, for example, for 24/7 working describe the traditional 4-team systems; explain the concept of annualised hours and how it works within a 5-team system; and explore shift systems based on 8 or 12-hour shifts or a mix of 8's and 12's.

The general process is as follows:

• You describe the problem to us and supply us with all relevant background information
• We sketch out an outline programme for the workshop, agree it and then do any required preparatory work
• We run the workshop on-site for a working group. Workshops such as these, when there are typically a number of options, work best with a smallish group of people who have a knowledge of the problem
• We sometimes, if applicable, make use of our rostering software system, RotaView, which can access libraries of standard shift rotas and is a very useful tool for evaluating rostering systems,  which may consist of different rotas, taking into account staff grades, skills, hours worked etc.
• Typical length of workshop - half to a full day
• If required, we write-up off-site the main issues covered during the workshop

At the end of the process the working group has explored the available options and has a report summarising them. Our typical charge for this stage is one to two days but much depends on the amount of preparatory work and the content of the report. The next stage is to decide how best to present a suitable option to staff, a process that we can help with possibly making use of some of our software tools.

Annual rosters

If you are operating an annualised hours system, you may want to construct an annual roster. How you do this depends on the type of Annualised Hours system - for example, for a continuous system (ie. 24/7) you would typically go through the following stages:

• Decide on the year start and finish dates
• Decide on the year start and finish dates
• Decide on the shutdowns (if appropriate)
• Decide on the number, the length and the timing of long breaks (ie. holiday breaks) (if appropriate)
• Decide on shift pattern "building blocks" (typically, a basic pattern and a long-break pattern)
• Put the shift pattern "building blocks" together over the year
• Tidy up the linkage between the different shift pattern "building blocks"
• Put in shutdowns (if appropriate)
• (Optional) Make adjustments to the annual pattern (typically, around the shutdowns) to create a better balance of shifts rostered for each team

How can we help?

If you provide us with parameters we can construct an annual roster from scratch. Alternatively, we can provide you with examples of annual rosters or ideas for the basic shift pattern "building blocks"  - see our shift patterns page.

Examples of annual rosters

We have lots of examples of annual rosters for the following systems:

• continuous (24/7)
• semi-continuous (24 hours a day but not 7 days a week)
• discontinuous (up to 7 days a week but not 24 hours a day)

Some of the examples available are shown below. Prices on request.

Continuous (24/7) systems

5 teams

• 8 hour shifts
• 8 hour shifts with FLOAT periods
• 8 hour shifts with ON CALL
• 12 hour shifts
• 12 hour shifts with FLOAT periods
• 12 hour shifts with ON CALL
• mix of 8 and 12 hour shifts 
• mix of 8 and 12 hour shifts with FLOAT periods
• mix of 8 and 12 hour shifts ON CALL

Consultancy

Designing and introducing a new shift pattern with all the operational and HR implications can be a daunting task. We have developed a systematic approach to supporting management and can help with any of the following stages of the rostering process:

• Workload analysis to establish business demand
• Roster audit: evaluation of current shift patterns (rosters, rotas)
• Development of business case for change
• Finding shifts to efficiently match workload
• Designing shift patterns (rosters, rotas)
• Consultation and negotiations with employee representatives
• Implementation of shift patterns (rosters, rotas)
• Management of shift patterns (rosters, rotas) - see RotaView

Through more efficient rostering it may be possible to:

• Reduce overtime costs
• Reduce staff numbers
• Cover more work with the same number of staff (eg. extended operating hours)

There are two general approaches to consider when designing shift patterns. We can advise you on which is the most appropriate to meet your business needs including the operational, cost and HR implications of the various options.

Traditional shift systems

• Weekly hours rostered
• Holiday taken from gross weekly hours
• Additional hours worked paid as overtime
• Staffing levels usually include an allowance for absence

Annualised hours systems

• Hours are calculated on an annual basis
• Hours are rostered over the year to match business demand
• Holiday is often rostered or partially rostered
• Overtime is usually eliminated or substantially reduced

If you are unfamiliar with the Annualised hours approach we can explain the way that it might work for your organisation and establish some of the benefits it might give. There are three broad categories of Annualised hour systems:

• Stable patterns of business demand (for example in continuous processes, 24/7)
• Predictable variations in demand (for example, seasonal peaks and troughs)
• Unpredictable variations in demand

Please contact us if you need help with any stage of the rostering process from workload analysis, through evaluation of shift options to the design and implementation of shift patterns (rosters, rotas).