Your night shift crew is essential to your operations. However, night shift work poses unique challenges for workers, especially in managing a proper sleep schedule. Poor-quality sleep can lead to health issues and decreased productivity.

In this guide, we show you how optimal schedules and sleep-supportive environments can boost employee well-being and enhance operational efficiency.

Sleep and the Impact of the Night Shift on Workers

Night shift work disrupts your team’s natural circadian rhythms—internal clocks that regulate sleep-wake patterns and hormone release. Night shifts oppose natural sleep times, causing significant misalignment in your employees’ biological clocks.

In darkness, the body produces the hormone melatonin, which is essential for restorative sleep. The night shifts disrupt this, leading to reduced melatonin levels—making it harder for employees to sleep during the day.

This disruption can lead to:

• Excessive daytime sleepiness and fatigue.
• Impaired concentration and decision-making abilities.
• Increased risk of accidents and injuries on the job.

Further strain on senses like vision and hearing include: 

• Eye strain and long-term vision problems caused by working in low-light conditions or staring at bright screens during the night.
• Increased risk of hearing loss caused by bad sleep quality.

The side effects of circadian misalignment don’t stop there. Chronic sleep deprivation has also been linked to severe health concerns, including:

• Obesity and metabolic disorders like diabetes.
• Cardiovascular disease and high blood pressure.
• Weakened immune system and higher susceptibility to illness.
• Mental health issues like depression and anxiety.

Benefits of Supporting Healthy Sleep Habits Among Night Shift Workers

Supporting healthy sleep habits among team members who work nights can brings significant benefits for both employees and the company, including:

• Improved productivity and performance: Well-rested employees are more alert, focused, and able to make sound decisions—increasing efficiency and output. 
• Fewer accidents: Adequate sleep reduces the likelihood of workplace accidents caused by fatigue, ensuring a safer work environment and decreasing costs related to workplace injuries.
• Lower absenteeism and healthcare costs: Chronic sleep deprivation takes a toll on physical and mental health. Promoting better sleep can decrease sick days and lower overall healthcare costs for your organization.
• Boosted morale and retention: Feeling valued and supported goes a long way. Employees who see their employer actively investing in their well-being are more likely to feel satisfied and remain loyal to the company.

What’s the Best Sleep Schedule for Night Shift Workers?

There’s no one-size-fits-all “best” schedule for night shift workers since individual preferences and needs vary—as do the timings and lengths of night shifts. But the best sleep schedules will allow for 7-9 hours of sleep, which is what sleep experts recommend. 

This recommendation is backed by tons of research. For example, some studies link sleep duration with improved mood and cognitive function.

But the best sleep schedules won’t just account for sleep duration. Here are some other factors they might account for:  

• Continuous sleep. This is generally thought to lead to better sleep quality than fragmented sleep because it enables the body to complete several cycles of REM and deep sleep, which is necessary for health and well-being. 
• Sleep timing. Many night shift workers wonder if it’s better to sleep right after or right before their shifts. Some sources suggest sleeping right after the night shift, while others suggest sleeping right before. The best choice depends on the worker and their needs. 
• Consistency. The National Institute for Occupational Safety and Health (NIOSH) suggests that night shift workers adopt a few hours each day where they consistently sleep so their bodies always have “some hours of sleep that are the same every 24-hour period.” This can prevent jet-lag-like feelings. 

Types of sleep schedules for night shift workers

Below, we discuss some good sleep schedules for a typical 11:00 pm-7:00 am night shift. Each schedule will appeal to different workers based on their preferences and needs. 

If your workers are on different sleep schedules, you’ll need to adapt the schedules below to reflect this. For example: 

• If your workers are on a 12:00 am-8:00 pm night shift, you can push each schedule forward 1 hour.
• If your workers are on rotating shifts—where they rotate between night and day shifts—turn the sleep schedule into a rotating sleep schedule. 
• If your workers work longer or shorter shifts, ensure they still strive to get 7-9 hours of sleep. For example, workers on 12-hour shifts should still aim for around 8 hours of sleep—even though this means they’ll get less personal awake time.

1. Standard night shift sleep schedule

Sleep time: 8:00 am-4:00 pm

This schedule allows for a continuous, uninterrupted sleep session closely after the night shift. It also gives workers a short period of time to wind down and commute home. 

Pros: 

• Mimics a regular 8-hour continuous sleep pattern.
• Reduces exposure to daylight, which can minimize the disruptive effects of sunlight on melatonin production. 

Cons:

• Daylight disturbances and social obligations during typical waking hours can make this schedule difficult to maintain.
• Some workers might struggle to fall asleep right after work.

2. Divided sleep schedule

Sleep times: 8:00 am-12:00 pm and 3:00 pm-7:00 pm 

This schedule splits sleep into 2 parts, providing flexibility for those who have midday commitments or struggle to sleep for long periods of time throughout the day.

Pros: 

• Allows flexibility for daytime activities and errands
• Can be easier to manage in noisy environments.

Cons: 

• Might not provide the same quality of rest as continuous sleep. 
• Can lead to feelings of grogginess.

3. Late starter sleep schedule

Sleep time: 10:00 am-6:00 pm

This schedule is suitable for workers who need or prefer to unwind for a couple of hours after their shift ends before sleeping.

Pros: 

• Allows for downtime after the shift before sleeping. 
• Mimics a regular 8-hour continuous sleep pattern.

Cons: 

• Exposure to more daylight can disrupt melatonin production, potentially affecting sleep quality.
• Workers lose out on evening social interactions. 

4. Early riser sleep schedule

Sleep time: 7:00 am-3:00 pm

This schedule is ideal for those who want to participate in late afternoon or evening family activities or have other commitments.

Pros: 

• Frees up late afternoon and evening for personal and social activities.
• Reduces exposure to sunlight. 

Cons: 

• Employees must live very close to their worksites or have access to sleeping facilities at their worksites to ensure they can sleep right after their shifts. 
• Workers might struggle to fall asleep right after a shift.

5. Nap-enhanced sleep schedule

Sleep times: 8:00 am-2:00 pm (and 9:00 pm-11:00 pm nap)

This schedule includes a nap just before starting the night shift, supplementing the main sleep period.

Pros: 

• Provides a boost of alertness right before the shift.
• Can serve as an adaptation of other schedules (e.g., if a worker attempted a continuous sleep schedule but slept for just 6 hours, they can use this schedule instead).  

Cons: 

• Requires strict discipline to manage effectively.
• Can sometimes lead to grogginess if a worker must force themselves to wake up when they’re in a deep sleep phase to begin their shift.

Tips for Creating a Sleep-Supportive Work Environment

The work environment is crucial in supporting healthy sleep habits for your night shift employees. Here’s how you can create a sleep-supportive climate and help your employees catch those precious Zzzs:

Light management

• Use bright lights at the start of shifts to enhance alertness.
• Dim lights as the shift ends to prepare for sleep and reduce circadian disruption.
• Implement amber filters on screens to decrease blue light exposure, as this exposure can disrupt circadian rhythms.

Temperature control

• Use adjustable thermostats in rest areas to create a cool environment conducive to sleep.
• Maintain warmer temperatures—around 70-74°F (21-23°C)—in work areas to help workers stay alert.

Noise reduction

• Install sound-proofing in break rooms to enhance sleep quality.
• Provide noise-canceling headphones or earplugs for quiet rest periods.

Ergonomic bedding and furniture

• If your workplace permits napping, equip rest areas with high-quality mattresses and pillows that support proper posture.
• Use reclining chairs to allow comfortable resting in workplaces where full beds aren’t feasible.

Visual comfort and privacy

• Decorate rest areas with calming colors and minimalistic designs to aid in relaxation and sleep readiness.
• Enhance rest areas with privacy curtains or screens for seclusion and security—especially in dedicated napping areas.

Educate Employees and Provide Resources

Helping your night shift workers get good sleep doesn’t end with providing them with sleep schedules and creating sleep-supportive environments. Here are some other approaches you might consider. 

Health and wellness programs

Health and wellness programs can support night shift workers by addressing both physical and mental health challenges associated with irregular working hours and poor sleep. Here are some programs you might implement:

• Offer early onsite health checks to identify issues like high blood pressure or diabetes. Provide vision and hearing tests, considering the strain of night work on these senses.
• Establish access to 24/7 mental health hotlines or online counseling services.
• Organize regular workshops on stress reduction techniques, such as mindfulness and yoga.
• Provide workers with subscriptions to apps like ShutEye or Sleep Tracker that facilitate sleep meditation and relaxation techniques.
• Create peer support groups where workers can share experiences and coping strategies.

Training courses 

You should also create courses on sleep health for your employees. These can educate and employer your night shift crew, covering topics like:

• Circadian rhythms and the impact of shift work.
• Health eating and hydration habits on their impacts on sleep quality.
• Stress management and relaxation techniques.
• Sleep disorders.
• Sleep medicines. 
• Practical tips for optimizing sleep quality, including sleep hygiene tips.  

Be sure to consult with experts or use expert advice to ensure all information you provide employees is current and accurate. 

The Bottom Line: Investing in Sleep Is Investing in Your Workforce

Well-rested night shift workers are more alert, safer, and productive.

While there’s no single “best” sleep schedule for night shift workers, the best schedules include 7-9 hours of sleep. Some offer one continuous sleep, while others use segmented sleep periods, including strategic napping.

You can support your night shift workers and their sleep schedules by optimizing work environments with appropriate lighting, temperature, and noise levels. 

Additionally, a training app like Connecteam can help you support your workers with information about healthy sleep schedules. You can also use Connecteam to store company knowledge, create optimal schedules for your workers, enable shift swapping and time off management, and so much more.

Try Connecteam free today.

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This form helps capture all relevant details about the incident, facilitating a thorough investigation and appropriate response.

Proper documentation is essential for ensuring workplace safety, addressing any potential issues, and preventing future occurrences.

Employee Incident Report Form

Date of Incident: __________________
Time of Incident: __________________
Reported By: __________________
Location of Incident: __________________
Date of Report: __________________
Report Number: __________________

Employee Details

Name of Employee Involved: _________________________________

Job Title/Position: _________________________________

Department/Team: _________________________________

Contact Information: _________________________________

Incident Details

Type of Incident (e.g., injury, near miss, property damage): _________________________________

Description of the Incident: ________________________________________________________

Specific Location/Area where the Incident Occurred: ________________________________________

Weather Conditions at Time of Incident (if applicable): _____________________________________

Witness Information

Names of Witnesses: _______________________________________________________________

Contact Information of Witnesses: ___________________________________________________

Injury and Damage Details (if applicable)

Nature of Injuries Sustained: ________________________________________________________

Part of Body Injured: _________________________________

First Aid Provided: Yes / No

Details of First Aid Provided: _____________________________________________________

Medical Treatment Required: Yes / No

Details of Medical Treatment: _____________________________________________________

Description of Property Damage: ____________________________________________________

Estimated Cost of Damage: _________________________________

Cause and Contributing Factors

Immediate Cause of the Incident: ____________________________________________________

Underlying or Contributing Factors: __________________________________________________

Actions Taken

Immediate Actions Taken to Address the Incident: _______________________________________

Corrective Actions Implemented: ____________________________________________________

Preventative Measures to Avoid Recurrence: __________________________________________

Investigation Details

Name of Investigator: _________________________________

Date of Investigation: _________________________________

Summary of Investigation Findings: ___________________________________________________

Additional Observations

Signatures

Report Prepared By: __________________ Signature: __________________ Date: __________________

Supervisor/Manager’s Signature: __________________ Date: __________________

Safety Officer’s Signature (if applicable): __________________ Date: __________________

__________________________________________________________________________________________

The Employee Incident Report Form is crucial for accurately recording the details of any workplace incidents.

It supports a comprehensive investigation, facilitates corrective actions, and helps prevent future incidents.

Regular use of this form enhances workplace safety and ensures compliance with occupational health and safety regulations.

Choose Connecteam, the #1 Choice for Safety Managers

Streamline your business’s daily operations and unleash unparalleled efficiency with Connecteam!

Take charge with our Forms and Checklists feature, effortlessly running your daily tasks and delivering the highest standards. But that’s just the beginning! 

Easily create perfect employee schedules with our Employee Scheduler, enabling seamless staff organization and maximizing productivity. Keep a tight grip on employee work times using our Time Clock feature, making precise payroll a breeze and freeing you from mundane administrative tasks.

Stay ahead of the game with Connecteam’s built-in employee Chat, fostering real-time collaboration and empowering your team to deliver extraordinary results.

And don’t forget, continuous growth and skill development are at your fingertips with Connecteam’s comprehensive Training & Onboarding features.

Get started with Connecteam for free today and unlock the true potential of your business!

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This checklist helps ensure that work environments are set up to promote health, comfort, and productivity, reducing the risk of musculoskeletal injuries among employees.

Regular ergonomic assessments can lead to significant improvements in employee well-being, efficiency, and overall job satisfaction.

Ergonomic Assessment Checklist

Facility Details:
Name of Facility: ___________________________________________
Location: ___________________________________________________
Date of Assessment: ___________________
Assessor’s Name: ____________________________________________
Department/Area Assessed: ___________________________________

1. Workstation Setup:

Desk and Work Surface:

[  ] Is the work surface large enough to hold necessary equipment and documents?

[  ] Is the height of the work surface appropriate for the user?

Chair:

[  ] Is the chair height adjustable?

[  ] Does the chair provide adequate lumbar support?

[  ] Are the chair’s backrest and armrests adjustable to support varied postures?

Monitor:

[  ] Is the top of the monitor at or slightly below eye level?

[  ] Is the monitor approximately an arm’s length away from the user?

[  ] Can the monitor be tilted or swiveled to minimize glare?

Keyboard and Mouse:

[  ] Are the keyboard and mouse positioned to allow for a neutral wrist position?

[  ] Is there adequate space to use the mouse comfortably?

[  ] Are keyboard shortcuts used to minimize excessive mouse use?

2. Lighting:

[  ] Is the lighting adequate for tasks without causing glare on screens?

[  ] Are task lights available if additional lighting is needed for specific tasks?

3. Noise Levels:

[  ] Is the workplace reasonably quiet, allowing for focused work without interruptions?

[  ] Are noise-reducing solutions in place if needed (e.g., sound dampening panels, headphones)?

4. Work Habits:

[  ] Do employees take regular breaks from screen time to reduce eye strain?

[  ] Are employees encouraged to vary their postures throughout the day?

[  ] Is there a policy promoting stretch breaks during long periods of sitting or standing?

5. Environmental Factors:

[  ] Is the temperature in the work environment comfortable for all employees?

[  ] Is there sufficient air circulation or ventilation in the workspace?

6. Equipment and Tools:

[  ] Are all tools and equipment ergonomically designed to minimize strain?

[  ] Do employees have access to ergonomic aids, such as document holders, footrests, or wrist rests?

7. Employee Feedback and Training:

[  ] Are employees trained on the importance of ergonomics in their workspace?

[  ] Is there a system in place for employees to report ergonomic issues or discomfort?

[  ] Are ergonomic assessments conducted regularly based on employee feedback?

Comments & Additional Observations:

(Provide detailed notes on any ergonomic issues found, actions taken, and areas for improvement.)

Assessor’s Confirmation:

I confirm that this assessment has been conducted thoroughly and accurately reflects the ergonomic conditions of the assessed area.

Signature: _______________________ Date: _____________

Facility Manager’s Acknowledgment:

I acknowledge the findings of this ergonomic assessment and commit to addressing any identified issues promptly.

Signature: _______________________ Date: _____________

____________________________________________________________________________________________

Using the Ergonomic Assessment Checklist regularly helps create a work environment that supports the health and productivity of all employees.

By addressing ergonomic risks and implementing recommended improvements, organizations can prevent work-related musculoskeletal disorders and enhance overall workplace effectiveness.

This proactive approach to ergonomics fosters a culture of safety and well-being that benefits both employees and the organization.

Choose Connecteam, the #1 Choice for Safety Managers

Streamline your business’s daily operations and unleash unparalleled efficiency with Connecteam!

Take charge with our Forms and Checklists feature, effortlessly running your daily tasks and delivering the highest standards. But that’s just the beginning! 

Easily create perfect employee schedules with our Employee Scheduler, enabling seamless staff organization and maximizing productivity. Keep a tight grip on employee work times using our Time Clock feature, making precise payroll a breeze and freeing you from mundane administrative tasks.

Stay ahead of the game with Connecteam’s built-in employee Chat, fostering real-time collaboration and empowering your team to deliver extraordinary results.

And don’t forget, continuous growth and skill development are at your fingertips with Connecteam’s comprehensive Training & Onboarding features.

Get started with Connecteam for free today and unlock the true potential of your business!

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By using this checklist, you can make adjustments to improve comfort, reduce strain, and enhance productivity while working at a computer.

Regular self-assessments and adjustments can significantly help prevent repetitive strain injuries and other musculoskeletal disorders associated with poor ergonomics.

Computer Workstation Ergonomics Self-Assessment Checklist

Assessment Details:
Name: ___________________________________________
Date of Assessment: ___________________

Chair and Seating:

[  ] Chair Height: Are your feet flat on the floor, with thighs parallel to the ground?

[  ] Lumbar Support: Does the chair support the curve of your lower back?

[  ] Armrests: Are armrests adjustable and do they allow your shoulders to relax?

Desk and Work Surface:

[  ] Desk Height: Is the height of the desk suitable for typing and viewing the monitor without strain?

[  ] Workspace Layout: Is there enough space on your desk to place all necessary equipment within easy reach?

Monitor, Keyboard, and Mouse:

[  ] Monitor Height: Is the top of the screen at or just below eye level?

[  ] Monitor Distance: Is the monitor about an arm’s length away?

[  ] Keyboard Placement: Is the keyboard directly in front of you and at a height that allows your wrists to be in a neutral position?

[  ] Mouse Position: Is the mouse close to the keyboard and easy to reach without straining?

Lighting and Glare:

[  ] Screen Glare: Is there any glare on the screen from windows or lights?

[  ] Task Lighting: Is additional lighting available and adjustable if needed?

Posture and Breaks:

[  ] Posture: Are your ears aligned with your shoulders when viewed from the side?

[  ] Eye Rest: Do you look away from the screen every 20 minutes to rest your eyes (20-20-20 rule)?

[  ] Movement Breaks: Do you stand or stretch at least once every hour?

Environment:

[  ] Noise Levels: Is the noise level acceptable for concentration?

[  ] Air Quality: Is the air quality satisfactory, and is the area well-ventilated?

Comments & Additional Observations:

(Include notes on your current setup and any immediate adjustments you plan to make.)

Confirmation of Self-Assessment:

I confirm that I have assessed my workstation setup according to the checklist and plan to make necessary adjustments based on my findings.

Signature: _______________________ Date: _____________

____________________________________________________________________________________________

Utilizing the Computer Workstation Ergonomics Self-Assessment Checklist regularly is crucial for maintaining a healthy, comfortable, and productive workspace.

Making small adjustments based on this assessment can lead to significant improvements in physical comfort and overall work performance, helping to prevent the onset of workplace-related discomfort and injuries.

Choose Connecteam, the #1 Choice for Employee Management

Streamline your business’s daily operations and unleash unparalleled efficiency with Connecteam!

Take charge with our Forms and Checklists feature, effortlessly running your daily tasks and delivering the highest standards. But that’s just the beginning! 

Easily create perfect employee schedules with our Employee Scheduler, enabling seamless staff organization and maximizing productivity. Keep a tight grip on employee work times using our Time Clock feature, making precise payroll a breeze and freeing you from mundane administrative tasks.

Stay ahead of the game with Connecteam’s built-in employee Chat, fostering real-time collaboration and empowering your team to deliver extraordinary results.

And don’t forget, continuous growth and skill development are at your fingertips with Connecteam’s comprehensive Training & Onboarding features.

Get started with Connecteam for free today and unlock the true potential of your business!

The post Computer Workstation Ergonomics Self-Assessment Checklist appeared first on Connecteam.

This checklist helps to identify potential hazards and enforce safety protocols that protect the health and well-being of all employees.

Regular use of this checklist can significantly reduce the risk of accidents and ensure compliance with occupational safety standards.

Warehouse Safety Checklist

Facility Details:
Name of Warehouse: ___________________________________________
Location: ___________________________________________________
Date of Inspection: ___________________
Inspector’s Name: ____________________________________________

General Safety:

[  ] Are all warehouse areas free of clutter and obstacles?

[  ] Are walkways and aisles clearly marked and unobstructed?

[  ] Is there adequate lighting throughout the warehouse?

[  ] Are emergency exits clearly marked and free from obstructions?

[  ] Are fire extinguishers accessible and inspection tags up to date?

Equipment Safety:

[  ] Are forklifts and other machinery in good working condition?

[  ] Is there a regular maintenance schedule for all warehouse equipment?

[  ] Are operators licensed and trained for the equipment they operate?

[  ] Are load capacities clearly posted on shelves and lifting equipment?

Hazardous Materials:

[  ] Are hazardous materials stored in compliance with regulations?

[  ] Are Material Safety Data Sheets (MSDS) available for all hazardous substances?

[  ] Is appropriate personal protective equipment (PPE) provided and used when handling hazardous materials?

[  ] Are spill kits and first aid kits accessible and stocked?

Fire Safety:

[  ] Are sprinkler systems tested and functioning?

[  ] Is the signage for fire safety equipment and exits clearly visible?

[  ] Are all electrical systems and wiring up to code and in good condition?

[  ] Is there a clear protocol for responding to a fire emergency?

Ergonomics and Staff Welfare:

[  ] Are manual handling and lifting training provided to staff?

[  ] Are workstations and packing tables ergonomically designed to prevent strain?

[  ] Is there adequate provision for breaks, with clean rest areas?

[  ] Are all staff members provided with suitable personal protective equipment?

Security Measures:

[  ] Is the warehouse equipped with a working security system and surveillance cameras?

[  ] Are there procedures in place for controlling access to the warehouse?

[  ] Is there a system for reporting and investigating security breaches?

Dock Safety:

[  ] Are dock areas well-lit and free of obstructions?

[  ] Are dock plates and levelers in good working condition?

[  ] Are trucks and trailers secured properly during loading and unloading?

Environmental Controls:

[  ] Is the warehouse ventilated adequately to manage fumes and dust?

[  ] Are temperature and humidity levels monitored and controlled if necessary?

Comments & Additional Observations:

(Provide detailed notes on any issues found and potential improvements.)

Confirmation of Inspection:

I confirm that I have conducted a thorough safety inspection of the warehouse and documented all findings accurately.

Signature: _______________________ Date: _____________

___________________________________________________________________________________________________________________

The completion of this Warehouse Safety Checklist is essential for maintaining a safe and efficient operation.

Regular inspections help mitigate risks, ensure safety compliance, and foster a culture of continuous improvement within the warehouse environment.

By addressing any identified issues promptly, warehouse managers can prevent accidents, improve operational efficiency, and provide a safe working environment for all employees.

Choose Connecteam, the #1 Choice for Safety Management

Streamline your business’s daily operations and unleash unparalleled efficiency with Connecteam!

Take charge with our Forms and Checklists feature, effortlessly running your daily tasks and delivering the highest standards. But that’s just the beginning! 

Easily create perfect employee schedules with our Employee Scheduler, enabling seamless staff organization and maximizing productivity. Keep a tight grip on employee work times using our Time Clock feature, making precise payroll a breeze and freeing you from mundane administrative tasks.

Stay ahead of the game with Connecteam’s built-in employee Chat, fostering real-time collaboration and empowering your team to deliver extraordinary results.

And don’t forget, continuous growth and skill development are at your fingertips with Connecteam’s comprehensive Training & Onboarding features.

Get started with Connecteam for free today and unlock the true potential of your business!

The post Warehouse Safety Checklist appeared first on Connecteam.

Regular use of this checklist can significantly minimize risks associated with food spoilage and contamination, safeguard public health, and maintain compliance with regulatory requirements.

Warehouse Safety Checklist

Facility Details:
Name of Warehouse: ___________________________________________
Location: ___________________________________________________
Date of Inspection: ___________________
Inspector’s Name: ____________________________________________

Receiving:

[  ] Are deliveries inspected for proper temperature and condition upon arrival?

[  ] Are the vehicles clean and free of contaminants?

[  ] Is there a procedure in place for handling damaged goods?

Storage:

[  ] Are food products stored away from walls and at least 6 inches off the floor?

[  ] Are storage areas clean, well-organized, and free of pests?

[  ] Is the storage environment suitable for the food stored, in terms of temperature and humidity?

[  ] Are allergenic and non-allergenic foods stored separately?

Temperature Management:

[  ] Are temperature logs maintained and up-to-date for all refrigerated and frozen storage?

[  ] Are temperature control systems regularly checked and calibrated?

[  ] Are emergency procedures in place for power outages or equipment failure?

Pest Control:

[  ] Is there an integrated pest management program in place?

[  ] Are there regular inspections from a licensed pest control operator?

[  ] Are all potential entry points for pests secured?

Sanitation:

[  ] Are cleaning schedules and procedures clearly posted and regularly performed?

[  ] Are cleaning supplies appropriate for use in food areas stored separately from food?

[  ] Is there proper disposal of waste and spillage promptly handled?

Employee Hygiene:

[  ] Are hand washing facilities adequately equipped and accessible?

[  ] Is there mandatory hygiene training for all employees upon hiring and periodically thereafter?

[  ] Are personal protective equipment provided and used correctly by all staff?

Documentation and Traceability:

[  ] Are there accurate records of food received, stored, and shipped from the warehouse?

[  ] Is there a system in place to quickly trace the history, use, and location of a food product within the facility?

[  ] Are corrective actions documented when deviations from standard procedures occur?

Food Defense:

[  ] Are there measures to protect food from intentional adulteration and tampering?

[  ] Is access to storage areas restricted to authorized personnel only?

[  ] Are there regular audits of food defense procedures?

Emergency Preparedness:

[  ] Is there an emergency plan in place for handling food recalls?

[  ] Are staff trained to execute the emergency plan effectively?

[  ] Are fire extinguishers and other emergency equipment regularly checked and easily accessible?

Comments & Additional Observations:

(Provide detailed notes on any issues found, actions taken, and areas for improvement.)

Confirmation of Inspection:

I confirm that I have conducted a thorough inspection of the warehouse’s food safety practices and documented all findings accurately.

Signature: _______________________ Date: _____________

Utilizing this Warehouse Food Safety Checklist regularly is critical for maintaining high standards of food safety and quality within the facility.

This proactive approach helps prevent potential health risks and ensures compliance with applicable food safety regulations.

By addressing any identified issues promptly, warehouse managers can uphold a commitment to excellence in food safety management, thereby protecting both consumers and the business.

Choose Connecteam, the #1 Choice for Safety Management

Streamline your business’s daily operations and unleash unparalleled efficiency with Connecteam!

Take charge with our Forms and Checklists feature, effortlessly running your daily tasks and delivering the highest standards. But that’s just the beginning! 

Easily create perfect employee schedules with our Employee Scheduler, enabling seamless staff organization and maximizing productivity. Keep a tight grip on employee work times using our Time Clock feature, making precise payroll a breeze and freeing you from mundane administrative tasks.

Stay ahead of the game with Connecteam’s built-in employee Chat, fostering real-time collaboration and empowering your team to deliver extraordinary results.

And don’t forget, continuous growth and skill development are at your fingertips with Connecteam’s comprehensive Training & Onboarding features.

Get started with Connecteam for free today and unlock the true potential of your business!

The post Warehouse Food Safety Checklist appeared first on Connecteam.

Alternative work schedules (AWSs) offer the flexibility that today’s dynamic work environments demand, enhancing creativity and overall job satisfaction.

Below, I’ll walk you through various AWSs, their pros and cons, and industry suitability—and provide practical implementation tips.

What Is an Alternative Work Schedule?

AWSs are work arrangements that deviate from the traditional 8-hour, 9-to-5, Monday-to-Friday schedule. These include flextime, compressed workweeks, remote work, and job sharing.

Benefits of Alternative Work Schedules 

AWSs benefit employers and employees in various ways. The benefits depend on the chosen AWS and how it’s implemented.

Benefits for employers

• A wider talent pool: Flexibility can be a major selling point for potential hires and a reason for current employees to stay.
• Enhanced employee morale and satisfaction: Giving employees more control over their work schedules can increase happiness and well-being.
• Reduced absenteeism and turnover: Offering flexible scheduling options can decrease absenteeism, as employees can better balance work with personal responsibilities. This flexibility can also enhance job satisfaction, leading to lower turnover rates.
• Optimized use of office space: By staggering work hours or implementing remote work options, companies can reduce the need for large office spaces and potentially lower rent and utility costs.

Benefits for employees

• Improved work-life balance: Employees can balance work with personal commitments, reducing stress.
• Increased productivity: Flexible scheduling often results in higher efficiency and focus.
• Reduced commuting costs and time: Remote work arrangements eliminate the need for daily commutes, saving employees money and time.
• Increased job satisfaction: Control over hours of work can lead to greater job satisfaction, as employees feel more autonomy and involvement in managing their work lives.
• Reduced risk of burnout: Flexibility enables employees to manage their workloads and take breaks, preventing burnout.

5 Types of Alternative Work Schedules

1. Compressed work schedules
2. Flexible work schedules
3. Remote work arrangements
4. Job sharing
5. Results-only work environment

A compressed work schedule (CWS) allows employees to work more than the typical 8 hours in a day to complete a full week’s work in fewer days.

This type of schedule can be particularly beneficial in industries where long operational hours are required and can help cover extended open hours without additional staffing.

Let’s have a look at different types of CWSs.

4/10 schedule 

In a 4/10 schedule, employees work 4 days each week, 10 hours per day. This totals 40 hours in a week. For example, they may work Monday through Thursday, with 3-day weekends every week.

This model enables businesses to extend their daily operational coverage while offering employees an extra day off each week.

9/80 schedule 

This schedule allows employees to work 80 hours over 9 days instead of the traditional 10 days. A typical 9/80 example is working 9 hours per day for 8 workdays, and 8 hours on the 9th workday, with the 10th workday off. With this schedule, there’s a day off every other week.

12-hours 

The 12-hour compressed work schedule alternates between 3 and 4-day workweeks, with employees working 12-hour shifts during their scheduled days. This structure allows for significant time off, typically providing employees 3 or 4 consecutive days of rest each week.

Pros of compressed work schedules

• Longer weekends can improve employee morale and work-life balance. 
• Fewer operating days might mean cost savings on utilities. 
• The ability to have lengthy focused, uninterrupted work time may increase productivity.

Cons of compressed work schedules

• Longer work days can lead to burnout or fatigue.
• Some employees find their productivity waning at the end of a long workday.
• Diminished work-life balance due to longer daily hours can affect overall employee well-being.

Suitable for: Healthcare, law enforcement and emergency services, manufacturing, tech and IT companies, and government offices. 

A flexible work schedule (FWS) offers employees more control over their working hours, allowing them to choose when they start and stop working—within limits. 

Flexible schedules typically include 2 elements:

• Core hours: The hours when employees must be present.
• Flexible time band: The periods within the workday during which employees can choose their start and end their work hours.

Let’s explore different types of flexible schedules, from most to least flexible.

Maxiflex

Maxiflex is a highly flexible schedule that allows employees to vary their work hours significantly, including choosing when to start and finish work each day. They must fulfill their basic work requirement (a required number of hours per week or 2-week period).

For instance, one week, an employee might choose to work 9 hours Monday-Thursday and take a half-day on Friday. Then, they might adjust the next week’s schedule to fit personal obligations or workload variations.

This flexibility often excludes core hours—or defines very minimal core hours.

Variable week

Variable week schedules allow employees to alter the number of hours they work each day or week. They must meet the total required hours for a long period, such as a month.

In a variable week schedule, an employee might be required to complete 160 hours over a 4-week period. They might choose when and how long to work based on their workload and personal preferences. For example, they may work 40 hours one week, then 35 or 45 hours another week.

Variable day

In a variable day schedule, employees have the flexibility to vary their daily hours. This can include different start and end times each day based on their personal and work obligations, and work hours can differ each day. 

Under this schedule, an employee must complete a total of 40 hours each workweek, maintaining a consistent total of 80 hours over the course of the biweekly pay period.

For example, an employee could work three 10-hour days and two 5-hour days in a week, making a total of 40 hours per week. 

Gliding schedule

A Gliding schedule provides flexibility in the daily arrival and departure times. Under this arrangement, your employees must work 8 hours each day and 40 hours a week. While workers can vary the times they arrive and leave each day, they must be present during established core hours.

For example, if core hours are 10:00 am-2:00 pm, one employee could elect to work 7:00 am-3:00 pm one day and 9:00 am-5:00 pm another day.

Flexitour

A Flexitour schedule is similar to a gliding schedule but with more consistency. Your employees work 8 hours each day and 40 hours each week. However, unlike a gliding schedule where arrival and departure times can vary daily, in a Flexitour, their schedule remains the same every day.

Employees can change this fixed schedule only during formal opportunities you provide, such as during a scheduling review period. For example, if they choose to work 8:00 am-4:00 pm, this schedule will be fixed until the next opportunity to change it arises.

Pros of flexible work schedules

• Can boost employee satisfaction and retention.
• Accommodates personal needs/preferences.
• May increase productivity by letting employees work during their most effective hours.

Cons of flexible work schedules

• Varying schedules can present coordination and coverage challenges.
• Unclear policies or accountability can create the potential for abuse.
• Assessing performance can be more complex when employees work during off-peak hours.

Suitable for: Technology and IT, creative industries, customer service, consulting and finance, and academic and research institutions.

Remote work allows employees to complete their assigned tasks and duties from a location outside a traditional office setting. This location can be their home offices, a co-working space, a coffee shop, or anywhere with a stable internet connection.

There are various degrees of remoteness, and some employers might require occasional check-ins at a central office.

• Fully remote: Employees work entirely from a remote location and have no designated in-office days.
• Hybrid model: Employees split their time between the office and remote work. A common hybrid model is working from home 2-3 days per week and in the office the remaining days.

Pros of remote work

• You can save costs on office space and associated expenses.
• Hiring remotely could expand your talent pool.
• Improved work-life balance can increase productivity.

Cons of remote work

• Managing and monitoring remote employees can be challenging.
• Giving employees remote access to company data and systems can lead to potential security/compliance risks.
• The loss of in-person interaction can lead to communication and collaboration issues.

Suitable for: Tech jobs, customer service, writing and editing, finance and accounting, and design and creative fields.

Job sharing allows 2 full-time employees to share the responsibilities of 1 full-time position. They typically split the hours and workload, with clear communication and handoff procedures being essential.

For instance, one person could work Monday-Wednesday, and the other Thursday-Friday—splitting the week’s responsibilities.

Pros of job sharing

• Enables job-sharers to balance work with personal or family commitments.
• Potentially increases workers’ creativity and problem-solving.
• Can appeal to highly skilled workers who might not be available for a full-time role.

Cons of job sharing

• Careful scheduling and communication are necessary to ensure seamless handovers and consistent performance.
• Differences in work styles or commitment levels between job sharers can lead to inconsistencies and conflicts.
• HR processes like evaluations, payroll, and benefits for multiple part-time employees in 1 role can be complex to manage.

Suitable for: Education, healthcare, administrative roles, and any setting where work continuity is critical and tasks can be easily divided.

A results-only work environment (ROWE) focuses solely on employee performance outcomes rather than the process or hours worked. It grants complete autonomy in how, when, and where work is completed—as long as the results meet predefined standards and goals.

For example, a developer might have the goal to complete specific software modules within a month. With a ROWE, they’ll have complete freedom to choose when and where to work as long as the project milestones are met on time.

Pros of ROWE

• Employees focus on results, potentially increasing efficiency and output.
• Flexibility in work hours and locations can enhance employee satisfaction and work-life balance.
• Highly motivated and self-directed workers who thrive under less supervision might find it appealing.

Cons of ROWE

• Establishing clear, measurable outcomes for all roles—especially in collaborative or creative positions—can be challenging.
• Without structured hours, some employees might work excessively to meet goals, risking burnout.
• Some positions require physical presence or process-oriented tasks that don’t align well with a ROWE.

Suitable for: Technology, consulting, and other knowledge-based industries where work is often project-based and outcomes can be clearly defined.

Other alternative work arrangements

The term AWS is most commonly used to describe formal work arrangements that alter the conventional workweek. However, there are other types of unconventional work schedules that don’t strictly alter traditional full-time work hours but still deviate from the traditional 9-5 schedule—and provide flexibility to the employer or worker. 

Here’s an overview of some other alternate work arrangements:

• On-call: Employees are available as needed, often with unpredictable schedules. On-call schedules are essential in industries like healthcare and IT support where demand can fluctuate unexpectedly.
• Seasonal: Employment aligns with seasonal peaks in demand. Seasonal schedules are common in agriculture, retail, and tourism—where businesses can scale their workforce based on seasonal needs.
• Freelance: Freelancers work as independent contractors or self-employed entities, choosing schedules that align with their personal preferences and client demands. Freelancer work is prevalent in creative and tech industries.

Implementing Alternative Work Schedules: A Step-by-Step Guide

Taking the proper steps for a fair implementation is crucial to keep your workforce happy and productive. Here’s how.

Understand your team’s needs and business goals: Engage with your team to understand their needs and preferences. Hold discussions or use surveys to assess what types of AWSs might boost their productivity and job satisfaction. Also, consider your business objectives and how a new schedule could support them. Try to align your team’s needs with your goals.

Craft clear, tailored policies for your workplace: Create detailed guidelines that define who’s eligible for the AWS, how schedules are chosen, and the process for requests and approvals (if relevant). Ensure these policies are easy to understand and accessible to all employees.

Ensure fairness and prevent abuse: Develop clear policies to guarantee fair and transparent application of alternate work schedules. Set up measures to monitor and prevent potential misuse, and inform all employees about these. Regularly review and adjust your policies based on feedback.

Test the waters with a pilot program: Implement the AWS initially in a smaller, controlled group to see how it works in practice. This approach allows you to gather real-world data on the impact of AWS on productivity and morale. Use the insights to refine the schedule before a full rollout.

Communicate the changes clearly and positively: When rolling out an AWS, explain the benefits and the rationale behind the changes. Be transparent about the process and how it was developed, addressing any concerns upfront. Plus, provide training or Q&A sessions to ensure everyone understands how the new schedule will work and how they can make the most of it.

Iterate based on feedback: Continuously collect feedback from those on the AWS and adjust the schedule as needed. Regular check-ins with employees can help you identify issues early on.

Integrate technology for smooth scheduling: Use scheduling software, such as Connecteam, to manage the complexities of an AWS efficiently. Connecteam offers scheduling features like shift planning, swapping, creating open shifts, managing availability and overtime, and time tracking. 

Legal and Overtime Considerations in Alternative Work Schedules

Ensure compliance with both federal and state labor laws when implementing AWSs. This includes understanding the Fair Labor Standards Act (FLSA) regarding overtime and employee classifications (exempt vs. non-exempt). The best way to stay compliant is to consult a labor lawyer.

Here are some laws you should consider:

• Overtime laws: Under the FLSA, non-exempt employees must be compensated for any hours worked beyond the standard 40-hour workweek at a rate of time-and-a-half. Be aware of state overtime laws that might impose stricter requirements than the FLSA. For example, some states, like California, have additional regulations requiring employers to pay daily overtime for work done in excess of 8 hours in any single day. 
• Scheduling laws: Be aware of any scheduling laws that may apply to you. For example, California employers must get approval from their workforce—through a secret ballot election—before implementing a regularly scheduled workweek that requires employees to work more than 8 hours in any 24-hour period (like a compressed workweek).
• Meal and break laws: Several states require employers to give employees paid and unpaid breaks to rest and eat. Since AWSs can involve extended workdays, you should learn about your state’s specific requirements regarding the number, duration, and timing of required breaks. 

🚨 A word of caution for private employers 🚨

Google “alternative work schedule,” and many of the resources you’ll find will be from US government sources. 

These are specifically written for employers or employees in federal and state government agencies—not private employers. Certain provisions of the FLSA apply differently to these public employers than they do to private employers, so you must be careful about how you use these sources.

For example, consider this government source on alternative work schedules, which is written specifically for employees of the Department of Commerce. This source talks about how:

• Employees working flexible schedules can choose to work “credit hours”—extra hours they don’t receive overtime pay for that they can use to take time off on another day,
• Employees can get “excused absences” with pay on holidays.
• Employees can request compensatory time off instead of receiving overtime pay for extra hours worked.

Compare this to US employees in the private sector. These employees:

• Must get paid for overtime hours if they’re non-exempt workers—regardless of whether they choose to work these hours.
• May not receive excused absences with pay for working on holidays (holiday work policies in the private sector vary widely depending on the employer).
• Can’t receive compensatory time off in place of overtime pay if they’re non-exempt—they must be paid overtime for hours worked over 40 in a workweek.

Private employers in the US can still use these sources to guide their personal policies—as long as they comply with the FLSA. Some employers might even find it helpful to borrow specific terms used to describe elements of AWSs. In fact, scheduling terms like “Gliding schedule” and “Maxiflex” are borrowed from government sources. 

Embrace Flexibility With Alternate Work Schedules

Alternative work schedules offer various options to help you and your employees achieve better work-life balance and increase productivity.

From compressed workweeks to flexible schedules and remote arrangements, there are solutions to fit different industries, roles, and organizational cultures.

While implementing an AWS requires careful planning, clear policies, and effective communication, the potential benefits make it a worthwhile investment.

Whether you’re considering compressed workweeks, remote options, or any other alternative schedule, consider using scheduling software like Connecteam to streamline your AWS implementation and management.

Get started with Connecteam for free today!

The post An In-Depth Guide to Alternative Work Schedules  appeared first on Connecteam.

Changing employees’ schedules can be unavoidable.

But beware—depending on the location of your business, strict laws may dictate how and when you can make schedule alterations. Non-compliance can lead to fines and legal action. 

In this article, we look at the federal, state, and local laws regarding schedule changes to help you stay compliant.  

What Are Schedule Changes?

Schedule changes are alterations to a previously published employee work schedule. They can be employer or employee-led and include situations where:

• An employer changes the start or end time of an employee’s shift. 
• An employer asks the employee to work extra shifts. 
• An employer cancels the employee’s scheduled shifts. 
• An employee requests to swap shifts or not work a particular shift. 

Various laws regulate schedule changes, especially employer-led changes.

Federal Labor Laws on Schedule Changes

The Fair Labor Standards Act (FLSA) sets out federal wage and hour laws and applies to most employers. 

The FLSA doesn’t require employers to notify employees or ask their permission when making schedule changes. The only exceptions to this are where there’s a collective bargaining agreement or other agreement that states otherwise. 

State and local labor laws on schedule changes

While federal law is largely silent on the issue, Oregon and several cities in other states have fair workweek laws. 

These laws (sometimes also referred to as predictive scheduling laws) may address 1 or more of the following:

• Requirements for employers to provide good faith estimates of work hours when hiring employees. 
• Employees’ right to request specific shifts based on their availability (while no law requires an employer to accommodate these requests, they may be required to consider them).
• Advance notice of work schedules and schedule changes. 
• Minimum break times between shifts and higher pay rates for employees who work clopening shifts (a shift where an employee closes the business late at night and then opens it early the next morning). 
• Employees’ right to refuse last-minute schedule changes. 
• Requirements for employers to offer extra hours to current employees before hiring new staff. 
• Predictability pay—premium pay rates for last-minute schedule changes. 
• Recordkeeping requirements. 

These laws typically apply to specific types of employers or employees. They mainly target employees working in the retail, hospitality, and food services industries—where last-minute schedule changes are common. 

The following states and cities currently have fair workweek laws:

• Oregon (state-wide).
• Berkeley, California.
• Emeryville, California.
• Los Angeles, California.
• San Francisco, California.
• San Jose, California.
• Chicago, Illinois.
• Evanston, Illinois.
• New York City, New York.
• Philadelphia, Pennsylvania.
• Seattle, Washington.

Examples of local fair workweek laws

Oregon

Oregon’s predictive scheduling laws apply to retail, hospitality, or food service employers with 500 or more employees worldwide. 

These employers must:

• Give new employees a good-faith estimate of their work schedules in writing at the time of hire.
• Provide employees with a written schedule at least 14 days before their first shift. Employees have the right to refuse any shifts added to their schedule. 
• Allow employees to provide their availability and request not to work specific shifts or locations. While employers don’t have to grant these requests, they can’t retaliate against employees for making them. 
• Give employees at least 10 hours between shifts. If an employee agrees to work a clopening shift with less than 10 hours rest before, the employer must pay them 1.5 times their regular rate of pay. 

Employers must also pay predictability pay for schedule changes with less than 14 days’ notice. 

Additional pay is calculated at one hour of an employee’s regular rate of pay (in addition to their earned wages) where an employer:

• Extends a shift by more than 30 minutes.
• Changes the date, start, or end time of a shift without reducing total work hours.
• Adds a work or on-call shift to an employee’s schedule. 

Additional pay is 1.5 times an employee’s regular rate of pay for each scheduled hour not worked because an employer:

• Takes hours off a shift.
• Changes the date, start, or end time of a shift, which reduces the employee’s total work hours.
• Cancels a shift.
• Doesn’t ask an employee scheduled for an on-call shift to work. 

New York City

New York’s Fair Workweek Law requires retail employers with at least 20 employees to provide them with predictable work schedules. 

Under this law, employers must provide employees with their schedules at least 72 hours in advance. Employers can’t cancel a shift with less than 72 hours’ notice, and employees have to work additional hours with less notice only if they consent. 

On-call shifts are prohibited. 

Under the recordkeeping requirements, employers must keep electronic records of the following for each worker for 3 years:

• Hours worked each week.
• Date, time, and location of each shift worked.
• Written consent to schedule changes where necessary.
• Written schedules provided to employees.

New York’s Fair Workweek Law also applies to fast food employers with at least 30 locations worldwide, though the rules for these workers differ. For example, they must be given a regular schedule and 14 days’ notice of their schedules.

Regular schedules can be changed in advance only if the employee requests or agrees to the alterations. Employers must also pay them between $10 and $75 for any shift changes made with less than 14 days’ notice. 

Evanston, Illinois

In Evanston, the Fair Workweek Ordinance covers hospitality, retail, warehouse, manufacturing, and building businesses with 100 or more employees. It also covers food service and restaurant employers with at least 200 employees and 30 locations worldwide. 

Employers must:

• Provide new hires with a good faith estimate of their work hours at the time of hire.
• Give employees 14 days’ notice of their work schedules.
• Pay employees predictability pay for any employer-initiated shift changes or cancellations with less than 14 days’ notice.
• Pay predictability pay to employees who agree to work clopening shifts with less than an 11-hour rest period before.
• Repost schedules that are changed.
• Offer extra hours to current employees before hiring new staff to ensure that existing employees work at least 35 hours a week before new staff are brought in.
• Keep records of employees’ hours, pay rates, and any other information that shows compliance with the Ordinance for 3 years. 

States that have prohibited local fair workweek laws

Conversely, some states have passed laws banning local governments from introducing fair workweek or predictive scheduling laws. These states include:

• Arkansas. 
• Georgia.
• Iowa.
• Tennessee.

Collective Bargaining Agreements and Employment Contracts

Collective bargaining agreements and employment contracts may also address scheduling, including minimum notice for work schedules and changes, consent requirements, and predictability pay.

Where a collective bargaining or employment contract applies, employers must also follow the relevant requirements in them. 

Scheduling Changes FAQ

Can an employer change a work schedule without notice?

Yes, unless a local fair workweek law, collective bargaining agreement, or employment contract says otherwise, employers can generally change employees’ schedules without notice. Under the FLSA, employers are free to change employees’ schedules. 

Can an employer change a schedule last minute?

Yes, employers can typically make last-minute changes to employee schedules. However, a local fair workweek law, collective bargaining agreement, or employment contract may allow the employee to refuse the change or the employer to pay predictability pay. 

Can an employer force an employee to change their shift?

Yes. Under federal law, employers can require employees to change their shifts. Employers don’t have to provide a reason or give a certain amount of notice. Under at-will employment, the employer can likely terminate the employee for refusing to accept a shift change. However, there may be exceptions to this where a local fair workweek law, collective bargaining agreement, or employment contract states otherwise. 

Is it illegal to change an employee’s hours?

No. It’s not illegal for an employer to change an employee’s hours. However, the employer must ensure that any change complies with the requirements under any relevant local fair workweek law, collective bargaining agreement, or employment contract. 

Is it illegal to schedule an employee outside of their availability?

No. There is no law in the US that requires employers to schedule employees according to their availability. Some predictive scheduling laws make employers consider employee schedule change requests and prevent them from retaliating against employees for these requests, but they aren’t required to comply with these requests. 

A Word of Warning for Employers

Employers have a lot of leeway to change employee schedules, especially where local fair workweek laws don’t apply. 

But just because you can doesn’t mean you should. Schedule changes disrupt employees’ personal lives, including their childcare arrangements, personal appointments, and social plans. 

Plus, these changes can create more scheduling issues than they solve. Employees who experience last-minute schedule changes or are assigned shifts outside their availability may call in sick, for example. 

Overall, changes—especially last-minute ones—can negatively impact employee satisfaction and morale. They may also prompt workers to look for another employer that offers more predictable scheduling. 

For these reasons, try to limit your schedule changes and use them only where necessary. Providing your employees with advance notice of their schedules and sticking to them—even if not required by law—creates a stable work environment, fosters employer-employee trust, and supports employees’ work-life balance.

Other Laws To Consider When Changing Employee Work Schedules

In addition to considering specific scheduling laws, you may need to consider other legal requirements when changing employees’ shifts. Here are some categories of laws that may apply. 

Overtime

The FLSA requires employers to pay employees 1.5 times their regular rate of pay for any hours worked over 40 in a workweek. Many states also have similar overtime laws—or laws that are more generous to employees. 

Failing to pay employees overtime when it’s due can lead to costly fines or lawsuits.

When changing employees’ schedules, tracking their hours is important so you know when they go into overtime. This helps you manage your overtime costs and comply with the relevant overtime laws.

Rest and meal breaks

Many states have laws that require employers to provide meal or rest breaks to employees who work a certain number of hours during a shift. 

For example, Kentucky employers must give employees an unpaid lunch break and at least 10-minute rest breaks for every 4 hours they work. 

Some state laws also require employers to give employees time off between certain shifts. For example, under Illinois’ One Day Rest in Seven Act (ODRISA), employees must have a minimum of 24 consecutive hours of rest every 7 days. 

When making schedule changes that increase an employee’s hours or number of workdays, you may need to factor in mandatory break or rest times to ensure compliance with these laws. 

Reporting time pay

If you make schedule changes that reduce an employee’s hours, you must be aware of relevant reporting time pay laws. 

Some states require employers to compensate employees who attend a scheduled shift but are sent home immediately or early. Fair workweek laws may address this issue. Alternatively, some states have standalone reporting pay laws.  

For example, while California doesn’t have a state-wide fair workweek law, it does require employers to provide reporting time pay. 

Child labor laws

There are strict laws at the federal and most state levels around the hours minor employees can work. 

For example, in Michigan, 16 and 17-year-olds can work a maximum of 24 hours a week while school is in session and 48 hours when it isn’t. 

If you alter your minor employees’ schedules, ensure that their hours comply with any relevant child labor laws. 

Anti-discrimination laws

Various federal and state laws prohibit employers from discriminating against employees based on characteristics including race, national origin, color, race, religion, sex, and age. 

Scheduling practices that indicate a pattern of behavior towards a specific group of employees may be discriminatory. For example, if an employer offers extra hours only to male employees or regularly changes the shifts of workers with migrant backgrounds but not of US-born workers, the alterations may amount to discrimination. 

Anti-discrimination laws also require employers to make reasonable accommodations for pregnant workers or those with disabilities. Changes to modified schedules may breach these laws. 

The Bottom Line on Schedule Change Laws

Employers generally have broad discretion to change employee schedules—even at the last minute. However, local laws, collective bargaining agreements, or employment contracts may limit how and when you can make these changes. 

It’s important to seek legal advice and understand your obligations to ensure compliance. Even if you’re legally allowed to change schedules freely, minimizing schedule changes can help maintain employee morale and satisfaction. 

A tool like Connecteam can help you create schedules in minutes, manage schedule changes, and notify employees in real-time.

Try Connecteam free today to see how it can help you with compliant scheduling.

Disclaimer

The information on this website about scheduling laws is intended to be a summary for informational purposes only. However, laws and regulations regularly change and may vary depending on individual circumstances. While we have made every effort to ensure the information provided is up to date and reliable, we cannot guarantee its completeness,  accuracy, or applicability to your specific situation. Therefore, we strongly recommend that readers seek legal advice from their legal department or a qualified attorney to ensure compliance with applicable laws and regulations. Please note that we cannot be held liable for any actions taken or not taken based on the information presented on this website.

The post Important Laws on Changing Employee Work Schedules appeared first on Connecteam.

If your business operates 24/7, you need a work schedule that balances around-the-clock coverage with adequate employee rest. One solution to this is the continental shift pattern.

In this guide, we explain how the continental shift pattern works and take a look at its benefits and drawbacks to help you decide if it’s right for your team.

What Is the Continental Shift Schedule?

The continental shift schedule is a 24/7 work schedule that involves 4 teams of employees working in 8-hour shifts.

Each team of employees works a schedule of 7 days on followed by 2 days off. After three 7 on, 2 off periods, each team gets an extra rest day. This creates the 28-day work schedule known as the continental shift schedule.

To achieve 24-hour coverage, this schedule requires 3 shifts, typically called day, swing, and night shifts.

A day shift, sometimes called a morning shift, might run from 7:00 am-3:00 pm, while the swing shift might run from 3:00 pm-11:00 pm and the night shift might run from 11:00 pm-7:00 am.

Of course, you can tailor the exact hours of these shifts to your business.

Employees rotate shifts from day to swing to night throughout the course of each 7-day work period according to this flow:

The rotating shifts ensure 24/7 coverage. Importantly, not all teams start at the same point in the schedule. One team starts on week 1, another starts on week 2, another on week 3, and the final team on week 4. This staggering ensures that on any given day, 3 teams are covering each of the shifts and 1 team is resting. 

Here’s a diagram that shows how the continental shift pattern works in action. Orange indicates a day shift, blue indicates a swing shift, purple a night shift, and white a day off.

The continental shift schedule resets every 28 days and the 4-week cycle begins again. On average, employees work 42 hours per week with this schedule. Their busiest week of work requires 56 hours (7 consecutive days of 8-hour shifts) and their lightest week of work requires 32 hours (4 consecutive days followed by 3 days off).

Who Uses the Continental Shift Schedule?

The main advantage of the continental shift schedule is that it allows employees to work 8-hour shifts instead of longer 10 or 12-hour shifts, which are required by other 24/7 work schedules. With 8-hour shifts, employees have time to relax and recover from one day to the next.

So, the continental shift pattern is commonly used in industries where shifts are relatively high-stress or require careful attention to detail. Common examples include:

• Healthcare
• Trucking
• Manufacturing
• Energy
• Law enforcement

Benefits of the Continental Shift Pattern

The continental shift pattern has several key advantages for businesses and employees.

24/7 coverage with shorter shifts

First, businesses get 24/7 coverage with this work schedule while still adopting standard 8-hour shifts. These shorter shifts can be very good for employees because they reduce stress and give employees more time to recover between shifts. That can reduce employee burnout, which is a major concern when operating a 24/7 schedule.

Shorter shifts also ensure that your employees aren’t mentally fatigued by the end of their shifts, which can result in costly mistakes or accidents. So, this schedule is especially good for work processes that require attention to detail or involve handling dangerous equipment.

High degree of predictability

The continental shift pattern’s 28-day cycle offers a high degree of predictability. If employees know where they currently are in the cycle, they can easily determine which upcoming shifts they’ll work. The cyclical nature of this schedule is also good for employees’ work-life balance because they’re able to plan their lives outside work weeks or months in advance.

In addition, the continental shift pattern ensures that employees get 1 work-free weekend every month. That’s not guaranteed with many 24/7 shift patterns and can be important for employees to spend time with family and friends.

Shifts rotate forward

The continental shift pattern enables employees to rotate shifts from day to swing to night to days off. This “forward” rotation is better for employees’ mental health than backwards shift rotation. Employees can push back their schedules with each shift transition, then have 2-3 days off to recover after working night shifts.

Shifts are equally distributed

In a continental shift schedule, each employee works the same number of day, swing, and night shifts in each 28-day cycle. That ensures no employee is saddled with an excessive number of undesirable night shifts. Equal shift distribution can reduce conflict among employees and make your schedule seem fairer, which is good for employee morale.

Drawbacks of the Continental Shift Pattern

The continental shift pattern isn’t perfect. Here are some of the drawbacks to keep in mind when considering this work schedule.

Employees work 7 days in a row

The biggest drawback to the continental shift pattern for many businesses is that employees must work 7 days in a row.

That’s not ideal for employees, who will likely feel overworked by the end of each 7-day stretch. They could be fatigued on days 6 and 7, increasing the likelihood of mistakes and accidents.

In addition, no matter how you define your workweek, employees will work more than 40 hours per week during some workweeks under this schedule. You’ll need to pay non-exempt employees overtime for these weeks. This can increase the cost of running your business.

Fast shift rotation

The continental shift schedule requires employees to switch from day to swing to night shifts every 2-3 days. That’s a fast shift rotation compared to other 24/7 patterns, and it can throw off employees’ circadian rhythms. Employees who are up early for a day shift on Monday may be very tired by the end of a swing shift on Tuesday, for instance.

The fast shift rotation can also be difficult for employees to manage in their personal lives. For example, employees may have trouble finding consistent child care because they work at different hours on different days of the same week. They may also have difficulty establishing routines with family and friends—for instance, employees working a continental shift schedule won’t be home for family dinner on a consistent basis.

Doesn’t enable fixed shifts

Some 24/7 schedules enable you to assign employees to fixed shifts—that is, 1 team always works the day shift and another always works the night shift. That isn’t totally possible with the continental shift schedule. For this shift pattern to provide full coverage, employees must rotate shifts.

That reduces your flexibility when shift planning and limits your ability to tailor the continental shift pattern to your employees’ needs.

We tested out this schedule ourselves to discover if a fixed shift variation is possible. We discovered that, to incorporate fixed shifts, one team must still rotate shifts to fill in for whichever of the remaining teams is off. Here’s what this can look like: 

This variation might work for companies that have employees who desire fixed shifts. 

Is the Continental Shift Schedule Right for Your Team?

The continental shift pattern can work well for many business operations, but it’s not right for every situation. Here are some things to consider to determine if the continental shift schedule is right for your team.

How stressful are shifts?

The main benefit of the continental shift pattern compared to other 24/7 schedules is that it offers 8-hour shifts instead of 10-hour, 12-hour, or longer shifts. 8-hour shifts can be very helpful if your employees work in stressful roles and longer shifts could lead to burnout or accidents.

If your business’s shifts are relatively low-stress or don’t involve dangerous equipment, you may consider an alternative schedule with longer shifts. The Pitman, Panama (2-2-3), and DuPont schedules all involve 4 teams working 12-hour shifts and could be worth considering. 

Do employees need longer breaks?

The continental shift pattern offers employees just 2-3 days off between work periods. This may be sufficient if employees’ work periods aren’t overly stressful. However, if work periods are more tiring, you may need a schedule that offers employees more consecutive days off. Options to consider include the 4 on, 3 off shift pattern and the 6 on, 4 off shift pattern.

Are workloads equal across shifts?

Another important consideration for the continental shift pattern is whether workloads are balanced across day, swing, and night shifts. Since this schedule requires shift rotation, it works best if each shift has a roughly equal amount of work for employees to do. Otherwise, you could be overstaffed on your swing and night shifts. 

One solution to this is to have some employees work a continental shift schedule and others work a fixed shift. As an example, say you need 10 employees for your day shift and 5 for your swing and night shifts. You could have 3 teams of 5 employees each working a continental shift schedule, plus an additional 5-10 employees who work day shifts only.

Alternatively, you could choose a schedule that caters to uneven work requirements between shifts. For example, a 24 on, 48 off schedule can be effective when employees only work intermittently or have 8 hours of hard work followed by 16 hours of relatively easy work.

How To Implement a Continental Shift Schedule

Switching from your current work schedule to a continental shift schedule can be a big transition. Here are 3 tips to ensure your implementation goes smoothly.

Check local labor regulations

Some states have rules you must follow when making major work schedule changes. For example, in California, employees must vote to approve an alternative work schedule such as the continental shift schedule. Also, in some places, like Illinois, employees must be given 24 hours of rest within every 7-day work period, so the continental shift schedule isn’t possible unless you’re exempt from this requirement.

It’s a good idea to talk to a labor attorney so you don’t unintentionally violate any regulations that apply to your business.

Talk with your team

Before switching to a continental shift schedule, be sure to discuss the change with your team. It’s important to get employees on board with the new schedule by clearly explaining its benefits, answering their questions, and addressing their concerns. The more you involve your employees in the implementation process, the more likely they are to support the new schedule.

If several employees are against a continental shift schedule, hold off on the transition and consider other work schedules.

Use scheduling software

Scheduling software like Connecteam can help you manage your continental shift schedule.

With Connecteam, you can create this work schedule once, then use it as a template for each future 28-day cycle to save time.

Employees can check their schedule on their phone and get shift reminders as push notifications.

In addition, Connecteam makes it easy to track employees’ working hours and attendance, ensuring you accurately calculate overtime and benefits like paid time off.

Conclusion

The continental shift pattern enables you to operate your business 24/7 while requiring employees to work 8-hour shifts only. It’s a good option for businesses that need continuous coverage but don’t want to burn out employees with longer shifts.

Work management software like Connecteam can make it easier to implement various schedules—including the continental shift schedule—and manage your employees. It enables you to create schedules in minutes, communicate with employees about work, track hours, and so much more. 

Try Connecteam free today to see how it can help your business run 24/7.

The post What Is a Continental Shift Pattern? appeared first on Connecteam.

Creating a work schedule in Microsoft Excel is a great way to quickly visualize the week ahead or build a custom schedule for your employees. However, it’s important to ensure your Excel schedule is laid out clearly. Otherwise, you and your employees could miss shifts or meetings. 

In this guide, we’ll explain how to make a work schedule in Excel and share a free template you can use to get started.

Step 1: Create Your Template

We’ll focus on how to create a weekly Excel work schedule where each day is divided into shifts that don’t overlap. While more complex schedules are possible in Excel, these are much more challenging to create using this program.

There are 2 ways to start making a work schedule in Excel: you can use our pre-made template and customize it, or start from scratch and create your own template. We cover both approaches in detail so you can develop the perfect scheduling template to reuse from week to week.

Use our Excel schedule template

The easiest way to create a work schedule in Excel is to download our free weekly schedule template. With our template, you can choose the week and hours you want to schedule, then dive straight into adding your shifts. You don’t have to manually add days and times, making the process much faster.

Open the template

To get started with our template, double-click on the downloaded file to open it. Depending on your version of Excel, it may open the template in Protected View, which doesn’t allow editing. If your template is in Protected View, click the Enable Editing button at the top of the spreadsheet to activate editing. (This button is usually located within a yellow banner.) 

Choose date and time ranges

Our template lets you select the date range and starting time for your schedule. In cell A2, enter the date of the first day of the week you want to schedule. Our template uses Monday as the first day of the week, so you must enter a Monday date in this cell. (Failing to do this will result in scheduling errors.) In cell B2, enter the time you want your schedule to start. The template will update automatically.

Build your own scheduling spreadsheet

If you prefer to create your own scheduling spreadsheet instead of using our template, you can set up a custom schedule following these steps.

Add week and starting time

The first step to making a schedule in Excel from a blank spreadsheet is to set the date and time ranges for your schedule. Select cell A1 and enter Starting Date. In cell B1, enter Schedule Start Time.

In cell A2, enter the date that your week will begin using the format MM/DD/YYYY. You can decide whether your week should begin on a Sunday, Monday, or a different day. 

In cell B2, enter the time you want your schedule to start at—for example, 8:00 AM. 

Prepare your schedule’s frame

Next, you can add the days of the week and time intervals to your schedule.

Add the days of the week starting in cell B4 and extending horizontally to cell H4. Make sure that you start with the same day of the week that you chose in Step 1 (i.e., if your week starts on Monday, enter Monday in cell B4).

In cell B5, enter =A2 to add the date you inputted into cell A2. Enter =B5+1 in cell C5, then extend the formula to the right to add the date to each day of the week. You can do this by clicking on the square in the bottom-right corner of cell C5 and dragging your mouse over to cell H5.

In cell A6, enter =B2 to add the starting time of your schedule. Then enter =A6+Time(0,30,0) in cell A7 and extend the formula down to the last time you want to include in your schedule. This creates a list of 30-minute time intervals down the left side of your schedule.

You can modify the “30” in this formula to schedule it in 15 or 60-minute increments. Shorter or longer increments are also possible as long as they are entered in minutes (for example, to enter 2 hours, you must enter “120” minutes).

Step 2: Add Your Shifts

Now you’re ready to add shifts to either our template or your own custom scheduling spreadsheet. 

If you’ve created your own custom scheduling spreadsheet, the best way to do this is to write out an easy-to-read description of your shift in the cell corresponding to its day and start time.

For example, say you want to schedule employees to shifts, and your first shift starts at 8:00 am on Monday. In the corresponding cell, enter a description like “Shift: John Doe” or “Morning shift: Trina, Todd, Jamie.” You can add more detailed information to shift descriptions, such as the location or information employees need to know.

Then select all the cells from the shift’s start time to its end time. In the ribbon above your spreadsheet, click Merge, then select Merge and Center to create one large cell that spans the shift’s entire duration. Click the Align icon (it looks like a stack of horizontal lines), then select Middle Align to move the text to the center of the cell.

Repeat this process for all shifts you want to add to your schedule.

If you need to unmerge cells, select the cell and click Merge, then Unmerge. 

To use our template, you can use the shifts we’ve created or create your own. To create your own shifts, you’ll need to unmerge the cells so that you can follow the steps above for adding your own custom shifts.

Step 3: Customize Your Schedule’s Look

At this point, you have a functional schedule. However, a few customizations can make your schedule more visually appealing and ensure that you and your employees don’t miss shifts.

Highlighting your frame

A great place to start customizing your schedule is to highlight the days of the weeks and schedule times. Select the cells you want to highlight, then click on the paint bucket icon and choose a fill color. It’s a good idea to use the same color for the days of the week and times of day to create an easy-to-see frame for your schedule.

You can also increase the font size of the days of the week and times, use bold text, or even change the text color to ensure this key information stands out.

Color-coding shifts

It’s also a good idea to color-code shifts on your schedule according to the employee they’re assigned to or the shift type. That way, it’s easy for your employees to see when they must be at work.

You can color-code shifts manually using the fill color tool. Alternatively, you can use Excel’s conditional formatting rules to automatically color-code your shifts.

As an example, say you’re creating a shift schedule where you’ve assigned each shift to one employee—and want to assign a different color to each employee. Select all the shift cells in your schedule, then click Conditional Formatting. Select Highlight Cell Rules, then Text that Contains.

In the formatting box that appears, enter the name of one of your employees and assign them a color. To do this, click Format with, then Custom format. Then select Fill and select a color from the dropdown menu. When you’re finished, click Done. (The exact steps may vary depending on your version of Excel, so use additional support if necessary.) 

Excel will automatically highlight all cells that contain that employee’s name the color you chose. You can repeat this process for all of your employees, assigning each one a unique color. 

Please note that the above method won’t work if you’re assigning multiple employees to each shift. In that case, you might want to come up with a different color coding approach—for example, you might use a specific color for the morning shifts and another color for the afternoon shifts. 

To use conditional formatting to color code these shifts, include the name of each shift (e.g., “morning shift”) within the shift. Then, enter this name in the formatting box that appears when you follow the above conditional formatting instructions. 

Cell borders

Adding borders to your cells can also increase the visual clarity of your Excel schedule. Select all the shift cells of your schedule and click the Borders icon (it looks like a window pane), then All Borders. You can then further customize the look of your borders using the Border Color and Border Style options within the Borders menu.

Step 4: Save Your Schedule

When your schedule is finished, remember to save it as an Excel file (.XLSX) or CSV and share it with your employees.

When creating schedules for future weeks, you can open your current schedule and use it as a template. However, you should never overwrite schedules—keeping them is important for compliance with labor regulations, and they could be important if you face a labor dispute.

Save each new weekly schedule with a unique filename that includes your business name, what the schedule is for (e.g., a department or location), and the time period covered by the schedule. A good example is “My Restaurant – Kitchen – June 1-7.” You can keep all your saved schedules in the same folder on your computer so they’re easy to find.

It’s easy to use your personalized Excel schedule as a template for future weeks. Just highlight all the shift cells and click Merge, then Unmerge Cells. Now you can add new shifts to your schedule and stretch them to the appropriate duration.

Creating Schedules With Overlapping Shifts in Excel

Creating schedules with overlapping shifts is possible in Excel, but it’s complicated and time consuming since it takes so much manual work. 

Here’s one way to do it. 

Instead of a weekly schedule, create a daily schedule by setting up time intervals representing the hours your business operates in the top row of your spreadsheet (e.g., 5:00 am, 6:00 am, etc.). (You can use a variation of the Time formula from Step 1 up above to do this quickly.)  

Then, list your workers’ names in the leftmost column of your spreadsheet. Merge cells horizontally across the schedule to represent the duration of each employee’s shift, and use different colors to distinguish between various tasks and shifts for easy visualization. 

Here’s what this can look like: 

You’ll need to create a separate schedule for each day your business is open, so your employees will have to check each day’s schedule individually. This can make it difficult to keep track of shifts across the week and can lead to employees missing work.

Creating Schedules in Excel vs. Scheduling Software

Making a schedule in Excel can be a good solution for businesses with only a few employees to schedule or uncomplicated shift patterns. However, building schedules in Excel can quickly get complicated as your business grows. You must make sure everyone is scheduled to the right shift and keep track of employees’ time off—all while ensuring employees have the necessary qualifications for certain shifts.

That’s where dedicated scheduling software like Connecteam can come in handy. Connecteam makes it easy to build custom schedules of any complexity in minutes.

Let’s take a closer look at just how creating a schedule in Excel vs. using scheduling software like Connecteam stack up. 

Building your work schedule

When building schedules in Excel, you must assign employees to shifts manually one at a time. It’s a time-consuming process that’s also prone to errors—you could accidentally assign team members to conflicting shifts or give a single employee many more hours than their colleagues.

It’s also difficult to build more complex work schedules in Excel. It can be very complicated to create a schedule with multiple employees working—particularly if they have overlapping shifts.

Schedule software is designed to make it easy to create complex schedules. For example, with Connecteam, you can assign multiple employees to a single shift or create overlapping shifts. Connecteam also automates schedule creation with a 1-click scheduling feature that automatically assigns employees to shifts based on their availability, work hour preferences, and qualifications. 

Finally, Connecteam ensures shifts are distributed equally and works to minimize the amount your business has to spend on overtime. It’s a great way to save time and reduce scheduling errors.

Validating shifts

Dedicated scheduling software typically has automatic shift validation to ensure that your schedule is correct. For example, in Connecteam, you’ll get a notification if you assign an employee overtime or try to assign them to a shift that requires qualifications they don’t have. Connecteam can also flag potential compliance issues, such as forgetting to give an employee required break periods.

This kind of automatic validation isn’t possible in Excel unless you know how to code in Visual Basic.

Communicating with employees

Another limitation to Excel is that if employees have questions about their schedule or can’t take a shift, communicating about this is difficult. You can leave comments on shared Excel spreadsheets, but employees and managers may not see this in time to proactively solve problems.

Not all scheduling software offers a way to communicate with employees, but Connecteam does. It automatically sends employees a notification when they’re assigned to a shift. Connecteam also includes integrated team instant messaging so that managers and employees can easily communicate about shifts. Group messages offer an easy way to find potential replacements for a shift or check in with employees ahead of a busy week. 

Enabling shift swaps

Enabling employees to swap shifts is a great way to ensure all of your business’s tasks are covered while giving employees more flexibility to shape their schedules. Unfortunately, shift swapping isn’t possible in Excel—employees must agree to a swap and then contact their manager to make a change to the schedule.

With scheduling software like Connecteam, employees can organize a shift swap in the app and send the proposed change to their manager for approval. It’s very easy, and Connecteam’s shift validation rules ensure swaps don’t result in unnecessary overtime or compliance issues. 

Adding information to shifts

Connecteam and other schedule platforms enable you to attach documents, forms, checklists, photos, and more to a shift. That ensures employees have the information they need to work effectively when they show up for a shift.

As employees complete tasks during a shift, your schedule will update in real time to show their progress. So, you get a live overview of how employees’ work is going.

In contrast, the only way to attach extra information to a shift in Excel is to use comments. This is very limited, as you can only include text or links. It’s also easy for employees to miss comments on cells that may contain important information.

Reducing no-shows

Once you create a work schedule in Excel, you can share it with employees—but that’s it. If you want to remind employees about an upcoming shift, you must do so manually. In addition, complex Excel schedules can be visually overloaded and confusing for employees to interpret, potentially leading to missed shifts.

Connecteam, on the other hand, can automatically send push notifications to an employee’s phone to remind them of an upcoming shift. This is a highly effective way to prevent disruptive no-shows.

Create Your Work Schedule Today

Creating a work schedule in Excel is easy with our ready-to-use template. Just download our scheduling spreadsheet, add shifts, and assign employees to work. You can also improve your schedule with color-coding to make it easier for employees to see what shifts they’re assigned to.

While Excel can work well for scheduling small teams to simple shift patterns, it has very limited functionality compared to dedicated scheduling software like Connecteam. Connecteam helps you automatically schedule employees to work, maintain compliance, eliminate no-shows, and more.

Get started for free with Connecteam to see how it can help you create custom employee schedules in minutes.

FAQs

Should I use Excel to make a work schedule?

Small businesses may be able to use Excel to make simple work schedules, but it’s not a good solution for larger businesses. Excel doesn’t offer ways to remind employees about upcoming shifts or ensure that employees have the qualifications required for a shift. It also can’t alert you to scheduling conflicts or uneven shift distributions.

How do I create work shifts in Excel?

You can create work shifts in an Excel spreadsheet by first assigning a time to each row of a blank workbook (e.g., 9:00 am, 9:15 am, 9:30 am, and so on). Then select all cells from the start of the shift you want to its end—and click Merge and Center to combine them into a single cell that represents your shift.

Is free scheduling software better than Excel?

Free employee scheduling software like Connecteam can be much more effective for creating work schedules than Excel. Connecteam can automatically assign employees to shifts in a single click and will remind them about upcoming shifts. Connecteam also makes it easy to reduce overtime and add shift information (like checklists) that employees need to hit the ground running.

The post How To Make a Work Schedule in Excel (+ Free Template) appeared first on Connecteam.

A 5/40 schedule is the most commonly used work schedule in the US. It requires employees to work 8-hour shifts 5 days a week—for a total of 40 hours per week.

However, just because the 5/40 schedule is popular doesn’t mean it’s the best fit for every business.

In this guide, we explain how the 5/40 schedule works, discuss its advantages and drawbacks, and share some alternative work schedules.

What Is a 5/40 Work Schedule?

In a 5/40 work schedule, employees are required to work 8 hours a day, 5 days in a row, followed by 2 days off. Employees work 40 hours per week and always work the same days each week. 

The 5/40 schedule is the most commonly used schedule in the US, especially for office workers. An example of a 5/40 work schedule is someone working 9am-5pm, Monday through Friday.

History of the 5/40 Work Schedule

The history of the 5/40 work schedule dates back to 1926 when Henry Ford instituted it across his automobile factories.

Ford found that limiting employees to 40 hours per week increased productivity, and other manufacturers soon followed his example.

In 1940, the 40-hour work week was codified in the US through the Fair Labor Standard Act.

Under the law, employees who worked more than 40 hours per week would have to be paid overtime. This incentivized employers to organize work around a 5/40 schedule.

Though the 5/40 work schedule has become the standard in the US, there have been efforts to challenge it.

A growing number of companies have experimented with 4-day work weeks and other alternative work schedules that give employees more flexibility. 

Pros and Cons of the 5/40 Schedule

There are both advantages and disadvantages to using a 5/40 schedule.

Pros

• Benefits for employees’ personal schedules: Since most businesses use a 5/40 schedule, employees’ schedules will be aligned with those of their friends and family when they’re off work. In addition, employees always work the same days each week, so they can plan their personal calendars far in advance.
• 5-day weeks meet customer expectations: Most customers expect businesses to be open 5 days a week, and the 5/40 schedule caters to this.
• Can help avoid stress: Though some studies show shorter work weeks can lower stress, others have shown that reducing employees’ hours can sometimes increase stress as workers rush to finish their tasks. The 5/40 schedule gives employees more hours per week and, thus, more time to complete their work.
• Lowers management costs: Since the 5/40 schedule is so commonly used, it’s easy to manage without complex or custom scheduling solutions.
• Minimizes overtime pay: Employees are scheduled for only 40 hours a week of work in a 5/40 schedule, so you typically won’t have to pay overtime. It’s also easy to monitor when employees are working overtime and require them to stick to 8 hours a day to limit overtime expenses.

Cons

• 8-hour days aren’t good for productivity: Research has shown that the best number of hours to work for maximizing productivity is no more than 6. In an 8-hour day, employees could be working unproductively for several hours every day.
• Can contribute to employee burnout: Many employees find that a 2-day weekend isn’t enough time to rest and recover between work weeks. This can lead to increased employee burnout.
• Not flexible to meet variable demand: 8-hour work days are relatively inflexible. Employees may have a lot of work one day and little the next, but they still need to work 8 hours each day—leading to one stressful day and then a day with wasted time.

Variations on the 5/40 Schedule

Many variations on the 5/40 schedule have been developed to give employees more flexibility and increase productivity. Let’s examine some of the most common variations below.

Compressed schedules

In a compressed schedule, employees work 40 hours per week in fewer than 5 days. Usually, compressed schedules involve 4 10-hour days. This gives employees 3 days between work, which can help boost work-life balance and reduce burnout.

5-4/9 schedules

A 5-4/9 schedule can be less stressful for employees than a compressed schedule. In a 5-4/9 schedule, employees work 9-hour days instead of 8-hour days.

They’ll work 5 days one week followed by 4 days the next, for a total of 80 hours worked every 2 weeks. 

Basically, employees work the same amount as in a standard 5/40 schedule but get an extra day off every other week.

Flexible work schedules

While a standardized schedule requires employees to show up for work at the same time every day, a flexible 5/40 schedule doesn’t.

Employees can choose when to work as long as they work 8 hours per day or 40 hours per week.

Flexible work schedules give employees more autonomy and can improve work-life balance. However, not having all employees at work at the same time can stifle innovation and increase social isolation at work.

Some businesses solve this by requiring employees to work several core hours each day, then giving them the flexibility to determine the rest of their daily schedule.

Conclusion

The 5/40 schedule is the most commonly used work schedule in the US. Employees work 5 consecutive 8-hour days for a total of 40 hours per week.

The 5/40 schedule is easy to fit personal commitments around and might help reduce stress, but it isn’t good for employee productivity.

Variations such as compressed schedules and 5-4/9 schedules can offer more flexibility.

Whether your business needs a standard 5/40 schedule or a variation, Connecteam can help.

Try Connecteam free today to start scheduling your employees and maximize your business’s productivity.

The post What Is a 5/40 Work Schedule? appeared first on Connecteam.