When staffing levels shrink, the organization will probably need a new shift schedule. Here are some possible schedule-related changes to consider: (1) overtime, (2) 12-hour shifts, (3) rotating shifts, (4) cross-training or job consolidation, (5) relief coverage, and (6) reduced coverage.

Overtime
Although overtime is often perceived as something to be avoided (because it requires a time-and-a-half pay premium), it can be used to offset staff reductions. Most 24/7 shift schedules already have a small amount of overtime built into them (2 hours per week for each employee) because this is more economical than hiring additional staff. Overtime may be the only way to maintain your current coverage levels if your group is losing headcount. Here's an example. Suppose a group needed 2-person coverage around the clock. They used to have 8 employees working an average of 42 hours a week. They lost one position. They can maintain the 2-person coverage by working an average of 48 hours a week.

12-Hour Shifts
If you are using 8-hour fixed shifts, changing to 12-hour fixed shifts may allow you to maintain your current coverage with fewer employees. The staffing requirements for different levels of coverage are shown below:

 

Coverage  8-hour   12-hour

     1            6.0         4.2

     2            9.0         8.4

     3           12.6       12.6

     4           18.0       16.8

     5           22.5       22.5

 

To clarify, 1-person coverage with 8-hour fixed shifts requires 6 people (2 per shift). This same coverage with 12-hour fixed shifts requires 4.2 people or 4 people working an average of 42 hours a week. Although you will incur a small amount of overtime, the switch will allow you to maintain coverage with 2 fewer staff. 2-person coverage with 8-hour fixed shifts require 9 people (3 per shift). This same coverage with 12-hour fixed shifts requires 8.4 people or 8 people working an average of 42 hours a week. It takes one less employee by switching to 12s.

Rotating Shifts
For organizations with 8-hour fixed shifts that don’t want 12-hour shifts, changing to 8-hour rotating shifts may be a solution. Since 8-hour rotating shifts require the same staff as 12-hour shifts, you can refer to the table above to see the impact. This change won’t be popular with employees, but sometimes desperate situations require severe measures. 1-person coverage with 8-hour fixed shifts requires 6 employees, whereas it only requires 4 people with 8-hour rotating shifts. On the rotating shift schedule, they employees will work an average 42 hours a week (one 48-hour week every 4 weeks). If you are already on 12-hour shifts, changing to rotating shifts won't help. The same staff size is required with 12-hour rotating shifts as it is with 12-hour fixed shifts.

Cross-Training or Job Consolidation
Cross training employees from different positions or combining the positions may increase the size of the pool to draw from. Using supervisors to cover absences or other coverage gaps may help too.

Relief Coverage
Some organizations build “extra” coverage into their schedules in anticipation of employee absences such as vacations, illness, training, etc. An alternative approach that may reduce staffing requirements is to build relief time into the schedule. Here's an example. A small police department need 3-person coverage around-the-clock. They have 18 officers working 8-hour fixed shifts. This gives them 4-person coverage with no overtime in the schedule. If they used overtime in the schedule and relief coverage on each shift, this would only require 15 officers to produce 3-person coverage plus every shift would have someone available to cover an absence every day of the week.

Coverage Reduction
As a last resort, you may have to bite the bullet and lower the coverage levels. Is it possible to reduce coverage on one or more shifts? This can easily be done with fixed shifts. With rotating shifts, it may require a custom-designed schedule that doesn't use crews. How about reducing weekend coverage? Many organizations can get by with fewer people working on Saturday and Sunday. This can be achieved with either fixed or rotating shifts by using a custom-designed schedule.