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Feeling the pain? Overcoming common shift work challenges - Part 1

For 30 years we’ve helped food and drink manufacturers improve shift planning, rostering and workforce management.

This broad experience gives us deep insight into the shift working challenges the sector faces and how specialist workforce optimisation insight and tools can be applied to overcome them.

We’re always keen to share our best practice learnings so we can support continuous improvement in this vital area of our economy.

We hope you find the insight and guidance valuable.

Winning the battle for talent

No matter what area of food and drink manufacturing we work in, addressing skills shortages is a major strategic workforce priority.

Outdated shift patterns, inflexible rotas and legacy employee scheduling practices often compounds this broader issue.

In an increasingly tight labour market, manufacturers need to create attractive working conditions that supports the wellbeing and aspirations of shift workers.

Common recruitment & retention challenges in manufacturing…

…and considerations when addressing them through your shift working strategy



There is very little flexibility in the working hours we can offer current and prospective employees…

…consider innovative and differentiated approaches that increase the options and attractiveness of shift work. These could include rostered holidays, seasonal patterns, alternative shift durations and flex mechanisms.

Long working hours are creating morale and employee churn issues…

…analyse overtime metrics across the business. Identify if certain teams or individuals are more exposed and determine potential drivers and resolutions.

 

The business is struggling to attract new, diverse demographics…

…create a range of new shift patterns that suit those wishing to work reduced hours or seeking more flexibility (such as working families or those approaching retirement).

 

Last minute cover requests are harming goodwill and damaging work-life balance…

…ensure you have a good visibility over labour demand/supply information and robust forecasts. Use this insight to provide more certainty over when employees are working, when they are not working and when there is a need to be potentially flexible. This includes providing adequate notice to individuals required to flex and, where possible, ensure the burden is distributed fairly across the workforce.

 

Employees perceive unfairness relating to different T&Cs and ‘preferential’ patterns…

…engage employees around working time. Build their understanding of the challenges and collaborate on solutions to standardise key aspects of shift working in a fair and equitable way.

 

There isn’t time available to provide the training and skills development needed to support the workforce…

 

…identify potential underutilisation or periods of low demand. Build protected personal development time into rotas to improve skill sets, retention and employer brand.

 

Shift work and rostering

Avoiding ‘peak pain’

Peak periods are often cited as a major cause of quality, cost and workforce issues by our contacts in food and drink manufacturing.

Large orders or seasonal demand profiles often require production to ramp-up significantly.

For many manufacturers coping with its impact on shift working is a key workforce planning and management challenge that needs to be addressed.

Common peak production challenges in manufacturing…

 

…and considerations when addressing them through your shift working strategy


There is a predictable capacity gap which leads to overworking and quality issues…

…create an accurate labour supply and demand model that will help you forecast precise requirements by day/week/month/year.

 

Profitability is affected through increased use of overtime and agency labour to support the peak…

 

…look for opportunities to redistribute employees’ contracted hours so they better meet your demand profile. For example, Annualised Hours and Demand-Led Rostering enable the creation of ‘low’, ‘medium’ and ‘high’ shift patterns that allow you to re-assign hours from ‘quieter’ periods to support peak production.

 

Over-rostering in peak leads to significant underutilisation when demand is not as high as anticipated…

…ensure you have the necessary demand data, rota tools and lean workflows to manage through short-term volatility. This could include consistent and equitable stand-up/stand down policies, a flex up/down category of rotas and a banked hours system.

 

Employees are regularly working excessive hours and we see spikes in sickness/accidents...

… gain certainty over how many hours are being worked at any given time by any given individual. This will enable you to identify potential risks and better balance demands across the workforce.

 

Relationships with employees become strained as the pressures of peak bite…

…work with employees to explore options to address the issue ahead of the next peak. Consider a phased approach to progressively lessen the pressure over time.

 

 

Shift planning and workforce management

Avoiding management headaches

Increasingly we’re finding food and drink manufacturers are frustrated with the systems and tools available to them for managing shift work efficiently and effectively.

Dealing with variations, extractions, cover, overtime, TOIL, flex and reserve in dynamic shift working environments can be a real headache if trying to manage them via spreadsheets or T&A/HR/ERP software.

We often find that despite considerable investment in these systems, they don’t support the specialist and nuanced nature of shift work.

Those in operations and resourcing become reliant on multiple spreadsheets to manage shift work… creating huge admin overheads, risks and duplication when inputting data into other software.    

This was the key reason why we’ve invested significantly in creating an online system WORKSuite®.

It has been designed by our subject matter experts to help optimise the planning, management and monitoring of shift work and has the ability to integrate with and complement T&A/HR/ERP solutions.

Common workforce management challenges in food and drink manufacturing…

 


…and considerations when addressing them through your shift working strategy


Shift work is managed through multiple spreadsheets, creating a lack of transparency and inefficient systems and processes…

…analyse the processes, people and tools used in the day-to-day planning and management of shift workers. Identify elements that increase risk, drive inefficiency and create workforce issues. Consider how the system could be optimised to address challenges and deliver return on investment.

There are frequent rota gaps that create production or workforce challenges…

… identifying potential shortages requires continuous assessment of rotas using real time insights on demand, cover and exceptions.

 

Tracking and managing holidays, shift swaps and other variations creates huge amounts of administration…

…ensure key day-to-day workflows and tasks are automated. Also consider self-service tools that reduce admin time and empower employees by enabling them to co-manage their working time.

 

Inaccuracies lead to costly payroll/holiday errors and unhappy employees…

…create a single capture point for all shift work information. Ensure balances can be tracked in real time and accurate information automatically shared with other HR systems. 


There are concerns over compliance relating to working time regulations and other policies...

…maintain an accurate database of hours worked and planned hours to identify and mitigate risk. Ensure you keep comprehensive records that can easily be audited to provide information to authorities, unions or customers. 


There are no clear indicators of performance which makes improvement or optimisation difficult...

…automate the capture of as many key metrics as possible. Use analytical tools to provide business information that supports day-to-day decision making and strategic workforce planning.


For more information please contact: 

Steven Firth, Working Time Solutions

Steve Firth | Sales Manager

T: +44 (0)161 720 0903| M: +44 (0)7792 903946 | steve.firth@workingtime-solutions.com</

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