What Is A Split Schedule? How Software Makes It Possible
byRunning a small business is tough enough on its own. Dealing with gaps in customer demand makes matters even more complicated. You need to meet customer needs, of course. But you can’t waste money paying a bunch of employees to stand around and do nothing during non-peak hours.
Split shifts might be the answer. But what is a split schedule, and is it right for your business? Below is everything you need to know.
Key takeaways
- A split shift divides an employee’s workday into several working periods
- Split shifts are common in hospitality, transportation, and healthcare
- Benefits include less waste and better alignment with busy periods
- Tracking split shifts with manual scheduling is not practical
- Scheduling software can help you set up and manage split schedules
Table of contents
- What is a split shift schedule?
- Split schedule examples
- Business benefits of using a split schedule
- Challenges with split scheduling
- Should your company try split scheduling? Things to consider
- Use software to create split schedules efficiently
- When I Work is your partner in time-saving staff scheduling
What is a split shift schedule?
A split shift schedule is a unique working arrangement. Under one, an employee’s workday gets divided into two or more working periods. Multi-hour breaks split up these periods. For example, an employee might work from 10 a.m. to 2 p.m. They may then take a four-hour break and come back to work from 6 to 10 p.m.
Split schedules are a workforce optimization tool for businesses with gaps in demand. They help keep payroll costs down and adapt to customer demand.
Split schedule examples
Many industries divide up employee shifts for efficiency purposes. Restaurants and public transportation providers are prime examples. Here’s what things might look like for these businesses:
Example 1: Restaurant server
Consider a restaurant that is busiest during lunch and dinner hours. One of its servers might work from 10 a.m. to 2 p.m. to cover the lunch rush. They could then take a three-hour break during the afternoon lull. Later, they would return from 5 to 10 p.m. for the dinner crowd.
Split shifts allow restaurants to scale up staffing during busy periods. The business would also lower its payroll costs during predictable lulls. Split shifts can also appeal to employees by providing flexibility and long breaks.
Example 2: Bus driver
City bus drivers often work split shifts to cover the morning and evening rush hours. They could work from 6 to 10 a.m., then take a 5-hour break and clock back in to drive from 3 to 7 p.m.
Business benefits of using a split schedule
Implementing split shift schedules offers several perks. These extend to your business, its employees, and its customers.
By using split shifts, you can do the following:
1. Align with peak demand
If you face erratic demand, you need to adapt your staffing to keep up with it. Split shifts address multi-hour lulls. In turn, they ensure you have enough team members to meet customer needs.
For example, a retail store might schedule extra staff during weekend afternoons. They could have those employees come in early in the morning to assist with restocking. Between the morning and afternoon, the workers would have a multi-hour break.
2. Reduce labor costs
Split shifts can save your business thousands in labor costs. Think about the restaurant example again. The server had a three-hour break between the lunch and dinner rushes. Imagine paying every member of your wait staff to stay at work for those extra hours. If even eight of them stayed, you would rack up 24 hours of unnecessary payroll costs every day.
Split shifts avoid that type of waste. They may also boost employee confidence by providing flexibility. More than half (58%) of workers value flexibility at work. Keeping employees happier at work can lead to less turnover. And that means you’ll spend less on training and hiring.
3. Improve resource utilization
Split shifts allow you to make better use of your workforce. You can deploy staff when and where they are most needed. A cleaning service might send its workers to clean offices in the morning and evening. Since no one is around during those times, the workers’ cleaning would be more efficient.
Challenges with split scheduling
Split scheduling is flexible and can be a great fit for many businesses. But managing these types of schedules can present challenges, such as the following:
Complex schedule management
You need to make sure everyone knows when they need to work. You also have to provide extended breaks and figure out how many staff to keep on during slow periods. It’s also important to rotate who stays during the slow periods. That way, everyone gets a chance to have an extended break.
Together, all these moving parts can make scheduling a huge headache.
Maintaining employee satisfaction
Not everyone will enjoy split shifts. Some employees will use their breaks to take care of personal responsibilities. Others may find that their breaks aren’t long enough to do anything meaningful. That could leave them feeling fatigued and dissatisfied.
Tracking hours
Accurate time tracking is vital for error-free payroll. If you are tracking hours by hand, there will be an increased risk of mistakes. Make sure you have the tools to keep up with each person’s hours worked and provide fair pay.
Should your company try split scheduling? Things to consider
Now that we’ve unpacked the question, “What is a split schedule?” It’s time to consider whether it’s right for your business. To find out, you should ask the following:
Does my business experience predictable peaks and gaps?
The first thing you need to consider is whether your business has predictable gaps in demand. For example, most restaurants experience lulls between lunch and dinner. These slow-downs provide a perfect chance to give some employees extended breaks.
If demand is erratic, though, split shifts may not be a great fit. If lots of customers show up when most of your staff is on break, you could have a major problem on your hands.
Do others in my industry use split schedules?
Look at top performers in your industry and the types of schedules they use. If some of the ones you want to emulate have had success with split schedules, you might want to give them a try. If it seems that no other brands in your niche use them, there’s a good chance they won’t work for your business, either.
Can the workforce handle the challenges of split shifts?
Host a meeting to talk to your team about split shifts. Discuss the pros and cons and invite everyone to provide their thoughts. It should be a two-way conversation.
If the feedback is positive, put together a template of what everyone’s shifts might look like. Work with your staff to identify who would benefit from split schedules. You should also see whether anyone is against the idea and why.
Are there contingency plans for coverage during emergencies?
Shift needs can change. Last-minute call-outs or scheduling errors can create a need for emergency coverage. Make sure you have staffing backup plans. For example, let’s say you run a restaurant and want to set up split shifts. You could cross-train a few team members to serve and cook. That way, you can move staff around in the face of an emergency.
Do we have the systems in place to manage split shifts effectively?
You need modern scheduling tools to manage split shifts. Manual scheduling won’t cut it. Take an honest look at your current scheduling processes. Ask yourself whether they’re adaptable or flawed. If you are still creating paper schedules or using Excel, it’s time for an upgrade. Investing in automated scheduling software will make switching to split shifts a success.
Use software to create split schedules efficiently
Creating split schedules by hand can be dull and time-consuming. That’s why you need automatic scheduling software: The platforms include templates. These speed up shift creation and ensure you meet all your company’s needs.
The right software will also visualize your schedules. At a glance, you can see who needs to work and what their hours are. Your employees will also have a clear view of their shift assignments. If you think split schedules are a good fit for your business, you need a platform like When I Work.
When I Work helps you manage split schedules with ease
Employee scheduling software solutions like When I Work streamlines managing split schedules. The platform has loads of valuable tools and features. Each of these will help you reach your workforce optimization goals.
Some of the core features of When I Work include the following:
- Pre-built schedule templates for split shifts
- Automated shift transitions
- Labor cost tracking and compliance safeguards
- Real-time schedule updates
- Integration with employee availability and preferences
Furthermore, with When I Work, you can:
- Save up to 15 hours per week
- Reduce labor costs and ensure compliance
- Improve employee satisfaction
- Align schedules with employee preferences
Top options like When I Work can handle any type of schedule. Whether you prefer rotating schedules, split shifts, or any other framework, When I Work can adapt to your needs. The platform’s built-in time clock makes tracking hours easier than ever. The app also has messaging capabilities. These allow you to share updates and keep everyone in the loop.
When I Work is your partner in time-saving staff scheduling
Split schedules can be valuable for businesses with predictable changes in demand. When I Work helps you make the most of this dynamic scheduling format to save money and promote business efficiency. You can avoid errors and keep your team in the loop about when their shifts are.
