Creating an effective shift swapping policy

Apr 10, 2023
min read


As a manager, you are likely aware of the need to have an effective shift swapping policy. It is important for you to make sure that your employees know about the policy to ensure that the business has enough coverage if someone does not show up for work. This blog will provide tips on how you can create an effective shift swapping policy.

How to create a policy for swapping shifts that works for your team

Determine the process 

It's important to create a policy that works for your team and business, so it's wise to consult with your employees before implementing the shift swap system. You'll want to let them know what their role eligibility is, how they can request a swap and when they can expect one back in return (if at all).

Be mindful of overtime costs

When an employee swaps shifts with another employee, both should be aware of how much money will be lost due to overtime pay if one person has more hours than another on their day off. If this happens often enough, it could impact your bottom line significantly.

Avoid last minute changes as much as possible

It's best practice not only because it prevents overtime situations but also because last minute changes are generally inconvenient for everyone involved. This will help keep morale high within your team by showing them how much respect you have for their time commitments outside work hours; plus it'll make scheduling easier since everyone knows exactly what needs done during each shift without having any surprises pop up throughout each week/month/year etc., which means less stress overall.

What is a shift swap policy?

A shift swap policy is a way for employees to trade shifts so they can take time off, or provide coverage for sick employees. It's also a way for your company to be flexible with its scheduling and accommodate the needs of its employees.

Why should you let employees trade shifts?

Letting employees swap shifts is a great way to improve the efficiency of your operations.

Less no-shows

When employees are able to trade shifts, it's much easier for them to plan their lives around their work schedule.This means less people calling in sick or having to leave early because they forgot about something important happening in their lives.

More flexibility

If you have an employee who wants more hours one week and fewer hours another week, letting them trade shifts makes it easier for you to accommodate those needs without having someone call out or come in late because they didn't get enough notice about their new schedule (which leads back into point #1).

Less work for managers

This may seem like an obvious benefit but it bears repeating--managers don't have time to deal with sick calls or shift trades while they're working.

Get started with Humi

HR tasks can be difficult - especially when it comes down to making policies and procedures for your employees to follow. Find out how Humi can help by getting in touch with us today!

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