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As long as shift work has existed, so has a shift swap. It’s done in pubs and restaurants, care homes and hospitals all around the world. We’re here to help you swap your questions for answers on everything to do with the humble shift swap.
What is a shift swap?
As you might have guessed, a shift swap is when one employee swaps their assigned shift with another employee. This gives both employees the shift that they want, without disrupting the work schedule or leaving any missed shifts.
What’s needed in a shift swap?
Each business will allow employees to swap shifts in different ways, and in some it won’t be allowed at all.
But for those that do allow it, a shift swap will generally include:
- Employee agreement: Both employees involved in the shift swap must agree to the trade.
- Manager approval: In many cases, the manager will need to approve the swap to make sure there are no negative impacts on the business.
- Documentation: Some companies require a formal process, such as submitting a shift swap request, to track and confirm changes.
Read how Planday makes shift swapping easy for everyone.
The benefits of a shift swap
Allowing employees to swap shifts has all sorts of benefits for a business, despite the potential extra admin that can come with it.
Improved work/life balance
Being able to swap shifts gives employees more control over their schedules, which can massively improve their work/life balance.
Employee satisfaction
More flexibility at work means happier employees who are satisfied in their role and more motivated to come in and give it their all.
Reduced absenteeism
If an employee is able to swap their shift to a time that’s more convenient for them, they’re less likely to miss shifts altogether.
The drawbacks to a shift swap
There can of course be downsides to shift swaps - especially if they’re not managed and monitored correctly. While shift swapping offers flexibility, it can also lead to confusion if not properly communicated, or if the schedule isn’t updated correctly.
It can also lead to uneven workloads, particularly if some people are constantly swapping their shifts and others aren’t. Over time, this could lead to some team members working longer hours than others, leading to burnout or resentment from other staff.
And if some employees become reliant on their colleagues to cover and swap shifts, it can again lead to resentment - especially when someone isn’t able or willing to swap a shift.
How to manage shift swaps
To combat these problems and create a smooth shift swap culture, there are things employers and managers can do:
Set clear shift swap guidelines
Establish a shift swap policy that outlines when and how employees can swap shifts. Make sure the process is transparent, easy to follow, and accessible to everyone.
Track swaps effectively
Using scheduling software that can track shifts and swaps in real time (like Planday) can minimise the risk of scheduling conflicts and errors.
Monitor workloads
While shift swapping allows for flexibility, it’s important to monitor people’s workload and make sure no one is overloaded or unfairly burdened.
Swap shifts easily with Planday
Planday’s simple scheduling tool has built-in shift swapping features, allowing colleagues to swap shifts easily without extra admin required. Give it a try for yourself.
