The employer guide to shift trading: apps, benefits, and the business case for shift trading

Shift trading is a practice that allows employees to swap shifts with one another, usually with the employer’s approval. This post takes a closer look at the practice of shift trading, its benefits, and how process-driven shift trading can streamline workplace scheduling. Read on.

Shift trading provides employees with the flexibility to adjust their schedules while also enabling employers to maintain adequate staffing levels, without causing operational disruption. It is widely used in industries where employees work in shift-based schedules for operational continuity, such as healthcare, retail, hospitality, construction, field service technicians, real estate, emergency services, and customer services.

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The process around shift trading

A typical process of shift trading includes the steps described below:

• An employee initiates a request for shift trading by either approaching a colleague directly or posting the request in a designated platform.
• Based on mutual consent and availability, the other employee agrees to take over the shift.
• This shift trading is submitted for managerial or supervisor approval.
• The shift trade is documented in the scheduling system or software to update the records and ensure clarity on responsibilities.
• The new schedule is implemented, with employees working in the agreed-upon shifts.

Digital tools and apps for shift trading

Managing work schedules and accommodating shift trading requests manually can be an onerous task; plus, it is prone to human errors and biases. To streamline the shift trading process for greater transparency and efficiency, businesses must use digital tools, such as workforce management apps.

These digital tools provide employees and managers with a centralized platform, where they can request, view, and accept shift trade requests. These tools have intuitive interfaces and offer real-time notifications, approval workflows, and integration with payroll systems, to simplify shift management. By enhancing communication and minimizing scheduling conflicts, these tools help businesses ensure that the staffing levels are maintained effectively.

Benefits of shift trading

Shift trading offers several benefits for both employees and employers. These include:

• Providing workers with the flexibility to manage personal commitments, without taking unpaid leave.
• Improving work-life balance by enabling employees to adjust their schedules according to their needs and preferences.
• Allowing employers to maintain adequate staffing levels and ensure coverage without disrupting operations.
• Providing employees with greater autonomy resulting in reduced absenteeism, greater employee satisfaction, and better employee retention.
• Improving operational efficiency by maintaining smooth operations, especially in industries that require 24/7 coverage or fluctuating staffing needs.

Shift trading policy

A transparent shift trading policy that aligns with unique business needs and clearly outlines the rules, guidelines, and the procedures governing the practice, can enable businesses to maintain staffing efficiency, ensure fairness, and prevent potential conflicts among employees. The salient features of a shift trading policy include:

• Eligibility: Clearly define the criteria/restrictions for employees to become eligible for shift trading.
• Approval Process: Specify that shift trading requires approval of the supervisor or manager before they are finalized.
• Trade Limits: Set limits on how often employees can trade shifts to prevent adverse impact on staffing levels.
• Timing and Notice: Specify the minimum amount of notice required, such as 48 hours in advance, for a shift trade request.
• Qualifications: For roles requiring specific skills or certifications, ensure that employees are qualified to cover the shift they are swapping into.
• Communication: Clearly specify the mode of communication for requesting shift trading, whether through a digital scheduling platform, email, or in person.
• Responsibility: Underscore that workers who trade shifts are responsible for working the agreed-upon hours and completing their duties.
• Failure to Adhere: Define the penalties, such as disciplinary action or suspension of shift trading privileges, if an employee fails to fulfill a traded shift or violates the policy.
• Exceptions: Keep the shift trading policy flexible to include any provisions for emergencies that may override the policy.

Streamline shift trading with Fingercheck

With useful features like biometric time clocks, mobile apps, and employee self-service portals that allow employees to easily clock in and out, request time off, or trade shifts, Fingercheck helps businesses improve efficiency, reduce scheduling conflicts, and enhance transparency in shift management. Fingercheck not only makes the shift trading request and approval process easier, but also keeps all parties informed about schedule changes with real-time notifications.

Fingercheck seamlessly integrates with payroll systems to track overtime, breaks, and working hours, thereby reducing administrative, ensuring accurate compensation for employees, and maintaining compliance with the labor laws. Sounds interesting? Schedule a demo today!