Open shifts

Open shifts can be the lifeblood of any business that uses shift work and scheduling. But how exactly do they work? We’ve got the lowdown on open shifts, giving you everything you need to know about this handy little scheduling option.

What are open shifts?

Open shifts are basically unfilled work shifts that employees can claim or sign up for, usually on a voluntary basis. These shifts may come up due to last-minute scheduling gaps, employee absences, or an increased demand during busy seasons or big events.

Rather than being pre-scheduled or assigned to specific employees, open shifts are made available for anyone on the staff who’s willing and able to take them. This flexibility means that people can fill in for their colleagues, pick up additional hours, or adjust their work schedule to meet personal preferences or needs.

How do open shifts work?

Each business will run their open shifts slightly differently, but in general open shifts work like this:

Identify: The business owner or shift manager will identify what upcoming shifts need to be filled. This could be when someone is off sick, has requested time off, or when extra staff are needed. These shifts are then marked as ‘open’.

Accounce: The open shifts are then communicated to everyone at work. This can be done via email, text, digital notice board or even word of mouth. But these days many businesses choose to use smart scheduling platforms like Planday, which makes it easy to share and sign up for open shifts.

Select: It’s then up to the employees to claim an open shift if they want it. In some businesses, certain employees might have first dibs on open shifts, based on seniority or shift rotation, while in other places it might be a first-come-first-served kind of thing.

Confirm: Once an employee signs up for an open shift, the shift is officially filled. In some cases, the manager might need to confirm the request before finalising the change in the rota.

Once an open shift has been filled then no one else can apply to take it on. Although, as with any shift, adjustments can be made if something comes up to ensure the shift is covered and the work is carried out.

Why use open shifts?

Open shifts can seem like a bit of a risk, but they can offer big advantages to employers and workers alike.

More flexibility

Employees can select shifts that fit their rota schedule, making it easier to balance work with personal commitments. This is great for people who have variable schedules, or need to take on extra hours.

Efficient staffing

For employers, open shifts provide a way to fill gaps in the schedule without overburdening full-time employees. When unexpected absences or sudden increases in demand occur, open shifts can quickly address staffing shortages, keeping operations running smoothly.

Cost saving

Open shifts can help businesses save money by reducing the need for overtime pay or hiring temporary workers. Employees who are willing to pick up extra shifts can provide the coverage that’s needed without having to look for and hire temporary workers.

Improved peak times

In industries with high and low times, like retail and hospitality during the holidays or healthcare during a health crisis, open shifts are often the solution. They mean that businesses can respond quickly to changes in demand without disrupting their core operations.

The challenges with open shifts

As with every type of shift scheduling, there are challenges that come with open shifts. And it’s up to employers and managers to decide if it’s worth the risks.

Unfilled shifts

Of course, the biggest downside of open shifts is the risk of a shift going unfilled. While open shifts offer flexibility, there’s no guarantee that an open shift will be claimed. And if employees are unavailable or uninterested in working the shift, businesses may find themselves unstaffed and struggling.

Inconsistent scheduling

For employees, open shifts can mean a lack of consistency in their work schedule - especially if open shifts are common practice at their work. People who need stable, predictable hours may find it difficult to plan their personal life around open shifts, which can lead to dissatisfaction and stress.

Overcomplicated schedules

Managing open shifts requires a certain level of oversight to ensure that shifts are filled, workloads are balanced, and no one is being overworked. For businesses without a robust scheduling system, such as Planday, coordinating open shifts can be stressful, time-consuming and complicated.

Manage your shifts with Planday

Whatever type of shifts you use in your business, Planday takes the hassle out of creating rotas. So you can focus on making your business a success.