Cómo organizar turnos de trabajo sin perder tiempo

Organising work shifts It seems straightforward until you factor in holidays, last-minute changes, breaks, public holidays and time slots that require specific cover.

The first schedule can be drawn up in a spreadsheet. The problem arises later: a manager changes a timetable, one person requests time off and another agrees to cover the shift. Before long, several versions appear and it is no longer clear which one is the current one.

Good planning does more than just allocate timetables. It also allows you to check availability, identify gaps and communicate changes to those affected.

Why is shift planning so complicated?

Shifts become difficult to manage when several factors have to be coordinated at the same time.

• Opening hours vary.
• Holidays, leave and sick leave.
• Breaks and working time limits.
• Public holidays and exceptions.
• Posts that require a minimum level of cover.
• Changes requested by staff or managers.
• Several teams, departments or centres.

The most common mistake is to start assigning names without first defining what requirements need to be met.

What you need to know before creating the chart

Planning begins before the first shift is allocated. It is advisable to gather the information that will determine each person’s timetable.

• Staff available.
• Contracted or scheduled hours.
• Positions and roles.
• Centres or locations.
• Holidays and authorised absences.
• Public holidays and exceptions to the calendar.
• Coverage requirements by time slot.
• Reviewers.

If any of this data is contained in another tool or conversation, the dashboard may become out of date as soon as it is published.

Fixed, rotating or dynamic shifts

Not all companies need the same planning model. Choosing an appropriate structure reduces the number of manual changes.

Fixed shifts

They are suited to teams with regular working hours. Staff normally stick to the same weekly rota, and only exceptions are recorded.

Rotating or weekly shifts

They are useful when teams alternate between mornings, afternoons, evenings or different shifts according to a known sequence.

Dynamic planning

It is best suited when shifts change frequently depending on the workload, services, clients or staff availability.

A company may combine several models. For example, it may maintain a fixed schedule for administration whilst using dynamic planning for production or customer service.

Plan your coverage first

Before assigning staff, it is advisable to identify what needs to be covered.

Coverage can be defined as:

• Time slot.
• Position or role.
• Team or department.
• Work centre.
• Client or service.
• Minimum number of people.

With this information, it is easier to spot a gap before the rota is published, rather than discovering it when the shift begins.

How to create and review the matrix

1. Select the period you wish to plan for.
2. Check holidays, leave and other absences.
3. Check the public holidays and exceptions in the calendar.
4. Define the coverage requirements.
5. Assign shifts to available staff.
6. Check working hours, breaks and any potential overlaps.
7. Check the chart before publishing it.
8. Let the team know the timetable.

The final review must be carried out on the same version that staff will subsequently consult.

How to deal with last-minute changes

Change is inevitable. The important thing is to ensure that it is not resolved solely through a conversation that fails to reach the quadrant.

When a shift is amended, the following should be recorded:

• What a change in the timetable.
• Who it affects.
• Who is requesting the amendment?.
• Who reviews or approves it?.
• What cover has been provided for?.
• Whether the people affected have been informed.

It is also a good idea to keep the previous timetable so that you can work out what happened if any doubts arise later on.

Holidays, leave and sick leave

Shifts and absences should not be managed as separate processes. An approved request must be reflected in the availability before the timetable is allocated.

If an absence is reported via another channel, the person in charge may schedule a shift that the employee will be unable to work. It will then be necessary to find a replacement and issue a new version of the rota.

Linking the two processes makes it possible to check actual availability before finalising the plan.

What to check before publishing appointment slots

How to explain the quadrant

Publishing an image or sending a file does not guarantee that the whole team will be aware of any subsequent changes.

The communication should state:

• The period to which the timetable applies.
• The date of publication or update.
• People affected by change.
• The place where the current version can be found.
• How to request a change.

If the dial changes, the update must first be carried out on the common source and then communicated to the equipment.

Common mistakes when organising shifts

• Start assigning people without defining their cover.
• Working with multiple versions of the dashboard.
• Do not include approved holidays and leave.
• Ignore public holidays or exceptions in the calendar.
• Change timetables without recording the reason.
• Failure to make it clear who approves the changes.
• Communicate the timetable via various channels.

These errors lead to overlaps, gaps and more internal enquiries, even when the initial grid was drawn up correctly.

Working shifts and regulations in Spain

Planning must comply with the regulations, the collective agreement, the contract, the work schedule and the company’s circumstances.

For the Spanish version, you can read the articles 34 per day’s work y 36 on night work, shift work and work patterns of the Workers’ Statute.

How to organise shifts with Staffy

Staffy allows you to set up calendars, shifts, public holidays and exceptions so that HR and managers can work from a shared schedule.

With shift management, you can:

• Set up timetables and calendars.
• Create fixed, weekly or flexible shifts.
• View timetables by team or centre.
• Check applications and absences.
• Notify those affected of any changes.

The current timetable is available within the same interface, and any changes do not depend on separate files or messages.

Frequently asked questions about shift planning

What information do I need before creating the shifts?

Availability, scheduled hours, absences, timetables, public holidays, posts, required cover and those responsible for checking.

How can you avoid having multiple versions of the dial?

Maintaining a single source of information, recording changes and always communicating on the basis of the most up-to-date version.

Is it suitable for companies with multiple sites?

Yes. Centres may have different timetables, teams and managers within a shared planning framework.

How are changes communicated?

Changes can be communicated to the people concerned in accordance with the workflow and channels set up by the company.

Which shift pattern should I use?

It depends on the stability of the timetable. Fixed shifts operate according to stable patterns; rotating shifts follow a sequence; and dynamic shifts adapt to changing needs.