Introduction: Is Your Employee Shift Schedule Outdated?

Did you know that over 50% of North American shiftwork operations have been using the same employee shift schedule for over a decade? That's right—many companies continue to rely on outdated shift schedules, even as operational demands, workforce demographics, and work-life dynamics have shifted dramatically in the past ten years.

Think about how much has changed since your shift schedule was first implemented:

Smartphone screen time has more than quadrupled, with people spending an average of 132 minutes/day on their devices (up from 32 minutes/day in 2011).

Electric vehicles have gone mainstream, with over 1 million on the road today, compared to almost none in 2010.

The rise of the gig economy, including services like Uber, Lyft, and DoorDash, has drastically altered how people think about work and schedules.

With all these changes, it’s important to ask: When was the last time you reviewed or "tuned-up" your employee shift schedule? If it's been a while, chances are your operation could benefit from a shift schedule review to ensure it aligns with modern operational needs and supports workforce health and safety.

Outdated Shift Schedules Hurt Your Bottom Line

Many businesses stick with their current employee shift schedule out of inertia—"We've always done it this way, so why should we change?"

Unfortunately, sticking to an outdated schedule can dramatically hurt your bottom line, leading to:

• Decreased productivity: Fatigued employees are less effective, making errors and slowing down the operation.
• Poor morale: A schedule that doesn’t accommodate workers' needs can lead to dissatisfaction, burnout, and disengagement.
• Increased absenteeism & turnover: Employees who are unhappy with their schedules are more likely to take time off or leave the company altogether.
• Rising fatigue and accidents: Poor scheduling can lead to physical and mental fatigue, increasing the likelihood of workplace accidents and errors.
• Impaired health and work-life balance stress: An unsustainable schedule that doesn’t take into account worker wellness can lead to long-term health issues.

The Hidden Costs of a Poor Employee Shift Schedule

Many organizations aren't fully aware of the hidden costs associated with mismatched shift schedules. From inefficient operations to safety concerns, poor scheduling can affect everything from your company's efficiency to the well-being of your employees.

But there’s hope!

By conducting periodic shift schedule tune-ups and reviewing the adequacy of your current shift patterns, you can uncover areas for improvement and implement changes that will:

• Reduce fatigue and human error
• Improve safety and operational efficiency
• Boost employee morale and retention

Let’s explore some of the signs that your current employee shift schedule may be outdated and in need of a tune-up.

5 Signs Your Employee Shift Schedule Needs an Overhaul

1 - Negative Feedback from the Workforce

When employees are unhappy with their schedules, it’s often voiced through complaints, increased absenteeism, or high turnover rates. If you’re experiencing more complaints about shift timing, seeing an increase in unplanned absences, or struggling to retain new hires, it’s a strong indication that your current shift schedule may not be working.

2 - Changes in Workforce Demographics

Workforce demographics are always evolving. For instance, if your workforce is aging or if you now have more employees with caregiving responsibilities (e.g., single parents, elderly care), your schedule may no longer meet their needs. Younger employees with childcare demands, or older employees requiring more rest, might struggle with early morning shifts or rotating schedules.

3 - Changes in Business Conditions

Operational changes—such as fluctuating demand or new business goals—can make a schedule that was once effective, obsolete. For example, an increase in business volume or extended product cycles may require a change in how and when employees are scheduled to work.

4 - Safety Concerns and Accident Data

A disproportionate number of accidents or errors occurring during specific shifts, particularly overnight or rotating shifts, may indicate that your shift schedule is contributing to safety issues. Research shows that the 1:00 AM to 67:00 AM window is especially challenging for alertness, as workers experience the body’s natural dip in energy levels.

5 - Increased Fatigue and Performance Problems

If your workers are reporting feeling more tired or are performing below expectations, it may be a sign that your shift schedule is leading to chronic fatigue. When employees struggle to get adequate sleep or work during hours that don’t align with their natural circadian rhythms, performance can degrade, and mistakes become more frequent.

3 Common Problems with Traditional Employee Shift Schedules

1 - Not Adapting to Increased Demand

Many companies struggle to properly scale their schedules to meet increasing demand. For example, trying to cover seven days of work with only three crews often results in employees being asked to work excessive overtime, leading to higher fatigue risks, burnout, human error, and safety incidents.

2- Counterclockwise Shift Rotations

The classic 8-hour counterclockwise shift rotation (working nights, then evenings, then days) is counterproductive for human circadian rhythms. The human body naturally drifts toward later sleep patterns, so shifting from nights to evenings to days can lead to sleep disruption, reduced alertness, and a higher risk of mistakes.

3 - Failure to Track Health and Safety Thresholds

Companies often fail to track work hour thresholds, such as the impact of long shifts or excessive overtime on worker performance and safety. It’s well-documented that once shifts exceed 14 hours, the risk of accidents and incidents increases significantly. If your operation isn’t tracking this data, you may be unknowingly exposing workers to greater risks.

Action Step: Take a closer look at your employees' work hours. Do you know how many employees worked a shift longer than 14 hours last month? Do you track overtime and its correlation with absenteeism or safety incidents?

How to Successfully Investigate and Revamp Your Employee Shift Schedule

When considering a new employee shift schedule, it’s important to approach the process strategically. Poorly planned schedule changes—such as mandated schedules or decisions made without employee input—often result in higher absenteeism, increased turnover, and low morale.

Instead of opting for a "one-size-fits-all" solution, consider using a data-driven approach that takes into account the following three critical criteria:

1. Operational Needs: What does your business need in terms of hours of operation, coverage, and peak demand periods?
2. Employee Preferences: What does your workforce prefer in terms of schedule flexibility, shift timing, and work-life balance?
3. Biocompatiblemedical Factors: Does the proposed schedule align with workers' natural circadian rhythms and rest needs?

By balancing these factors, you can create a win-win schedule that meets business goals while promoting employee health and safety.

The Role of Circadian in Employee Shift Scheduling

At CIRCADIAN®, we specialize in optimizing employee shift schedules to improve both operational performance and workforce well-being. We work with businesses to develop customized shift schedules that align with your operational needs while accommodating employees' circadian rhythms, preferences, and health requirements. 

Win-Win Scheduling Process: Instead of making arbitrary changes, we involve employees, management, and unions in a collaborative process to create schedules that work for everyone. This approach has been proven to reduce fatigue, enhance safety, improve productivity, and boost employee morale.

Action Step: If you haven’t reviewed your employee shift schedule recently, now is the time for a tune-up. Reach out to CIRCADIAN to learn how our customized scheduling solutions can improve your operational performance and employee satisfaction.

Conclusion: The Importance of Regular Employee Shift Schedule Tune-Ups

Conducting periodic shift schedule tune-ups is essential for any organization that relies on shiftwork. Outdated schedules can result in higher fatigue, safety risks, decreased productivity, and lower employee engagement. By regularly reviewing your employee shift schedule and making data-driven adjustments, you can keep your operations running smoothly, improve worker well-being, and boost your company’s bottom line.

Don't let your shift schedule fall behind—schedule a tune-up today and ensure your operations are optimized for both productivity and employee satisfaction!