Guide to Rotating Schedules

The hospitality industry is hugely diverse – from late-night bars to early-morning cafes, there are a wide range of businesses that require employees to work at different times throughout the day. As a result, business owners must carefully create shift management strategies to ensure their business runs smoothly.

Venues that operate outside of regular 9-5 work hours, such as restaurants, bars and cafes, must find a way to ensure every shift is fully staffed while also keeping their employees happy. But what is the best strategy to successfully check both boxes? 

For many managers, there are two choices to deliberate between: a fixed schedule and a rotating schedule. But how do you decide which is best for your staff and shift needs?

Let’s dive in!

• What is a rotating schedule?
• Fixed schedules vs rotating schedules
• How a rotating schedule works
• The three types of rotating schedules
• The benefits of a rotating schedule
• The disadvantages of a rotating schedule
• How to set up a rotating schedule
• Rotating schedule software providers

What is a rotating schedule?

In a nutshell, a rotating schedule, also known as a rotating roster, is a work schedule in which employees’ working hours and shifts vary periodically. Instead of having a fixed schedule, like a traditional 9-5, employees are assigned to different shifts or work hours that change over a designated period, such as weekly or monthly.

Fixed schedules vs rotating schedules

On the flip slide of a rotating schedule, you’ve got a fixed schedule. A fixed schedule consists of one set team of employees that works the early shift, another set team that works the late shift, and a third team that works any swing shifts the business might need. The employees are not placed on a cycle, and the schedule does not change.

The benefits of a fixed schedule

The consistency of a fixed schedule makes it easier for your staff to schedule events, appointments, etc., and they can easily hold second jobs or attend further study. A fixed schedule also allows employees to sleep around the same time every day, making it easier to maintain a healthy sleep pattern. 

How does a rotating schedule work?

Let’s say you work at Sally’s Diner, and employees need to be there from 8 a.m. to 12 a.m.

The manager will most likely break down the work hours into two eight-hour shifts, with one shift running from 8 a.m. to 4 p.m. and the next shift starting at 4 p.m. and ending at 12 a.m.

If the manager operates under a fixed schedule, you would be on a designated team of shift workers for either the day or night shifts, and you’d be scheduled the same hours each cycle.

This may make sense for office work or labour jobs that would be the same no matter the shift, but at Sally’s, the night shift is often much busier and more stressful than the day shift, so it’s not fair that the same staff members have to work the day shift every week.

So, your manager makes it fair by choosing the rotating schedule route. This means you work the day shift for a couple of weeks and then switch to the night shift and repeat.

The three types of rotating schedules

While managers can keep the rotation simple, there are many other ways to break shifts down into rotating schedules, each tailored to different operating styles. 

Here’s a look at your three options.

1. Dupont shift schedule

The Dupont method is a popular scheduling strategy for businesses that need 24/7 coverage. It features 12-hour rotating shifts and breaks employees into four teams who rotate through an eight-part cycle that goes as follows: 

• Four night shifts
• Three days off
• Three day shifts
• One day off
• Three night shifts
• Three days off
• Four day shifts
• Seven days off

The method benefits employees because they have a built-in, week-long vacation every month. However, they have to work 72 hours in one week and only get one 24-hour break in the middle of the month. They also might have trouble readjusting to work-life after having seven consecutive days off duty.

2. Pitman shift schedule

The Pitman shift schedule, also known as 2-3-2, often means employees will have every other weekend off. The plan consists of four teams working 12-hour shifts on a two-week cycle.

• Team 1: Two day shifts, two days off, three day shifts, two days off, two day shifts, three days off
• Team 2: Two night shifts, two days off, three night shifts, two days off, two night shifts, three days off
• Team 3: Two days off, two day shifts, three days off, two night shifts, two days off, three night shifts
• Team 4: Two days off, two night shifts, three days off, two day shifts, two days off, three day shifts

Employees will work around 42 hours a week on the Pitman Schedule and will have every other weekend off. They will also never work more than three days in a row. However, they will still have to work 12-hour shifts, which can be gruelling.

3. 2-2, 3-2, 2-3 rotating shift schedule

This plan is an alternate version of the Pitman shift schedule and also uses four teams, two 12-hour shifts and a four-week cycle. Employees work day or night shifts exclusively for two weeks and then switch to the opposite shift for the next two weeks.

The shift schedule goes as follows:

•     Two day shifts
•     Two days off
•     Three day shifts
•     Two days off
•     Two day shifts
•     Three days off
•     Two night shifts
•     Two days off
•     Three night shifts
•     Two days off
•     Two night shifts
•     Three days off

Like the Pitman schedule, employees will enjoy three days off every other weekend and never work more than three days in a row. However, this schedule requires employees to work up to 62 hours in one week, and switching from day to night shifts can disrupt their sleep patterns.

The benefits of a rotating schedule

Hospitality venues often need to operate during evenings, weekends, early mornings and holidays. Therefore, a rotating schedule ensures enough employees are available to work during all hours, ensuring full service and business continuity. While this is a key benefit for owners and managers, opting for a rotating schedule also has numerous advantages for your employees and the business.

Develop skills and experience

Working on different shifts and with various colleagues can allow employees to learn and develop new skills. 

If you have employees that only work the slower traffic shift, they may have a hard time if they have to work during peak hours. With occasional shift swaps, it’s likely that these employees will eventually need to cover a busy shift.

Instead of a shock to the system, a rotating schedule will give all employees a chance to understand the ebb and flow of your business. When employees have experience working all shifts, you’ll know you can count on them around the clock.

Flexibility

When an employee needs time off, you’ll need to find someone else to fill in. Having employees that are comfortable working each shift means that you will have a ready and willing group to take their spot. Having flexibility in your schedule means that employees can make room for other things they need to do in their lives.

For example, if you have a set schedule, an employee might need to take the day off to make it to an appointment or family event – leaving you with extra admin to fill the shift. Instead, if you have a rotating schedule with more flexibility, they may be able to schedule around their shifts and not have to miss work after all – a win-win for both employees and owners.

Rotating schedules also offer flexibility to business owners by allowing them to adjust staffing levels based on demand fluctuations. By having employees on rotating shifts, the business can better respond to changing needs, such as increased customer traffic during holidays or events, without the need for excessive overtime or hiring additional staff.

Fair distribution of shifts

Rotating schedules help distribute different shifts evenly among employees, ensuring that everyone has an opportunity to work during peak times and less busy periods. This promotes fairness and prevents employees from feeling disadvantaged if they are constantly assigned to less desirable shifts.

Reduced burnout and fatigue

Constantly working the same shift or during non-traditional hours can lead to burnout and fatigue. By rotating shifts, employees can experience different work hours, reducing the monotony and mitigating the negative effects of working irregular hours.

The disadvantages of a rotating schedule

While rotating schedules offer several benefits for hospitality businesses, they also come with some potential disadvantages. 

Here are a few drawbacks to consider:

Disrupted work-life balance

While rotating schedules can provide flexibility, they can also disrupt employees’ personal lives and make it challenging to maintain a consistent routine. Constantly changing shifts and working during non-traditional hours can make it difficult for employees to plan personal activities, spend time with family and friends, or pursue hobbies and interests.

Reduced customer familiarity

In businesses where customer relationships and personal connections play a significant role, such as a local cafe, rotating schedules may limit the development of strong relationships between employees and repeat customers. Frequent staff changes can reduce customer familiarity, potentially impacting customer satisfaction and loyalty.

Increased administrative complexity

Managing a rotating schedule requires careful planning, coordination, and administration. Ensuring appropriate coverage for all shifts, managing employee preferences, handling shift swaps or replacements, and maintaining compliance with labour laws and award wages can be complex and time-consuming. It may require additional resources or the use of scheduling software to effectively manage the rotating schedule.

How to set up a rotating schedule

Every hospitality venue is different, and depending on the size of your team and operating hours, the best rotating schedule for your needs might differ. 

To help set you on the right track, let’s take a step-by-step walkthrough of scheduling using the Pitman method.

1. Divide your employees into teams

Each team should consist of employees who can fulfil every duty you need per shift. For example, you’ll need waitstaff, food runners, cooks, and bartenders in a restaurant. Label the teams so you can keep up with who’s who. For example, we’ll label them 1, 2, 3, and 4.

2.  Assign each team to a shift

The Pitman method operates on a two-week rotation, so each team will work their designated shift for two weeks before moving to the next plan.

We touched on the Pitman schedule earlier, but here’s how you’ll set up the team rotations:

Team 1

• Week one: Two day shifts, two days off, three day shifts
• Week two: Two days off, two day shifts, three days off
• Week three: Two night shifts, two days off, two night shifts
• Week 4: Two days off, two night shifts, three days off

Team 2

• Week one: Two days off, two day shifts, three days off
• Week two: Two night shifts, two days off, two night shifts
• Week three: Two days off, two night shifts, three days off
• Week four: Two day shifts, two days off, three day shifts

Team 3

• Week one: Two night shifts, two days off, two night shifts
• Week two: Two days off, two night shifts, three days off
• Week three: Two day shifts, two days off, three day shifts
• Week four: Two days off, two day shifts, three days off

Team 4

• Week one: Two days off, two night shifts, three days off
• Week two: Two day shifts, two days off, three day shifts
• Week three: Two days off, two day shifts, three days off
• Week four: Two night shifts, two days off, two night shifts

Each team has the same rotation pattern; they’re just staggered to cover every shift. To simplify things, you can use employee scheduling software to easily copy last week’s shift schedule and switch the names around so you only have to set up the rotation once. 

Rotating schedule software providers

To reduce the amount of admin work you or your managers will have to do (and to make rostering easier), you can use employee scheduling software.

Here are some of the best options available in Australia.

Deputy

Deputy is a widely used scheduling software that offers features for creating and managing rotating schedules. It allows businesses to schedule shifts, track employee attendance, and handle shift swaps and time-off requests. Deputy also integrates with payroll systems and provides real-time notifications.

Tanda

Tanda is a workforce management software that enables businesses to create and automate schedules, manage employee availability, and handle shift changes. Tanda also includes features like time and attendance tracking, leave management and payroll integration.

RosterElf

RosterElf is a cloud-based scheduling software that allows businesses to create and publish schedules, manage employee availability, and handle leave requests. RosterElf also includes features like time and attendance tracking, payroll integration, and mobile app access.

When I Work

When I Work is a scheduling software that enables businesses to create and share schedules, manage employee availability, and handle shift trades and time-off requests. When I Work also includes features like time clock tracking, communication tools, and reporting options.

Which schedule type works best for your business?

The most important aspect of choosing which type of scheduling strategy is best for your business is to communicate with your team members and figure out which type is best for them. 

Whether your employees are motivated by the flexibility and fairness of the rotating schedule or prefer the consistency of the fixed schedule, your business will run the smoothest if your team is happy.