Shift swapping

Shift swapping is the win-win practice that keeps all shift-based businesses ticking along. But how does it work, and how can it work even better?

We’ve rounded up everything there is to know about shift swapping, to help you make the most of it. So swap a couple of minutes of your time for some shift swapping knowledge, and let’s dive right in.

What is shift swapping?

Shift swapping is exactly what it sounds like: employees swap shifts with each other. Instead of having to give up a shift completely, you can simply ask a coworker if they’re interested in trading days in the roster. 

It’s a win-win. You get the time off you need, and your colleague gets a day they can work. It’s all about keeping everyone happy and the business running smoothly.

How does shift swapping work?

Every business and organisation will do their shift swapping differently, but here’s how it generally goes down:

Step one: Employee agreement

The first step? The employee who wants to swap needs to find someone who’s willing to make the trade. Once the two have agreed on who’ll work on what day, it’s time to get the ball rolling.

Step two: Communication: 

This is where things get a little official. After the swap is agreed, a manager or supervisor needs to sign it off. Some companies have a formal process for this, while others use scheduling tools like Planday to make shift swapping quick and easy.

Step three: Documentation

After the swap is approved, it’s important to make sure it gets documented. This could be manually, or on the schedule software, and makes sure that everything is organised and there isn’t going to be any confusion later on.

And that’s pretty much it. Lots of companies have rules in place about how and when shifts can be swapped, but as long as these rules are followed then everything should keep running smoothly.

Why use shift swapping?

There are all sorts of benefits to swapping shifts, for employers and employees alike. These are just a few:

Flexibility for everyone

Let’s be honest: life can be unpredictable. Shift swapping gives employees the flexibility to juggle personal stuff without having to take a full day off or miss out on work. Got a dentist appointment? No problem. Need to attend a wedding? Easy swap. 

It gives employees more control over their schedules, making them feel like they’re in the driver’s seat. Which can ultimately lead to greater job satisfaction.

Increased happiness

Having the freedom to swap shifts isn’t just practical; it also makes employees feel more valued. Being trusted to manage your own time can lead to happier, more engaged workers. 

And the flexibility creates a better work/life balance, making coming into work that little more more enjoyable.

Time and money saving

Shift swapping can be a great time-saver for employers and managers. Instead of constantly dealing with rescheduling or hiring extra help, workers can swap shifts among themselves. Sure, managers may need to approve the swap, but it means less time spent juggling schedules.

But not only that. By keeping shifts covered, employers can avoid paying overtime pay or bringing in temp workers. Did we mention it’s win-win?

Better Coverage All Around

No more scrambling to fill last-minute gaps. When shifts get swapped, businesses can ensure that someone is always there to cover the shift without anyone stressing about it.

This seamless approach helps keep things running smoothly, even during those busy times when everyone needs to be at their best.

How to make shift swapping a success

Sure, everyone loves shift swapping. But can only be a success if implemented properly. Businesses should make sure things are kept fair, for example. Make sure there are clear rules in place so employees know what’s allowed and what’s not, such as guidelines for requesting swaps, and how much notice is needed.

It’s also important to keep the lines of communication open. Employees should feel comfortable talking with each other and the management team about their needs. Regular check-ins to see how things are working is a great way to do this. And if something isn’t quite clicking, don’t be afraid to adjust the process.

Simple shift swapping with Planday

Of course, the easiest way to implement shift swapping is through a dedicated workforce management app like Planday. The simple software makes creating schedules and swapping shifts quick, easy and transparent. Give it a go yourself.