When CIRCADIAN^® published its Book of Shift Schedules in the late 1980s, it seemed like a revolutionary resource. Compiled by a professor at MIT, the book contained over 500 shift schedule templates for every conceivable type of operation. It was designed to help organizations choose the best shift scheduling solution for their workforce.

However, the response was not what we had anticipated. What began as an effort to provide clarity on shift scheduling soon revealed several important lessons about the complexities of managing shiftwork operations.

Here are the four key lessons we learned, and how they can help your organization optimize its shift schedules.

1 - A Book of Shift Schedules Can Create Confusion

When managers first flipped through the Book of Shift Schedules, they were overwhelmed by the sheer number of options available. The result? Instead of simplifying the scheduling process, the book left many managers more confused than before.

One common complaint from managers was, “I reviewed the 500 shift schedules in this book... now, how am I supposed to figure out which one is right for my operation?”

The truth is, choosing the right shift schedule for your organization isn’t as simple as picking a template from a book. Each plant, each worksite, and each team of employees is unique, and the optimal schedule must be tailored to the specific needs of both management and employees.

Why Does the "One-Size-Fits-All" Approach Fail?

• Workforce Diversity: Shift scheduling must account for the diverse needs of different departments and roles within an organization.
• Operational Demands: Some industries require 24/7 coverage, while others may only need shiftwork during peak times.
• Employee Preferences: Shift schedules must balance business requirements with employee well-being and preferences, such as shift length and time off.

The best shift schedule is one that is developed based on a systematic process, taking into account not only the job requirements but also the health, safety, and overall satisfaction of the workforce.

2 - Management-Mandated Schedules Often Fail

In many cases, after reviewing the shift scheduling book, organizations jumped straight into a new schedule without consulting employees. The result? Frustration and higher turnover rates.

A typical complaint we received went something like this:

“We were having issues with our shift schedule, so we bought your book of 500 shift schedules. After reviewing the schedules, our management team picked one and implemented it. Now, our employees are even more unhappy with the schedule, and our turnover and absenteeism rates are climbing. What went wrong?”

The Problem with Top-Down Scheduling

• Lack of Employee Buy-In: When management chooses a shift schedule without employee involvement, it often leads to a lack of engagement and dissatisfaction.
• Increased Fatigue: Management-mandated schedules that don’t consider worker preferences can increase fatigue and disrupt work-life balance, leading to absenteeism and lower morale.
• Resistance to Change: Employees are more likely to resist changes they had no input in, especially if the new schedule worsens their work conditions or quality of life.

Research has shown that employee participation in the shift scheduling process leads to better outcomes, such as increased satisfaction, fewer health-related absences, and improved performance. A shift schedule that is designed collaboratively is more likely to be well-received by employees, leading to lower turnover and a more engaged workforce.

3 - Employee Involvement is Key to Successful Shift Scheduling

The most successful shift scheduling solutions are those that involve employees in the decision-making process. When employees have a say in designing their work schedules, the results are overwhelmingly positive.

Benefits of Employee-Involved Scheduling:

• Higher Job Satisfaction: Employees who participate in creating their own schedules feel more in control of their work-life balance.
• Lower Absenteeism: When employees help design the schedule, they are more likely to adhere to it, resulting in fewer unscheduled absences.
• Improved Team Cohesion: Employee input fosters a sense of teamwork and cooperation, improving overall morale and performance.
• Better Health Outcomes: Studies have shown that workers who participate in scheduling decisions experience less circadian-related fatigue and better sleep quality, reducing the negative health impacts of shiftwork.

One study by Ala-Mursula et al. (2002) found that employee control over their working hours was linked to better health outcomes, including fewer instances of stress and sickness-related absences. Similarly, employees who had a hand in designing their schedules reported improved teamwork and higher levels of organizational commitment.

4 - Managing Conflicting Interests is Essential

Implementing a new shift schedule is never simple, especially when conflicting interests arise between employees and management. Shifting work patterns can be disruptive, and not everyone will be happy with the changes. To create a schedule that works for everyone, you must consider both operational needs and employee preferences.

Common Conflicting Interests in Shift Scheduling

• Financial Constraints vs. Employee Well-Being: Management may prioritize cost-effective scheduling, while employees seek schedules that better accommodate their personal lives.
• Workplace Safety vs. Scheduling Flexibility: Extended shifts or rotating schedules might meet operational needs but lead to fatigue and safety concerns for workers.
• Departmental Needs vs. Employee Preferences: Different teams within the same organization may have varying scheduling needs, which can complicate the process of finding a universally optimal solution.

The success of any shift schedule change depends on balancing these conflicting interests. It’s important to involve both management and employees in the process and to use objective tools to assess fatigue risks and operational constraints. A neutral third-party expert or consultant can help mediate discussions and provide technical support, ensuring that the new schedule benefits all parties involved.

Conclusion: The Key to Effective Shift Scheduling

Finding the "right" shift schedule isn’t as simple as picking a template from a book. Instead, it’s about creating a process that carefully balances the needs of the organization with the preferences and well-being of employees.

Successful shift scheduling requires:

1. Systematic evaluation of operational needs, employee preferences, and physiological factors.
2. Employee involvement in the scheduling process to improve buy-in and morale.
3. Managing conflicting interests between management and staff to create a mutually beneficial solution.

By taking these steps, your organization can implement a shift schedule that boosts productivity, reduces turnover, and improves overall employee well-being.

Next Steps for Optimizing Shift Scheduling in Your Organization

• On-Site Workshops: CIRCADIAN^® offers on-site workshops on shift scheduling best practices. Our experts will guide your team through the complexities of identifying, implementing, and optimizing shift schedules that work for everyone.
• Live Training on Managing Fatigue: Our training programs cover how to manage fatigue and the challenges of a shiftwork lifestyle.
• Working Nights™ Newsletter: Subscribe to our monthly newsletter for tips and best practices to maximize the benefits of shiftwork.
• Shift Schedule Optimization Tools: Explore CIRCADIAN®'s powerful tools for shift schedule optimization and fatigue risk management.

Let CIRCADIAN^® help you find the best shift scheduling solution for your operation. Reach out to us at to learn more!