• You’re tired of dealing with last-minute call-offs and struggling to find coverage for shifts
• You find it challenging to distribute shifts evenly and avoid understaffing
• You’re concerned about the negative impact these issues could have on service quality and employee morale

Fill shifts faster with Beekeeper. Learn more

Last-minute call-offs can wreak havoc on your operations, leaving you scrambling to find someone to fill the shift. This not only disrupts your workflow but also puts additional stress on your staff. Uneven shift distribution can lead to some employees feeling overworked while others have lighter schedules, causing resentment and dissatisfaction among your team. When you don’t have enough staff scheduled, it not only affects your ability to provide quality service but also increases the risk of employee burnout and turnover.

Mastering shift coverage means improving operational efficiency and increasing employee satisfaction, ultimately leading to reduced turnover. Distributing shifts evenly helps to avoid understaffing and ensure that your team is well-equipped to provide quality service.

At Beekeeper, we’ve worked with many frontline organizations trying to improve shift coverage and understand the complexities of scheduling. That’s why we have developed practical strategies, tools, and insights to help you overcome these obstacles and optimize shift coverage.

By the end of the article, you’ll be better equipped to ensure seamless coverage, enhance business performance, and improve workforce morale.

The Challenges of Shift Coverage

Let’s look at the three main challenges that come up in shift management:

• Last-minute call-offs: Whether it’s due to illness, personal emergencies, or other unforeseen circumstances, employees sometimes need to cancel their shifts at the last minute. This can leave shift managers scrambling to find a replacement and can disrupt the entire team’s schedule. It not only causes stress and frustration for you as the manager but also puts additional pressure on your other employees who may need to fill in.

• Uneven shift distribution: It can be difficult to create a schedule that is fair and balanced for all employees. Some may end up with more shifts than others, leading to feelings of resentment and dissatisfaction among your team. This can negatively impact morale and ultimately affect the overall performance of your organization.

• Understaffing: If you don’t have enough employees scheduled for a particular shift, it can lead to increased workload and stress for those who are working that shift. This can also result in decreased service quality, as employees may not have enough time or resources to effectively handle all tasks and responsibilities.

These challenges can have a significant impact on your business, leading to employee burnout, increased turnover, and a decline in customer satisfaction. By implementing effective strategies and utilizing tools to optimize shift coverage, you can overcome them.

Before we dive into some practical tips and templates, let’s look at why shift coverage matters.

Reasons Why Shift Coverage is Important

Shift coverage is vital for any business that operates on a shift-based schedule. Shift coverage ensures that all necessary tasks and responsibilities are covered at all times, enabling the organization to provide consistent and efficient service to customers.

Shift coverage impacts:

• Continuity of operations: When there are no gaps in service, organizations can operate smoothly and know that there are always employees available to handle continuous tasks like customer inquiries, processing transactions, and addressing any issues that may arise.

• Employee well-being: Adequate shift coverage ensures that employees are not overwhelmed with excessive workloads and stress. It factors in breaks and time off, preventing burnout and promoting work-life balance. When employees are well-rested and have manageable workloads, they are more productive, motivated, and likely to provide quality service.

• Emergency readiness: Shift coverage is crucial during emergencies or unforeseen events. Whether it’s a power outage, a medical emergency, or a natural disaster, having staff on hand ensures that the business can respond effectively and minimize any disruptions. Employees can also assist in evacuations or other emergency procedures, ensuring the safety of customers and fellow employees.

• Flexibility and adaptability: Shift coverage allows businesses to be flexible and adapt to changing demands and market conditions. It enables them to adjust schedules based on peak hours, seasonal fluctuations, or unexpected events. This flexibility ensures that the business can efficiently allocate resources to meet customer needs, regardless of the time of day.

Now let’s look at some common shift coverage types and how they apply to frontline teams.

Top 5 Common Shift Coverage Types  and Templates

There are various shift coverage types, each with its own advantages and suitability for different industries. Let’s explore five common shift coverage types and how they can apply to frontline organizations:

1. DuPont Schedule

The DuPont Schedule, also known as the 12-hour rotating shift schedule, is commonly used in industries requiring continuous operations, such as manufacturing or healthcare. This schedule consists of 12-hour shifts, with a pattern of two to four days on, followed by two to four days off. This allows for longer periods of rest between shifts and reduces the number of shift changes, which can improve employee well-being and productivity.

Here’s an example template for a DuPont Schedule in a manufacturing plant:

• Week 1: Monday, Tuesday (on), Wednesday, Thursday (off), Friday, Saturday, Sunday (on)
• Week 2: Monday, Tuesday (off), Wednesday, Thursday (on), Friday, Saturday, Sunday (off)

2. 2-2-3 Schedule

The 2-2-3 schedule is commonly used in industries where operations require employees to work both weekdays and weekends, such as retail or customer service. It involves two consecutive days on, followed by two consecutive days off, and then three consecutive days on. This rotation allows employees to have regular weekends off, providing work-life balance and consistency in scheduling.

Here’s an example template for a 2-2-3 Schedule in a retail store:

• Week 1: Monday, Tuesday (on), Wednesday, Thursday (off), Friday, Saturday (on), Sunday (off)
• Week 2: Monday, Tuesday (off), Wednesday, Thursday (on), Friday, Saturday, Sunday (on)

3. 4-on-4 Schedule

The 4-on-4 schedule is commonly used in industries that require employees to work longer shifts over fewer days, such as emergency services or transportation. Employees work four consecutive days, typically 10-12 hours per shift, followed by four consecutive days off. This schedule allows for extended periods of rest and can be beneficial for preserving employee energy and work-life balance.

Here’s an example template for a 4-on-4 Schedule in a hospital:

• Week 1: Monday, Tuesday, Wednesday, Thursday (on), Friday, Saturday, Sunday, Monday (off)
• Week 2: Tuesday, Wednesday, Thursday, Friday (off), Saturday, Sunday, Monday, Tuesday (on)

4. Split Shift Schedule

The split shift schedule is commonly used in industries that require coverage during peak hours, such as restaurants. It involves dividing the workday into two separate shifts, with a break in between. This schedule allows organizations to have coverage during busy periods while offering employees flexibility in their daily routines.

Here’s an example template for a Split Shift Schedule in a restaurant:

• Morning Shift: Monday to Friday, 8:00 am to 12:00 pm
• Break: Monday to Friday, 12:00 pm to 2:00 pm
• Afternoon Shift: Monday to Friday, 2:00 pm to 6:00 pm

5. Fixed Shift Schedule

The fixed shift schedule is commonly used in industries with consistent demand throughout the day, such as hospitality. It involves assigning employees to specific shifts that remain the same over a designated period, such as a week or month. This schedule provides stability for employees, allowing them to plan their personal lives around their work hours.

Here’s an example template for a Fixed Shift Schedule in a hotel:

• Morning Shift: Monday to Friday, 7:00 am to 3:00 pm
• Afternoon Shift: Monday to Friday, 3:00 pm to 11:00 pm
• Night Shift: Monday to Friday, 11:00 pm to 7:00 am

Now that we’ve covered different types of shift schedules, let’s look at strategies for choosing the right scheduling strategy.

10 Tips to Choose the Right Shift Coverage Schedule for your employees

Choosing the right shift coverage schedule for your employees is crucial for maintaining productivity, employee satisfaction, and seamless operations. Here are ten tips to help you make an informed decision:

1. Think About Staffing Needs

Consider the specific requirements of your business and the demand for coverage during different hours. Analyze peak times, busy periods, and any special events that may require additional staff. This will help you determine the number of employees needed for each shift.

2. Consider Employee Needs and Preferences

Take into account the needs and preferences of your employees when designing the shift schedule. Some may prefer working during specific hours or on certain days, while others may have personal commitments that need to be considered. Employee input is valuable in ensuring a schedule that works well for everyone.

3. Balance Workload and Breaks

Make sure that the workload is evenly distributed throughout the shifts and that employees have adequate breaks. Avoid scheduling too many consecutive shifts or long hours without rest. Striking a balance will prevent burnout and maintain employee well-being.

4. Evaluate Employee Availability

Understand the availability of your employees and their desired hours of work. Some may have restrictions due to other commitments or responsibilities, such as childcare or education. By considering their availability, you can create a schedule that accommodates their needs as much as possible.

5. Assess The Impact on Employee Health

Different shift schedules can have varying effects on employee health and well-being. Take into account factors like sleep patterns, circadian rhythms, and the potential for fatigue. Avoid sudden shift changes or rotating schedules that may disrupt employees’ internal body clocks.

6. Consider Overtime and Shift Differentials

If your business requires employees to work beyond their regular scheduled hours or during weekends, consider offering overtime pay or shift differentials. This can incentivize employees to take on additional shifts and ensure coverage during critical times.

7. Plan For Contingencies

Create a contingency plan for unexpected absences or emergencies. Establish a system for employees to request time off or swap shifts, ensuring that there is always coverage even in unforeseen circumstances.

8. Communicate the Schedule in Advance

Provide employees with the shift schedule well in advance, allowing them to plan their personal lives around their work hours. Clear communication can help reduce confusion, improve attendance, and enhance overall employee satisfaction.

9. Test and Evaluate

Consider implementing a trial period for the chosen shift coverage schedule to assess its effectiveness. Collect feedback from employees and monitor productivity levels during the trial phase. Then make necessary adjustments based on the feedback received.

10. Choose the Right Shift Scheduling Tools

Effective shift scheduling software streamlines the scheduling process, minimizes errors, ensures optimal shift coverage, and improves communication. This leads to better resource allocation, reduced costs, and increased efficiency.

Beekeeper’s Shift Schedules tool offers a comprehensive solution to streamline this process. With instant access to work schedules on their mobile devices, frontline employees no longer have to rely on outdated printed schedules or bulletin boards. They can easily check their shift schedules, view important details, and receive push notifications for any changes or additions.

For shift managers, Beekeeper’s Shift Schedules tool simplifies the entire scheduling process. They can create and manage schedules in real time, approve shift changes, and collect employee availability efficiently. The tool also allows integration with existing scheduling tools, reducing the need for manual data entry.

The benefits extend beyond convenience. Our tool helps improve communication and reduce absenteeism by ensuring employees are well-informed and notified of any changes. It also promotes stability and flexibility in work schedules, reducing burnout and increasing employee morale. Beekeeper also facilitates effective shift handover, ensuring task completion and maximum productivity.

Best of all, Beekeeper is a frontline success system that offers a user-friendly interface, real-time updates, and a range of features designed to optimize shift coverage (and more) and enhance overall operational efficiency.

Fill shifts faster with Beekeeper. Learn more

Optimizing Your Shift Coverage for Success

Let’s recap some key strategies to consider if you want to optimize your shift coverage for success.

• First, analyze your organization’s peak hours and busy periods to determine when you need the most coverage. This will help you allocate the right number of employees to each shift. 
• Second, take into account the availability and preferences of your employees. Consider their desired hours of work and any personal commitments they may have. By accommodating their needs as much as possible, you can improve employee satisfaction and retention.
• Also, ensure that the workload is evenly distributed throughout the shifts and that employees have adequate breaks. Balancing workload and rest periods will prevent burnout and maintain productivity.

Lastly, communicate the shift schedule well in advance and be open to feedback and adjustments. This will allow employees to plan their personal lives around their work hours.

By implementing these strategies, you can optimize your shift coverage for success, leading to improved productivity, employee satisfaction, and seamless operations.

Download our Ultimate Guide to Frontline Success below

The post Mastering Shift Coverage: Strategies and Solutions for Improved Operations appeared first on Beekeeper.

And many workers are on the verge of quitting their jobs. In the meantime, companies are battling record levels of frontline disengagement and struggling to maintain operations when employees don’t show up for work.

Knowing how to get an exact absenteeism rate calculation can give companies the data they need to take action and re-engage their staff.

Empower your HR team with the tools to engage workers and reduce absenteeism.

Companies need to have data for almost every business decision and it’s no different here. Knowing how to calculate absenteeism is a critical piece of the workforce engagement puzzle that can help companies boost attendance and maximize productivity.

What is Absenteeism? 

Absenteeism is a recurring issue of employees not showing up for work. A healthy workforce will have the usual and occasional absences for illness, taking care of kids, parental leave, or vacation. However absenteeism refers to a bigger issue going on. Workers are regular no-shows and sometimes don’t call in to report the absence. 

If it’s just a single employee who is often absent, the issue might be work-related or personal. Reach out to that worker to review attendance policies but also find out if there is a way to support them. When absenteeism is more widespread, it is often a symptom of an internal problem like a disengaged, dissatisfied workforce. 

Why Should You Measure Absenteeism? 

There’s a saying that swirls around the business world…”You can’t manage what you don’t measure.”

If companies don’t know where their absenteeism and attendance stand, how can they begin to take deliberate action to fix it?

Employee analytics allow companies to know all kinds of valuable statistics about their workforce. And absenteeism is a key metric that companies should regularly track, otherwise the problem will persist, or get even worse.

Absenteeism is just the tip of the iceberg. Once it becomes a problem there’s a domino effect:

• Productivity plummets
• Dissatisfied customers
• High quit rates
• Lower profits
• Poor work quality

A survey by SHRM found that unplanned absences pushed productivity down by 36%.

It also affects overall employee morale. When workers don’t show up, their colleagues have to pick up the slack. And it’s even more disheartening for those who are showing up when the company doesn’t do anything to fix the problem. 

Finally, companies who have an engaged workforce have 81% lower absenteeism rates compared with those with low engagement. 

Absenteeism Rate Calculation: Formulas and Examples

On any given workday, 3.2% of the workforce is absent. (That number skews higher for frontline industries that have higher disengagement rates.)

If the Bureau of Labor Statistics can get an accurate number, companies should do the same. But first, they need to know how to calculate the absenteeism rate for their staff.

Absenteeism Rate Calculator: Understanding the Formula

With the proper digital tools, you don’t have to do this formula yourself. But it’s good to know how it works.

The basic absenteeism rate formula is as follows:

• Multiply total number of employees by total number of days absent over a given period. That is the total number of absences. 
• Divide that by the total number of working days during that period, which is the total number of workers multiplied by the number of possible working days in that same period
• Multiply the answer by 100

Let’s say you have a staff of 50 and you want to calculate your absenteeism rate using a single month as the time period. Say there are 20 possible working days out of that month, with 50 employees that is a total of 1,000 working days. Now, if 10 employees miss 5 days each that is 50 days with absences out of a total of 1,000. 

So…50 / 1,000 = .05

.05 x 100 = 5

The absenteeism rate is 5%. 

By collecting data long term, you can use bigger periods of time, like a quarter or a year.

But here’s a little secret: if you use a frontline success system, like Beekeeper, you won’t have to manually use an absenteeism rate calculator to run these numbers.

Tracking the Data

Now you know how to calculate absenteeism. But let’s take a step back. How do you acquire the data you need to arrive at that formula?

First, you should have a system in place to track who is working every single day. And that information should be easily accessible. A punch-in, punch-out timecard just doesn’t cut it anymore. Just like everything else in your business, employee attendance should be digitized. Employees sign in and out on a workplace app. Then, with the analytics dashboard, HR or managers can easily pull up attendance for an individual or their entire workforce. 

For desk-based workers, this can be easy to track. For frontline workers, who are often mobile, touching base can be more difficult. A frontline success system that every employee downloads on their device is a simple and secure way for employees to check in (and out) of their shifts. 

Common Mistakes and How to Avoid Them

Tracking attendance might seem like a lower-rung priority, so companies often make mistakes when managing absenteeism. Some of them include:

• Not tracking employee attendance at all
• Inaccurate tracking 
• Lack of centralized communication
• Not knowing employee engagement statistics
• Using manual processes for calculations
• Lack of real-time insights 

Too often, things are not streamlined and information is not easy to access. And what’s not in front of us often gets ignored. It really might not seem like a big deal if an employee misses a day here or there. But they all add up. 

Using Tools and Software for Automation

With the acceleration of digital transformation, there are tools for almost every workplace task. 

Having a mobile-first frontline success system like Beekeeper can help a company manage employee attendance in multiple ways: 

• The all-in-one app centralizes everything— communication, documents, payroll, schedules, training information, and so much more. It is a portal that is accessible to everyone in an organization on a mobile device. Simply connecting with workers, particularly the frontline, can give engagement a boost, make employees more present in their jobs, and miss less work. 
• Employees can easily communicate with managers to report an absence. But even just having direct access to managers can improve engagement and reduce absenteeism. In fact, managers are the reason for 70% of the variance in employee engagement levels, according to Gallup.
• With a digital tool, companies can improve shift communication with digital shift scheduling. Managers can make sure there is coverage on every shift and workers have access to their schedules and won’t accidentally miss a shift. Push notifications alert them to any shift changes.
• With an employee app, companies can automate employee onboarding which connects with employees when they start the job, guaranteeing engagement from day one!
• Nothing beats real-time insights. Keep your finger on the pulse of engagement and absenteeism anytime you want with a powerful analytics dashboard that empowers your team to make quick decisions to better manage your workforce. 

Discover how to reduce absenteeism in your workforce with digital shift management tools. 

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Interpreting Absenteeism Rates

1.5% is a healthy absenteeism rate. That’s the usual organizational level of days missed for regular, excused planned, and unplanned absences, like vacation time or sick days.

Absenteeism from injury and illnesses alone costs businesses $225.8 billion a year ($1,685 per worker.) That does not include unexcused absences. 

But as that rate starts to creep up, companies need to pay close attention. This is especially true for frontline businesses which have higher than average absenteeism rates (the healthcare and service industries see the greatest number of absences.)

Companies need to track this metric regularly to make sure it stays close to that normal level of 1.5%. 

5 Strategies to Reduce High Absenteeism

Struggling with how to get employees to show up, be present, and be engaged?

Here are 5 tips to approach your workforce management and build a thriving organization.

1. Go digital. Adopt a mobile workplace tool that can engage every staff equally, frontline teams, and desk-based workers alike.
2. Be transparent. Have clear attendance policies and make sure they are communicated to everyone. Have a set process for asking for PTO or calling in sick with HR. 
3. Offer every worker flex time. That will look different for different kinds of workers but make sure everyone has a chance to reach the work-life balance that will keep them present and focused while at work.
4. Support a stress-free environment. Have some dedicated organizational initiatives around workforce well-being. A million (yes, a MILLION) people miss work every single day due to stress. 
5. Make work fun. Yes, this is a workplace, but people need to enjoy being at this company and working alongside their teams. Use your mobile app as a megaphone for employee recognition. Hold team lunches, and celebrate milestones and accomplishments together to build community.

Absenteeism Rate Calculation: A More Productive Workplace

Productivity. Profits. Sales. Customer satisfaction. All the essential business outcomes that companies like to see improve rely on one common denominator: your workforce. Leaders need to ensure workers are present, focused, and engaged and that means knowing your absenteeism rate calculation. By building an organization that prioritizes communication and inclusivity, they can connect with and engage every worker, and create a company where people are happy to show up every day. 

Learn how engagement and attendance are critical for your success. Download our Ultimate Guide to Frontline Success.

The post Understanding Absenteeism Rate Calculation: A Complete Guide appeared first on Beekeeper.

Read more about boosting employee productivity in the age of automation.

Repetitive tasks like data entry or appointment scheduling consume valuable time and resources, preventing employees from focusing on more important activities and potentially leading to decreased productivity and inefficiency. Manual data entry is prone to human error, resulting in inaccurate and inconsistent service to customers. These issues not only impact the quality of service but also damage customer relationships.

Time-consuming processes also pose a significant challenge for frontline businesses. Manual tracking and management of inventory levels, time and attendance, and financial processes consume a significant amount of time and resources. This leads to inefficiency, delays, and increased chances of errors.

These challenges make it difficult for frontline businesses to stay competitive in today’s rapidly evolving market. Without the ability to streamline operations and enhance customer service, they risk falling behind their competitors and losing valuable market share. Finding solutions to automate repetitive tasks, reduce time-consuming processes, and minimize errors is crucial for frontline growth and success.

Incorporating automation can help you streamline your operations, enhance customer service, and stay competitive in the modern workforce. By automating repetitive tasks, you can free up time for your employees to focus on more important activities, increasing productivity and reducing the risk of human error. Automation also plays a big role in improving customer service by shaping customer experiences and building brand loyalty.

By the end of this article, you’ll have a clear idea of action steps you can take to embrace automation, unlock the full potential of your workforce, and achieve frontline success in today’s fast-paced and competitive market.

Let’s begin.

Embracing Automation in the Modern Workforce

Automation is becoming increasingly relevant in today’s business landscape, especially for frontline businesses. Automation can help organizations:

• Streamline operations
• Enhance customer service
• Stay competitive in a rapidly evolving market

One of the key benefits of automation for frontline businesses is improved efficiency. Automating repetitive tasks like data entry or appointment scheduling frees up time for employees to focus on more important activities. This not only increases productivity but also reduces the risk of human error so that customers receive accurate and consistent service.

Automation also plays a big role in improving customer service. Businesses that interact directly with customers on a daily basis can use automation to shape customer experiences and build brand loyalty. For example, chatbots can be used to provide instant responses to customer inquiries and offer personalized recommendations based on their preferences. This not only improves response times but also helps businesses deliver a more tailored and seamless experience to their customers.

Automation enables frontline businesses to gather and analyze valuable customer data. By automating data collection processes, businesses can gain insights into customer behavior, preferences, and trends. This data can then be used to create targeted marketing campaigns, develop new products or services, and make informed business decisions.

As customers increasingly expect quick and efficient service, businesses that fail to embrace automation risk falling behind their competitors. By automating certain processes, businesses can differentiate themselves by offering faster response times and more personalized experiences.

5 Common Workplace Automation Opportunities Your Business Can Benefit From 

Here are five areas that frontline businesses can focus on to jumpstart their automation strategy:

1. Customer Service Automation: Implementing chatbots or virtual assistants to handle basic customer inquiries and support can save time and resources for frontline businesses, while also providing instant responses to customers.

2. Inventory Management Automation: Using automated systems to track and manage inventory levels can streamline operations, reduce errors, and ensure efficient stock replenishment.

3. Time and Attendance Tracking Automation: Automating time tracking and attendance can eliminate manual processes, reduce errors, and provide accurate data for payroll processing, leading to improved efficiency and cost savings for frontline businesses.

4. Data Entry Automation: Implementing automated data entry systems can eliminate the need for manual data entry, reducing errors, increasing data accuracy, and freeing up employees’ time for more value-added tasks.

5. Sales and CRM Automation: Using customer relationship management (CRM) software and sales automation tools can automate repetitive sales tasks, streamline lead management, and enhance customer communication, resulting in increased sales productivity and improved customer relationships.

How To Identify Opportunities for Automation

Let’s look at specific action steps frontline businesses can take to develop an automation strategy:

1. Evaluate repetitive tasks: Identify tasks that are performed frequently and involve repetitive actions. These tasks are often the best candidates for automation because they can be easily replicated by machines or software.

2. Analyze time-consuming processes: Look for processes that consume significant amounts of time and resources. Automating these processes can help save time and allow employees to focus on more valuable tasks.

3. Identify error-prone tasks: Flag tasks that require high attention to detail and precision, making them susceptible to human error. These tasks can lead to costly mistakes, and automating them can help minimize errors and improve accuracy.

4. Assess data management needs: Evaluate the volume and complexity of data that needs to be managed. Automated systems can handle large amounts of data efficiently, ensuring accuracy and facilitating data-driven decision-making.

5. Consider customer service needs: Assess the customer service needs of the business. Implementing chatbots or virtual assistants can automate basic customer inquiries and support, providing instant responses and freeing up human resources for more complex customer interactions.

6. Look for opportunities to improve communication: Automation tools like project management software or collaboration platforms can streamline communication channels and improve team collaboration.

7. Review inventory management processes: Evaluate the efficiency of inventory management processes. Implementing automated systems can help track inventory levels, reduce errors, and ensure timely stock replenishment.

8. Analyze financial processes: Examine financial processes like invoicing or payroll. Implementing automation in these areas can save time, reduce errors, and improve financial accuracy.

9. Consider regulatory compliance needs: Assess the compliance requirements of the business. Automation can help ensure adherence to regulations by implementing systems that automatically generate reports or track compliance-related activities.

10. Stay updated on emerging technologies: Keep up with the latest advancements in technology and automation. Regularly research and explore new tools and solutions that can potentially benefit the business and improve efficiency.

Now let’s dive deeper into what adopting automation strategies can look like for frontline organizations.

The Art of Smart Automation Adoption: 10 Strategies for Success

Successfully implementing automation in frontline businesses requires careful planning, effective change management, and a focus on employee engagement. Here are some strategies to ensure a smooth and successful automation implementation:

1. Identify and prioritize the right tasks for automation: Before implementing automation, it’s essential to identify the tasks that are suitable for automation. Look for repetitive, time-consuming, and error-prone activities that can be easily standardized and streamlined through automation. This will help in maximizing the benefits of automation while minimizing disruption.

2. Conduct a thorough process analysis: Analyze existing processes to understand their intricacies and pain points. Identify areas where automation can bring the most significant improvements and evaluate potential risks or challenges that may arise during implementation. This analysis will provide a solid foundation for designing an effective automation strategy.

3. Set clear objectives and goals: Define clear objectives and goals for automation implementation. These should be aligned with overall business strategy and should focus on the specific benefits that automation can deliver. Whether it is reducing errors, increasing productivity, or improving customer satisfaction, having well-defined objectives will help to measure the success of your automation initiative.

4. Involve employees in the process: Employees are key stakeholders in any automation implementation. Involving them from the early stages of planning and decision-making can help in gaining their buy-in and support. Communicate the benefits of automation to employees, address their concerns, and provide training and support to ensure a smooth transition. Engaged employees are more likely to embrace automation and contribute to its success.

5. Collaborate with automation-friendly platforms: Find companies and platforms that have expertise in implementing automation solutions for frontline businesses. Leverage their experience and knowledge to select the right automation tools, customize them to suit your business needs, and ensure seamless integration with existing systems. A strong partnership with automation-friendly platforms can provide valuable insights and support throughout the implementation process.

6. Start with small-scale pilot projects: Instead of implementing automation across the entire company at once, start with small-scale pilot projects. This approach allows for testing and refining automation processes in a controlled environment, minimizing the risk of widespread disruption. Measure the impact of automation in these pilot projects, gather feedback from employees, and make necessary adjustments before scaling up.

7. Monitor and evaluate performance: Regularly monitor and evaluate the performance of automated processes to ensure they are delivering the desired outcomes. Use key performance indicators (KPIs) to measure the impact of automation on productivity, accuracy, cost savings, customer satisfaction, and other relevant metrics. Continuous monitoring will help to identify any issues or bottlenecks and make necessary improvements.

8. Foster a culture of continuous improvement: Automation should not be seen as a one-time project but rather as an ongoing effort to continuously improve business operations. Encourage employees to identify opportunities for further automation, provide feedback on existing processes, and suggest enhancements. Foster a culture of innovation and learning, where automation is embraced as a tool for growth and efficiency.

9. Stay updated with the future of automation: Automation technologies are rapidly evolving and new tools and solutions are constantly emerging. Stay updated with the latest trends and advancements in automation and assess their potential impact on your business. Regularly evaluate the performance of existing automation processes and consider upgrading or adopting new technologies when they offer significant advantages.

10. Communicate and celebrate successes: Celebrate the achievements and milestones from automation implementation by communicating the positive impacts of automation to employees, stakeholders, and customers. Recognize and reward employees who have contributed to the success of automation projects. This will help in creating a positive work environment and encouraging further automation adoption.

Streamlining Workflows Seamlessly With Beekeeper

What does an automation-friendly platform look like in practice? Let’s find out.

At the core of the Frontline Success System is the Frontline Workspace, which improves employee services, communication, and productivity. Through automation, employees gain easy access to important information such as shifts, payslips, training, and onboarding details.

One major challenge faced by frontline businesses is the difficulty in filling open roles. Beekeeper’s Employee Referrals solution tackles this issue by automating the process of informing, collecting, tracking, and rewarding employee referrals. This not only helps companies fill positions faster but also improves employee retention and reduces recruitment costs.

With impressive results reported by customers, such as a 30% hire rate for referred candidates who stay in their jobs twice as long, this automation solution has proven to be highly effective.

The system also includes an Employee Onboarding program designed specifically for frontline teams. Recognizing the critical importance of the first 90 days on the job, this scalable solution optimizes the onboarding process for new hires. By automating communication and providing personalized training, organizations can onboard new employees faster and at a lower cost. This ensures a positive employee experience from day one, setting the stage for long-term success.

Safety management is another crucial area addressed by Beekeeper’s Frontline Success System. The mobile-first Safety Management Solution focuses on training, accident prevention, accident reporting, and safety metrics. Automation enables frontline teams to improve their safety culture and ensure compliance with guidelines. With Beekeeper, frontline businesses can enhance employee safety and respond effectively to incidents.

Beekeeper’s Frontline Success System empowers frontline businesses with automation tools that streamline workflows, improve communication, enhance onboarding, and prioritize safety. By leveraging these automated solutions, companies can achieve higher productivity, efficiency, and employee satisfaction.

Automation Is Key to Frontline Success

Embracing automation in the modern workforce is essential for frontline businesses to stay competitive and meet the evolving needs of customers.

Automation streamlines operations enhances customer service, and improves efficiency, which ultimately leads to increased productivity and cost savings.

By identifying the right tasks for automation, analyzing processes, involving key stakeholders, collaborating with automation-friendly platforms, and continuously monitoring performance, frontline businesses can successfully implement automation strategies.

By leveraging automation tools like Beekeeper, frontline businesses can streamline workflows, improve communication, enhance onboarding, and prioritize safety, resulting in higher productivity, efficiency, and employee satisfaction.

Discover how Beekeeper’s AI Package can automate employee sentiment analysis and more! Fill out the form below to download

The post Workforce Automation in Frontline Businesses | 10 Strategies for Success appeared first on Beekeeper.

Discover How Preventative Maintenance Can Boost Equipment Uptime by 20%

Preventative maintenance plans are an effective way to:

• Prevent costly downtime
• Extend the lifespan of equipment
• Ensure safety in the workplace
• Boost productivity

We’ll be looking at:

• Why frontline organizations benefit from implementing a preventative maintenance plan
• Common preventative maintenance techniques
• Key elements of a preventative maintenance plan template

Let’s get started.

What Makes Preventative Maintenance So Important?

We’ll look at each of the following benefits in greater detail, but here is a quick summary of why having a preventative maintenance plan is important for frontline operations:

By scheduling regular inspections and maintenance checks, frontline organizations can identify any minor issues that could escalate into larger, more costly problems if left unchecked. This proactive approach to creating preventative maintenance systems can help avoid costly downtime and emergency repairs, which can be disruptive and expensive for frontline businesses.

Also, frontline organizations rely heavily on customer satisfaction and loyalty to maintain their success. When equipment or facilities fail, it can lead to a negative customer experience, loss of revenue, and negatively impact that organization’s reputation. Investing in preventative maintenance can help avoid these pitfalls and ensure that the organization maintains a high level of efficiency and customer satisfaction.

Another benefit of preventative maintenance plans is that they can help extend the lifespan of equipment and facilities. When equipment is properly maintained, it can operate more efficiently and effectively. This not only saves money on replacement costs but can also improve the overall productivity of frontline operations.

Faulty equipment or facilities can pose a danger to both employees and customers. By addressing potential safety risks proactively, frontline organizations can ensure that their operations are safe for their workers.

4 Benefits of Preventative Maintenance Plans

Now let’s dive deeper into the specific ways a preventative maintenance system benefits frontline operations:

1. Increased Equipment Reliability

Regular maintenance checks and inspections can identify worn or damaged parts, leaks, and other issues that can lead to equipment failure. Preventative maintenance plans also involve regular cleaning, lubrication, and calibration of equipment, which can help prevent wear and tear, improve efficiency, and extend the lifespan of the equipment.

Preventative maintenance plans also improve equipment performance and efficiency. Regular maintenance can help identify and correct issues that may be affecting equipment performance, such as clogged filters or misaligned parts. By addressing these issues, businesses can ensure that their equipment continues to be reliable continuously.

2. Reduced Downtime and Costs

A preventative maintenance plan involves scheduling regular maintenance checks and inspections of equipment to identify and address potential issues early on. By taking a proactive approach to maintenance, businesses can reduce the risk of sudden breakdowns or failures, which can lead to costly downtime and repairs.

Preventative maintenance plans also help frontline organizations save money by reducing the need for emergency repairs. Emergency repairs can be costly and disrupt operations, leading to lost productivity and revenue. By addressing potential issues before they escalate and require emergency repairs, businesses can minimize the impact of equipment failure on their operations.

Preventative maintenance systems also help frontline organizations minimize the need for equipment replacement. Regular maintenance extends the lifespan of existing equipment and reduces the need for costly replacements, improving the overall return on investment.

3. Improved Workplace Safety

By implementing a preventative maintenance plan, frontline businesses can reduce the risk of workplace accidents and injuries occurring in the first place. Preventative maintenance systems help identify and address potential hazards before they result in accidents or injuries, making the workplace safer for frontline workers. 

Preventative maintenance systems ensure that equipment and machinery are in good working order, reducing the likelihood of accidents caused by equipment malfunctions. Regular inspections can identify issues such as slippery floors, exposed wiring, or blocked emergency exits, which can all pose significant safety risks to frontline workers. When equipment runs smoothly and as intended, employees can work with confidence and peace of mind, knowing that their equipment is reliable and safe.

Preventative maintenance plans also contribute to a safer work environment by promoting a culture of safety. When regular maintenance and inspections are a standard part of the workplace routine, employees are likelier to take safety seriously and report potential hazards or issues. By creating a culture of safety, businesses can reduce the likelihood of accidents and injuries, keeping frontline employees safe and healthy.

4. Increased Employee Productivity and Satisfaction

One of the fundamental ways preventative maintenance plans increase productivity is by reducing downtime caused by equipment breakdowns and malfunctions. When equipment is well-maintained and regularly inspected, it is less likely to break down unexpectedly, resulting in delays and lost productivity. Minimizing downtime allows frontline employees to work more efficiently and productively.

A preventative maintenance system also increases employee satisfaction by providing a safer work environment. When equipment is running smoothly and potential hazards are identified and addressed, employees can focus on their work without worrying about potential safety risks or distractions. This creates a more positive work environment, which can lead to increased job satisfaction and a more engaged workforce.

Preventative maintenance plans demonstrate a commitment to employee well-being and productivity, which can increase employee satisfaction. By implementing a preventative maintenance plan, businesses can show their employees that they value their health and safety, creating a more positive workplace culture.

Common Preventative Maintenance Techniques

So what actually happens during preventative maintenance? In other words, what kinds of techniques are part of a preventative maintenance plan?

Let’s look at three common ones:

1. Inspection and Testing

Inspection and testing are essential in any industry where equipment and machinery are used, from manufacturing and construction to healthcare and transportation. Regular inspections can identify wear and tear on parts, corrosion, leaks, or other issues that could potentially cause an accident or injury. Testing ensures that equipment is functioning as intended and that it meets safety standards and regulations.

Conducting successful inspections and testing usually involves developing a comprehensive plan that outlines the frequency and scope of inspections and testing required for each piece of equipment. This plan includes a checklist of items to be inspected and testing procedures to be followed.

Inspection and testing can be conducted using a variety of techniques, including:

1. Visual inspections: examining equipment for signs of wear and tear, corrosion, or other visible damage
2. Non-destructive testing: techniques such as ultrasonic testing, which uses sound waves to detect defects in materials without damaging them
3. Performance testing: testing equipment under normal operating conditions to ensure that it functions as intended

2. Calibration and Adjustment

Calibration is the process of comparing the measurements of a piece of equipment to a known standard to ensure that it is accurate and reliable. Calibration is usually performed using specialized equipment and techniques, and the results are recorded to verify that the equipment is functioning within acceptable tolerances. By regularly calibrating equipment, frontline organizations can ensure that their equipment is producing accurate and reliable results, reducing the likelihood of errors and increasing efficiency.

Adjustment involves changing the settings or configuration of equipment to optimize its performance. In some cases, adjustments may be necessary to correct errors detected during calibration. For example, a scale used to weigh patients in a hospital may need to be adjusted to ensure that it is accurately measuring weight. By making these adjustments, frontline organizations can continue to check that their equipment is performing at its best.

3. Replacement and Upgrades

Equipment and machinery that have been in use for a long time may become outdated, obsolete, or worn out, leading to increased downtime, reduced productivity, and safety risks. Regular replacement and upgrades of equipment and machinery help frontline organizations:

• Keep up with technological advancements
• Maintain their competitive edge
• Improve operational efficiency

For example, a manufacturing company may choose to replace an old and outdated machine with a newer and more advanced one that is faster, more efficient, and has better safety features. By doing so, the company can increase its productivity, reduce downtime, and improve the quality of its output.

Upgrades are also crucial for ensuring that equipment and machinery remain safe to use. For example, upgrades may include adding safety features such as sensors, alarms, and emergency shutoff switches to equipment and machinery to prevent accidents and injuries. 

By upgrading equipment and machinery, frontline organizations can:

• Reduce the risk of accidents and injuries
• Protect their employees and customers
• Avoid legal and financial liabilities.

Replacing and upgrading equipment and machinery is a long-term investment that can help frontline organizations save money in the long run. 

One of the areas that many frontline organizations neglect when it comes to replacement and upgrades is communication. They rely on outdated forms of communication like bulletin boards, flyers, and email. One of the Frontline Trends we’re seeing is more frontline organizations adopting digital communication tools like Beekeeper to keep their workforce connected. With mobile communication, frontline workers have convenient access to preventative maintenance plans, can communicate with their supervisors about progress, and collaborate to solve issues in real-time.

3 Key Elements of an Effective Preventative Maintenance Plan Template

Each preventative maintenance plan will look different, depending on the industry and type of equipment. But these elements make up a preventative maintenance plan template that can be adapted to specific needs and requirements.

1. Scheduling and Frequency of Maintenance Tasks

The scheduling and frequency of maintenance tasks enable organizations to stay on top of maintenance issues and ensure that equipment and machinery are in optimal condition. 

By scheduling maintenance tasks, organizations can:

• Plan ahead for maintenance activities
• Allocate resources
• Minimize downtime

For example, a manufacturing company may schedule maintenance activities during a low-demand period to minimize production disruptions.

The frequency of maintenance tasks is also an important part of preventative maintenance planning and involves determining the appropriate frequency of maintenance tasks based on the equipment’s age, usage, and operational environment. 

For example, equipment used in harsh environments such as mining, construction, and oil and gas may require more frequent maintenance than equipment used in less demanding environments. 

Also, equipment that is heavily used may require more frequent maintenance than equipment that is used less frequently.

2. Documentation and Record-Keeping

Documentation and record keeping enable organizations to keep track of:

• Maintenance activities
• Equipment history
• Maintenance requirements

By documenting maintenance activities, organizations can keep track of what maintenance tasks have been completed and when they were completed. This information can be used to identify potential issues and plan for future maintenance activities. 

For example, if a piece of equipment has been serviced multiple times for the same issue, documentation can help identify the root cause of the problem and determine the appropriate course of action to address it.

Record keeping is also essential for tracking equipment history, including repairs, maintenance, and replacements. This can help identify trends and patterns in equipment performance, which can inform maintenance schedules and replacement decisions. For example, if a particular piece of equipment has required frequent repairs or replacements, record keeping can help predict when it may be time to replace it.

Documentation and record-keeping are also important for compliance purposes. Many industries have regulatory requirements for equipment and machinery maintenance, and documentation and record-keeping are often necessary to demonstrate compliance. 

Documentation and record keeping can also reduce the risk of liability. If an equipment failure results in injury or damage, documentation, and record-keeping can be used to demonstrate that the organization took reasonable steps to maintain the equipment and prevent the failure.

3. Performance Monitoring and Analysis

Performance monitoring and analysis involves continuously monitoring equipment and machinery performance to identify potential issues and take corrective action before a breakdown occurs.

By continuously monitoring equipment performance, organizations can identify changes in performance that may indicate a problem and where it is occurring. For example, if a machine is running hotter than usual, it may indicate a problem with the cooling system.

By analyzing performance data, organizations can:

• Identify opportunities to improve equipment efficiency
• Reduce energy consumption
• Extend equipment lifespan

Performance monitoring and analysis also play a role in predictive maintenance. Predictive maintenance uses performance data and analytics to predict when maintenance is required, enabling organizations to take corrective action before a breakdown occurs. For example, if performance data shows that a machine is operating outside of its normal range, predictive maintenance may recommend servicing the machine early to bring it back to a normal operating range.

The Importance of Preventative Maintenance Plans: Key Takeaways

Preventative maintenance plans help facilitate Frontline Success because they:

• Identify and address minor issues before they become major problems
• Reduce downtime and emergency repairs
• Improve customer and employee satisfaction
• Extend the lifespan of equipment
• Boost workplace safety

Common preventative maintenance techniques include:

• Inspection and testing
• Calibration and adjustment
• Replacement and upgrades

An effective preventative maintenance plan template includes: 

• Scheduling and frequency of maintenance tasks
• Documentation and record-keeping
• Performance monitoring and analysis

By implementing a preventative maintenance plan, frontline organizations can save money, improve efficiency, and create a safer and more productive workplace.

Need to Standardize Your Maintenence Management Processes? Get Access to Our Library of Checklists and Templates

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Understanding Maintenance Costs

Most companies have assets that help them run operations. And those assets require regular maintenance to maximize their productivity. But taking the wrong approach to managing equipment can create unnecessary expenses and companies need to find better ways how to reduce maintenance cost expenditures. 

What Are Maintenance Costs?

Maintenance costs are the total amount of money spent inspecting, repairing, and tending to equipment and assets in a company. Whether it’s manufacturing equipment or computer hardware, assets are an investment that requires regular oversight to ensure they’re functioning properly.

The Impact of Maintenance Costs on a Business

Maintenance management is a normal business operating expense. But often, companies go over budget simply because they’re not using the most efficient methods. The result? 

Companies spend a collective $222 billion on equipment maintenance every year. 

Why are costs so high?

• More than 50% of companies are using a reactive maintenance approach to taking care of their equipment. That means they wait until there’s a problem or until a machine breaks down to take care of their assets. The costs of replacement are much higher than routine maintenance.
• When equipment stops working, it has to be taken out of operation to fix which creates unplanned downtime: the period that a machine is offline and work is stopped and employees are paid for the time they are not able to work.
• Many companies still rely on pen and paper to keep track of equipment maintenance. But that information is often kept in one place and not readily accessible by those who need it. It’s inefficient, things get missed, and errors occur. Digitally logging maintenance reports is a more accurate, accessible solution for an effective maintenance plan.  

Strategies To Reduce Cost of Maintenance Management

When figuring out how to reduce equipment maintenance costs, there are different types of programs that might be a more economical decision for your company. 

Prioritize equipment maintenance based on the amount of upkeep each asset requires and put them into one of three categories: critical, semi-critical, and non-critical. This is a more cost-effective approach to maintenance management than giving every machine the same level of service when some might not need it.

Then, select a strategy that works best for your business and the one that can reduce the cost of maintenance.

Note: One study found that companies that used preventive or predictive maintenance experienced 52.7% less unplanned downtime and had 78% fewer equipment defects than those that used reactive maintenance. 

Preventive Maintenance

The first approach to equipment upkeep is preventive maintenance.

What is Preventive Maintenance?

Preventive maintenance is regularly scheduled equipment inspections in order to test the function and operability and catch any small issues and make minor repairs. 

Benefits of Preventive Maintenance

Preventive maintenance is a straightforward approach to equipment management. 

Benefits include:

• Reduction in unexpected malfunctions and unplanned equipment downtime
• Schedules are planned ahead of time and allow for planned downtime
• Minimize big repair expenses
• Increase workplace safety
• Limit workflow disruptions to maximize productivity
• Boost equipment lifespan

Implementing a Preventive Maintenance Program

To create a preventive maintenance program there are certain logistics to include.

• Create a prioritized list of assets requiring maintenance and inspections
• Establish the personnel who will be doing the work
• Create a maintenance schedule for each asset 
• Have a document, like an SOP, that outlines the proper procedure for the inspection of each asset
• Train employees on how to do the maintenance and make sure they have access to the maintenance manual

The training of employees is especially critical for both effective maintenance and the productivity of teams. One of the top frontline trends right now is retaining workers during the ongoing labor shortage. When bringing in new maintenance tools, be sure to train your team and promote them from within. 

Pro tip: Use a mobile-first, frontline success system for a cloud-based approach to maintenance management. Maintenance teams can log their work, access maintenance procedures, and report safety hazards all from one system. The tool can also be used to upskill frontline workers on new maintenance systems and tech!

Predictive Maintenance

Predictive maintenance takes a data-driven approach to understand when to inspect assets.

What is Predictive Maintenance?

Predictive maintenance is the ability to monitor equipment and collect data to detect any irregularities in the function that might be a red flag.

It tracks historic trends in operation and compares them to current patterns to predict failure. While once done with pen and paper, predictive maintenance is now made possible by the Internet of Things and AI. Sensors on machines can track functionality, like if the temperature is getting too hot on a machine, and alert maintenance teams when there is an issue.

Benefits of Predictive Maintenance

Inspecting equipment based on data and analytics delivers greater accuracy to a maintenance program 

• Machines can keep operating during predictive maintenance for higher productivity
• Reduce the cost of maintenance management by 25%
• Catches issues when they happen, before they grow into bigger problems
• Supports safety compliance and reporting
• Longer equipment lifespan

Implementing a Predictive Maintenance Program

A predictive maintenance system requires new tools and more training for maintenance teams. But the ROIs are worth it. Here are the basic steps to implementing a predictive maintenance program:

• Review equipment and determine which assets are critical and require the most maintenance time and are the most expensive to operate and repair.
• Affix sensors to that equipment.
• Set parameters for function: determine data to collect to know when machines operate outside of them.
• Train staff in predictive maintenance programs and related technology, like AI

Bigger companies might have the resources to create a digital factory in which every asset is connected. Smaller companies can begin predictive maintenance machine by machine. 

Condition-Based Maintenance

A hyper-focused, more immediate form of predictive maintenance is condition-based maintenance.

What is Condition-Based Maintenance?

Condition-based maintenance (CBM) is the real-time monitoring of how the asset is performing based on specific operational functions like temperature monitoring with infrared sensors, vibration analysis, acoustic monitoring, and data collection through sensors. 

Think of how an electrocardiogram (EKG) works: monitors are placed on the human chest to track the rhythms and electrical system of the heart to detect irregularities in real-time. Condition-based monitoring is similar but with sensors attached all the time to catch any changes in function almost immediately.

Benefits of Condition-Based Maintenance

• CBM can happen while equipment is in operation, reducing downtime disruption and related costs
• Extends the lifespan of assets
• Optimizes maintenance schedules by notifying teams exactly when maintenance or repair is needed. 
• Can detect specific parts that need attention
• Corrective actions are taken to make repairs long before failure can happen
• Fewer equipment failures for a safer workplace

Implementing a Condition-Based Maintenance Program

While CBM requires a higher level of software and technology, it is worth the investment for some companies.

• Select the critical assets (if not all of them) to place on the CBM plan
• Set a baseline for function so sensors know what irregular patterns to look for
• Train maintenance teams on skills needed to manage digital maintenance
• Equip teams with mobile communication tools to receive alerts from the sensors directly on their mobile device 

Regardless of which strategy fits best, digital work management (DWM) should be the foundation of any maintenance program. That means leveraging technology to plan, schedule, and execute a maintenance management system. According to McKinsey, using digital solutions can reduce maintenance costs by 15%-30%. This is a result of several ROIs, like creating a safer workspace with fewer incidents, higher productivity, and less unplanned downtime.   

Streamlining Maintenance Operations

Most companies have multiple assets to track. The best way to make maintenance cost-effective is to streamline the process instead of handling each asset individually. Use a computerized maintenance management system (CMMS), software that can be used for scheduling, issuing, and receiving work tickets, updating equipment status, and tracking all maintenance-related information. 

Pro tip: Integrate your CMMS with your mobile-first, frontline success system so frontline maintenance teams can manage work tickets, report on maintenance activities, and remotely access equipment data all through one tool. 

Centralized Data Management

With a CMMS, all Information can be consolidated and centralized. All maintenance management information and data funnel through a single system where it can be easily accessed by technicians. Digital inspection checklists can be created and stored on the system so all equipment status reports are immediately available. 

Automation of Maintenance Processes

A digital solution can help automate the actual equipment maintenance diagnostics (like sensors tracking equipment instead of human inspections.) But it can also automate the logistics of maintenance, like scheduling and work tickets, part ordering, and technician communication. This reduces the chance of error and frees up workers to focus on value-added tasks rather than spending too much time on the mundane, repetitive tasks of maintenance management. 

Outsourcing Maintenance Services

For some companies, the best option to reduce the cost of maintenance management might be to outsource the responsibility to a business that specializes in this work. They’ll track your equipment remotely and send technicians out when a problem is detected (for preventive and condition-based maintenance) or when it’s time (preventive maintenance programs.) This can save companies on the cost of salaries for on-site maintenance personnel, especially for smaller operations that don’t need a full-time team. 

The Importance of Employee Training and Involvement 

A mistake companies often make is taking a top-down approach to strategy development when they’re trying to achieve better results. 

The Role of Employee Training in Reducing Maintenance Costs

Pair that with the cost of a bad maintenance strategy, like reactive maintenance, and companies stand to lose a lot of money. When communication is a priority, and companies make sure that maintenance teams have the right information, training, and skills to handle the upkeep of equipment, the process is faster, safer, and has fewer, if any, errors. 

Employee Involvement in Maintenance Operations

Maintenance teams are frontline workers, a demographic that makes up 80% of the world’s workforce. They are the hands-on team that performs the work and knows the step-by-step procedures for proper inspection and repairs. Their involvement and input in developing maintenance operation strategies can help accurately define the processes to reduce maintenance cost expenses. 

Leaders should supply their maintenance teams with frontline success tools: a two-way communication and collaboration platform that allows workers to supply feedback and input. The ability to contribute engages frontline teams, makes them feel included, and empowers them with access to tools and data to be more productive. And that all leads to better work, lower costs, and higher profit margins.

Maintenance is a necessary part of business operations and expenses. But waiting until there’s a problem can set off a cascade of other problems. Companies should create a deliberate strategy for upkeep and inspections to reduce maintenance costs for their equipment inventory. 

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As companies face increasing competition at home and abroad, finding better, faster, less expensive ways to operate is necessary to remain relevant and stay in business. The concept of lean management is a method companies have been using for almost a century. The ROI of lean operations promises greater employee engagement and a bigger bottom line.

What Is Lean Operations? 

Lean operations is a business strategy driven by the principle of doing more with less. It is a minimalist approach to running a business and improving day-to-day operations. 

In other words, lean operations is all about putting a little Marie Kondo-like efficiency into your workflows. 

According to the Lean Enterprise Institute, 

“A lean organization understands customer value and focuses its key processes to continuously increase it. The ultimate goal is to provide perfect value to the customer through a perfect value creation process that has zero waste.”

There are lean operations examples in every industry though it is often associated with lean manufacturing. Amazon.com is one company that exemplifies this approach with a commitment to the customer that defines its internal operations strategy. After 25 years, they still follow their original mission: “We aim to be Earth’s most customer-centric company.” 

How? Through the continuous improvement strategy that is the foundation of lean operations—“innovating new solutions to make things easier, faster, better, and more cost-effective.” Their goal to get products to customers at an unrivaled pace requires every step in the supply chain to be as efficient as possible.

Putting lean operation principles into practice begins with an in-depth analysis of your organization’s processes and finding alternative, more efficient ways to achieve your business goals. It also includes optimizing the tangible elements of a business, such as the workforce and physical environment, to improve overall output and performance.

The ultimate goal of creating a lean environment is to cut costs and eliminate wasted energy, resources, and time, and improve operational excellence. This is usually achieved through building a deliberate workforce structure, an optimized facility, and refined processes. Lean operations management is often supported by digital transformations that streamline communication and automate internal tasks. 

Why Is Lean Operations Important?

Running a business as efficiently as possible may seem like an obvious goal, but even the more prolific business leaders can easily get bogged down in the day-to-day operations. It’s easy to forget to take a step back and take stock of the organization on a more holistic level. 

Without a deep dive into an organization’s supply chain, companies often fall into one of five operational “traps” that can be difficult to overcome:

1. Overproduce items through an inefficient production process
2. Hold onto too much inventory
3. Incur cost overages
4. Experience unproductive downtime
5. Have employees duplicate tasks

By improving internal processes, a company is better positioned to uncover hidden operational costs and offer value to its customers through its products or services. 

Optimizing internal functions through a lean management system has a number of business benefits:

• Improves workflow efficiency
• Creates an agile workforce able to pivot and adapt to new models of operating
• Eliminate waste
• Reduces operating expenditures and yields greater profits
• Enables long-term operational viability
• Facilitates more sustainable solutions
• Boosts value proposition

In today’s world, building a high-functioning company is more important than ever. Taking a lean approach to operations management creates business agility—a necessary attribute to prepare for and survive a crisis. 

But a crisis can also be the perfect catalyst to adopt lean management principles. A turbulent event can reveal weak spots in your workflows and create the perfect opportunity to chart a new course. 

With a lean management strategy, companies can withstand sudden changes and limit disruptions so they can continue to produce value for their stakeholders. 

Which Industries Can Benefit From Lean Operations Management?

The lean operations definition is consistent across industries, but the way a business incorporates a lean operations strategy is specific to the needs of a company. Almost any company can benefit from a shorter lead time. 

Any company that makes and/or distributes goods or provides a service to customers can benefit from this approach. 

Some industries that are particularly well-suited for lean management operations include:

Retail 

Retail operations revolve around the numbers—inventory amount, and total sales. At Wireless Vision, the operator of more than 650 T-mobile stores, they host many of their internal files and procedures on Beekeeper’s mobile platform. 

This single-entry point allows all 4,000 employees to connect in one place for easy exchange of information. Using confirmation campaigns, employees can send and receive information in seconds which is essential for sales associates on the floor working with customers. Efficient communication is essential for boosting sales.

Manufacturing

The term, “Lean operations” is well-known within the manufacturing space — the concept of “lean” originated in the auto industry in an effort to improve the production process. Manufacturing has gone through several major transformations (think Industrial Revolution), and companies often reflect on what is lean operations management in order to speed up lead times at lower costs. 

As manufacturing evolves and technology allows smoother operations, there are many lean manufacturing examples of companies that are reducing waste, working more efficiently, and saving money. There are also opportunities for manufacturing training programs to give staff the skills they need to operate in a lean environment.

Lean operations management can eliminate waste by up to 35%. Holcim, a global producer of building materials, used a digital solution for communication and connected 1,500 mobile employees in one place. As a result, this lean manufacturing strategy saved $50,000 by eliminating the cost of printing their newsletter.

Hospitality

With the rise of the sharing economy, hospitality companies have had to find new ways to stay competitive. With a lean mindset and processes in place, hospitality companies can strengthen brand reputation, lower turnover, and improve customer service. 

At 1 Hotels, a luxury brand with several properties around the US, a mobile communication tool created continuity between shift workers. Real-time communication improved their guest stays and managers migrated tasks, like employee onboarding, to the digital platform to streamline processes and save time.

Two Lean Management Operations Examples

Henry Ford first coined the phrase “flow production.” He was a pioneer in linear production, creating steps that followed a sequence that came to be known as the assembly line. Since then, companies have adopted that strategy to achieve higher quality production with a simpler, more efficient lean operating system.

Toyota

The Japanese automobile manufacturer might be the most famous lean manufacturing operations case study out there, driven by the principle of kaizen—a belief in continuous improvement. Since the company was founded, leadership has sought ways to constantly evolve and better workflows that result in a quality vehicle. They called it the Toyota Production System.   

Toyota’s workflows do not expend excess energy or use materials unnecessarily. Instead, driven by the “Just in Time” method, production lines make only what they need, as they need it, allowing workers to focus on one car at a time.

Toyota has become so well known for its TPS approach that it created the Toyota Production System Support Center, a non-profit that helps small businesses benefit from the same lean principles they operate by. 

Nike

While Nike’s brand recognition is unparalleled in the athletic shoe world, its quest to deliver a great product hinges on its dedication to creating value through continuous improvement of its internal structure and processes. 

Nike achieves lean operations through specific goal-setting that aligns its entire enterprise to its mission and products. From supply chain management to HR processes, Nike regularly audits its various internal components. As a result, Nike has decreased CO2 emissions by 6% while increasing output by 20%. Through lean operations, Nike has created long-term marketplace stability and decreased product defects by 50%.

How Lean Operations Management Empowers Workers

Lean operations are more than just a functional approach to business. Lean must be a core value of a company’s culture because operations management intersects directly with the employee experience. 

Let’s look at Amazon again. Though they implement new technology and automate repetitive processes to keep things moving, their workforce is a major focus of their lean management strategy. “Part of lean is the strong engagement of the front line,” Marc Onetto told McKinsey. As Amazon’s former head of global operations, he knows firsthand the importance of the frontline. “Amazon has more people working in the fulfillment centers and customer-service centers than it does computer-science engineers. We needed the engagement of all these people to succeed,” said Onetto.

The first question you might hear from your workforce is, “What are lean operations?” Be transparent with employees on what a lean approach means to the company and how the change will also benefit them.

Lean manufacturing is a great opportunity to empower and engage your workforce through a well-defined purpose. 

Here’s how:

• Include an organizational flow that ensures that every position is essential to the overall process. This brings deeper meaning to every role and enables employees to understand their value
• Lean production in operations management creates opportunities for professional development. For instance, as technology automates and improves processes, leaders can upskill employees for new positions within the company
• Ask employees for feedback that can help map out a lean transformation strategy that will deepen engagement. For instance, asking frontline workers for their insight into what operational elements are slow and weak from their perspective will help guide lean decision-making
• Create opportunities for employees to be change management leaders within their departments
• Enhance the employee journey with a frontline success system that will support lean transformation

Engaging employees supports the overall goal of lean operations management—to boost productivity and reduce wasted time through greater retention and less absenteeism.

5 Best Practices For a Lean Operations Strategy

Here are five best practices to begin your transformation to become a lean organization and maximize performance.

1. Assess your organization

Before you can make changes, you need to evaluate your organization—your workflows and processes, the structure of your workforce, your inventory, and your physical workspace. Next, revisit your company’s mission statement and goals. Are you achieving them in the most efficient way? 

Learn where the most time, energy, and money get wasted. Do you have too much inventory? Do you tend to run behind schedule? Determine what elements are repetitive or unnecessary to achieving your company’s goals. Look at your company from different angles to discover new ways of doing things.

2. Implement new processes

Now, rethink your organizational processes. Map out your value stream from end to end using alternative strategies that are more time and cost-efficient than how they are now. If you have more than one idea, experiment to see which alternative method works best. Introduce technology that can improve internal workflows and each production process.

Find software that can help your organization lighten the load and improve workflows by breaking down silos and integrating systems. Find suppliers who also follow a lean operations model to ensure you source raw materials that will contribute to your product’s value. 

3. Streamline communications

To truly have a lean operations management approach, communication needs to be direct and enterprise-wide. Use a frontline success system to connect everyone in your company that allows them to communicate in real-time.

71% of frontline workers say digital communication makes them more productive. 

It allows fast collaboration for quick problem solving, eliminating those lingering issues that are a costly thorn in the side. Workplace tech also gathers actionable data and creates a silo-free organization that integrates data systems to create one hub for all communication. For instance, you can create a document library where employees can easily find job-related information when they need it. 

4. Restructure your workforce and include them in lean transformation

As part of evaluating your organization, you’ll need to examine every role in your workforce. Where are employees doubled up on tasks? Are you tapping into every worker’s potential value to your company? 

Upskill your workforce to fill the new jobs you’ll need in a lean environment, which will empower employees while also ensuring every role has a unique contribution to the value stream.

5. Embrace automation

A lot of company waste happens due to human error. From administrative functions to production lines, many tasks can now be automated to avoid costly errors and workflow disruptions. For example, when a manufacturer automates production lines they experience faster output and a safer work environment. 

Reassigning repetitive tasks to smart machines also saves money on unnecessary downtime. They can also communicate when they need maintenance, reducing unplanned downtime from broken systems which can sometimes cost companies $260,000 an hour.

Lean Operations for Better Business Outcomes

Running a lean organization goes beyond a one-time transformation. It is an ongoing process in which a company continually evaluates how they can improve their workflows. Always keep your eye out for new ways of doing things that can make your company run better, empower and engage your workforce, and deliver higher returns. 

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Most Frequently Asked Questions

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Operational excellence is an essential strategy to sustain growth while staying ahead of the competition.

But in reality, it’s a vague concept that leaves many of us looking like this:

Let’s uncover the principles of operational excellence and why it’s important. Then we’ll look at a couple of operational excellence examples showing how companies address it on their own terms.

What Is Operational Excellence?

Operational excellence is a business philosophy that focuses on continuous improvement and the optimization of business processes and systems to achieve better results. It aims to increase efficiency, reduce waste and costs, and improve quality and customer satisfaction.

Overall excellence leads to next-level performance because your operational house is in order. In truth, your operational excellence meaning can be whatever your company decides it is.

Many believe the core principles of operational excellence mean performing better than your peers through growing revenue and lowering Operational Costs. It’s also a mentality deeply ingrained in your company culture that empowers your workforce for continuous improvement.

According to BTOES (Business Transformation & Operational Excellence):

“Companies in pursuit of operational excellence do two things significantly differently than other companies: they manage their business and operational processes systematically and invest in developing the right culture.”

What Are the Operational Goals?

Operational excellence is based on methodologies such as Six Sigma, Lean Management, Kaizen, and the Shingo Model. Each method has its own set of core principles to help guide your decisions.

That said, it’s best practice to establish clear goals when implementing any new process or program in your business. Established goals make it easier to capture your ROI. 

Let’s look at what are the operational goals types to consider when building your plan.

1. Operational-Oriented Goals

Operational goals focus on enhancing company productivity and improving product or service quality. Goal examples are increasing safety measures and enhancing product or service flexibility.

2. Financial-Oriented Goals

Finance goals aim to improve financial metrics visible through financial data analytics. These continuous improvements are the result of better operations, stronger customer relationships, and better value to the customer. They often come as a result of growing profits, cutting costs, and generating free cash flow.

3.  People-Oriented Goals

Finally, people-oriented goals concentrate on workforce and cultural efforts that play a critical role in making an organization operationally excellent. Examples include growing employee engagement in operational excellence efforts, increasing skill training, and maximizing employee productivity.

Difference Between Operational Excellence Methodologies

There are a few established operational excellence methodologies that are worth keeping in mind:

Shingo Model

The Shingo Model is an operational excellence methodology that was developed by an industrial engineer and Toyota production system expert Dr. Shigeo Shingo. 

The Shingo Model is based on the principles of lean manufacturing and focuses on creating a culture of continuous improvement. It consists of ten core principles that are essential to improve operational excellence. These principles are divided into four categories: Cultural Enablers, Continuous Improvement, Enterprise Alignment, and Results.

1. Cultural Enablers include principles like Respect for Every Individual, Continuous Improvement, and Empowering People. These are focused on creating a culture of respect, trust, and collaboration within the organization. They encourage employees to take ownership of their work and to continuously look for ways to improve their processes.
2. Continuous Improvement includes principles such as Flow and Pull, Seek Perfection, and Create Constancy of Purpose. These are focused on improving the flow of materials and information through the organization, reducing waste, and continuously seeking ways to improve processes. They encourage organizations to focus on long-term goals and to strive to perfect their processes.
3. Enterprise Alignment includes principles such as Focus on Process, Think Systematically, and Create Value for the Customer. These are focused on aligning the organization’s goals and processes with the needs of its customers. They encourage organizations to think systematically and look for ways to create value for their customers.
4. Results include principles such as Deliver Value to the Customer, Achieve Operational Excellence, and Leading with Humility. These are focused on achieving measurable results and continuously improving the organization’s performance.

The Shingo Model is a powerful methodology for achieving operational excellence because it provides organizations with a set of principles and tools that can be used to create a culture of continuous improvement.

Lean Manufacturing

Lean manufacturing is an operational excellence methodology that aims to eliminate waste and maximize efficiency in production processes. It was developed by Toyota in the 1950s as part of the Toyota Production System (TPS) and has since been adopted by many other organizations around the world.

At its core, lean manufacturing is based on five principles: value, value stream mapping, flow, pull, and perfection. These principles are designed to help organizations identify and eliminate waste in their production processes, while also improving quality and reducing costs.

1. Value: This refers to the creation of value for the customer and emphasizes the importance of understanding customer needs and preferences in order to create products and services that are truly valuable to them.
2. Value stream mapping: This involves mapping out the entire production process from start to finish to help organizations identify areas of waste and inefficiency in their business processes.
3. Flow: The smooth and continuous movement of materials and information through the production process. This aims to reduce bottlenecks and other obstacles that can slow down production and create waste.
4. Pull: This is about producing goods only when they are needed to help organizations avoid overproduction and reduce the need for inventory.
5. Perfection: The constant striving for continuous improvement and eliminating waste.

By identifying and eliminating waste in production processes, organizations can improve efficiency, reduce costs, and improve the quality of their product. This can lead to higher customer satisfaction, increased profitability, and a stronger competitive position in the market.

Six Sigma

First developed by Motorola in the 1980s, Six Sigma is a data-driven operational excellence methodology that aims to improve the quality and efficiency of processes in an organization.

The goal of Six Sigma is to reduce defects and variability in processes so that they operate at a level of 3.4 defects per million opportunities (DPMO) or better. This is achieved through a rigorous process of measurement, analysis, and improvement.

At its core, Six Sigma is based on a five-step process known as DMAIC, which stands for Define, Measure, Analyze, Improve, and Control:

1. Define: defining the problem and setting goals for improvement to ensure that the organization is focused on the right issues and has a clear understanding of what needs to be improved
2. Measure: collecting data on the process in question and analyzing it to identify areas of inefficiency understand the current state of the process, and determine what needs to be improved
3. Analyze: using statistical tools to analyze data and identify the root causes of defects and variability in an effort to understand the underlying causes of problems and develop effective solutions
4. Improve: developing and implementing solutions to address the root causes of defects and variability and achieve the goals set in the Define step
5. Control: monitoring the process to ensure that the improvements are sustained over time

By reducing defects and variability in processes, organizations can Improve Work Performance, reduce costs, and increase customer satisfaction. 

Kaizen

Kaizen is a Japanese word that means “change for the better” or “continuous improvement.” It is an operational excellence methodology that focuses on improving processes and systems by making small, incremental changes over time. The goal of Kaizen is to achieve sustainable improvements in quality, efficiency, and productivity.

Kaizen is based on the idea that every process can be improved, no matter how efficient it may seem to be. The methodology involves a systematic approach to identifying and eliminating waste, reducing variability, and improving quality. It is often used in manufacturing but can be applied to any process or system.

The Kaizen process involves a series of steps that are repeated continuously over time:

1. Identify the area or process that needs improvement by looking at the process from a customer’s perspective, or analyzing the flow of materials, information, or people
2. Measure the current state of the process by collecting data on the time it takes to complete each step, the number of defects or errors, or the amount of waste produced
3. Analyze the data and identify the root causes of any problems or inefficiencies by using tools like flowcharts, fishbone diagrams, or statistical process control charts
4. Develop and implement solutions by making small changes to the process, such as rearranging workstations, changing procedures, or introducing new tools or technology
5. Monitor the process and measure results by collecting data on the time it takes to complete each step, the number of defects or errors, or the amount of waste produced

By focusing on continuous improvement with Kaizen, organizations can achieve sustainable improvements in quality, efficiency, and productivity.

Why Does Operational Excellence Matter?

Striving for operational excellence impacts almost every industry, including manufacturing, healthcare, technology, construction, etc. This is because it focuses on improving processes and systems.

So, what are the benefits of operational excellence, and how can you achieve them?

Let’s say a company’s first step to achieving operational excellence is transforming itself into a lean operations management organization. 

Which of the following attributes is not for lean operations?

1. Overproduction of products
2. Frequent employee downtime
3. Consistent inventory excess
4. All of the above

So, which of the following attributes is not for lean​ operations? The answer: D. All of the above. 

With the lean management method, companies benefit from waste elimination, operating expense reduction, and profit growth.

There are plenty of other benefits that impact the organization outside of operational metric improvement, including:

• Improved teamwork and collaboration
• A more empowered and productive workforce
• Better value to the customer and enhanced interactions and service
• Better and more open communication between organizational levels

How to Achieve Operational Excellence Through Communication?

So, now that you have your operational excellence program in place — including your methodology and overarching goals – what next? How do you put the plan to work, and more importantly, how do you ensure sustainable progress?

Start by communicating with your employees and empowering them to find ways to be more efficient in their day-to-day tasks. 

Get started with these five open employee communication tips:

1. Communicate a clear business strategy. This helps employees understand how operational excellence supports overall business objectives and establishes an improved flow of value
2. Share goals and KPIs. This allows employees to be crystal clear on what they are working to achieve
3. Use communication tools that reach your workforce. Use mobile communication tools like Beekeeper that give instant access to information
4. Provide training opportunities. Help employees take operational excellence into their own hands with leadership, process, and problem-solving education
5. Be open to feedback. Frontline employees are usually the first to know when something can be done better to save time and money

Pro tip: Using Beekeeper surveys and 1:1 or group chats are an easy and quick way to gather frontline employee feedback.

A solid operational excellence strategy and execution plan are great to have, but it’s your workforce that brings the program to life.

You can extend the lifetime of your program by ensuring employees are:

• Communicated with openly
• Empowered to make their own decisions and provide feedback
• Trained to spot operational gaps in need of continuous improvement

Operational Excellence Examples

Operational excellence examples can be found across any industry you look to.

Below are some examples of how companies apply operational excellence to their business models to stay competitive.

Chevron

Chevron has a long history of putting an operational excellence culture at the forefront of its organization. 

Its Operational Excellence Management System (OEMS), which launched in 2004, outlines a clear set of operational excellence objectives and focus areas. Employees are expected to help manage risks and maintain the safeguards in place that mitigate those risks. 

According to Chevron’s CEO Mike Wirth, OEMS is what sets them apart from their competition: “OE is a competitive advantage in hiring and retaining the best workforce, and vital to building trust with communities and governments.”

IRP Meat and Seafood Co.

IRP Meat and Seafood Co. took its operational efficiency to the next level by transforming its frontline operations. 

As a business whose customers frequently place “just in time” orders, IRP needed a better way for employees to communicate about customer orders.

Since adopting Beekeeper, operations improved by:

• Creating a streamlined workflow
• Reducing waste due to order changes
• Improving on-time deliveries for customers who rely on quick turnarounds

Which Industries Can Benefit from Operational Excellence

Because operational excellence focuses on process, many industries can stand to benefit from a well-thought-out program. However, different industries will look to improve different processes. 

Industries that benefit from operational excellence are:

Manufacturing

The manufacturing industry is no stranger to operational excellence initiatives. As the Fourth Industrial Revolution takes hold, factories are under pressure to enhance productivity, decrease downtime, and cut out waste where they can.

Construction

Similar to Chevron, construction focuses heavily on employee health and safety as a measure of operational excellence success. 

For example, Holcim Switzerland & Italy adopted the Beekeeper employee communication app to enhance operational health and safety communications that could be reached across their distributed workforce.

Healthcare

Like many industries, the healthcare industry is always looking for ways to cut costs while continuing to deliver exceptional patient care. 

According to McKinsey, acute-care facilities are focusing on lean operations, clinical standardization, and supply utilization to unlock savings and achieve clinical operations excellence.

Operational Excellence Best Practices and Strategies

Achieving operational excellence is no simple matter. It takes a long time to plan your strategy.

When you’re ready to put your operational excellence plan into place, consider these five operations best practices.

1.  Choose a Methodology That Matches Your Strategy

It’s best to start your operational excellence journey with a method that helps you achieve your goals as efficiently as possible.

The methodology you select, such as Lean Management, Six Sigma, and Kaizen methods, will be based on your focus area. 

For example, if you’re looking to cut waste in your factory, you might go with Lean Management. If you’re looking to enhance the customer experience, you might consider Six Sigma.  

Either way, start with a solid foundation by knowing exactly what it is you’d like to address and selecting the method that will help you get there.

2.  Define Your Goals

Then, outline what it is you want to achieve – both with broad goals and specific KPIs that will measure your success.

For example, if you’d like to enhance the customer experience with a more knowledgeable workforce, set a goal for the amount of training employees should go through to understand the products and services better.

3.  Get Employees Onboard As Soon As Possible

Don’t forget, your employees are the ones that will put your strategy to work to achieve operational excellence. Bringing them into the conversation as soon as possible is an important step.

To start, consider including employees that are the most impacted by any of the changes in the strategy process. Those employees can give you real-time insight into the problems the company is facing and why. They can also share their own ideas of how to address certain problems in the operational excellence program.

4.  Communicate, Communicate, Communicate

As with any organizational change, communication is key to achieving operational excellence.

First, make sure to communicate the essential aspects of the program, such as the mission, goals, and KPIs, to those impacted.That way they have the full view of what your organization is trying to achieve. Then, provide an open feedback channel so employees, managers, and leaders can stay in close contact throughout the process.

5.  Remember Operational Excellence Is Continuous

Unlike other corporate initiatives, operational excellence doesn’t stop once it’s achieved. It requires constant communication, continuous improvements, and workforce engagement to sustain growth and keep your company ahead of the competitive curve.

Frequently Asked Questions About Operational Excellence

What is the difference between operational excellence and operational efficiency?

Operational excellence is focused on consistently delivering value to customers through continuous improvement. It means optimizing every aspect of the company’s operations to eliminate waste, reduce costs and increase productivity. Operational efficiency refers to the ability of a company to use its resources effectively to achieve its desired outcomes. Operational excellence is more focused on delivering value to customers, while operational efficiency is more focused on resource optimization.

How can operational excellence benefit an organization?

Operational excellence can lead to:

• Increased customer satisfaction
• Positive customer feedback and repeat business
• Increased revenue
• Cost savings
• Better employee engagement
• Higher levels of employee satisfaction and retention
• Better risk management
• Sustainable growth

What are the common obstacles to achieving operational excellence?

Common obstacles include:

• Resistance to change from employees and leadership
• Lack of clear goals and metrics
• Inadequate training and communication
• Siloed departments and poor collaboration
• Not enough investment in technology

How can companies sustain operational excellence in the long term?

Sustaining operational excellence in the long term requires a commitment to ongoing training and development, a culture of innovation and experimentation, and a willingness to embrace change. Organizations must also prioritize cross-team collaboration and communication to identify and address issues quickly and effectively. Measuring and tracking progress against key performance indicators ensures that teams are meeting goals and continually improving.

What role does employee engagement play in operational excellence?

Employee engagement is essential to achieving operational excellence. Engaged employees are more motivated, productive, and committed to their work, leading to better business outcomes. When employees are engaged, they are more likely to take ownership of their work, identify areas for improvement, and actively contribute to the success of the organization. Organizations that prioritize employee engagement also typically have lower turnover rates and higher levels of customer satisfaction.

Operational Excellence is Key to Improving Employee Engagement and Customer Satisfaction! Download our Maintenance & Inspections Checklists and Templates to Streamline Your Operations Today

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Preventive maintenance scheduling is an important part of any facility management program, as it helps prevent equipment breakdowns, avoid unexpected downtime, and keep operations running smoothly.

Learn how preventive maintenance can boost equipment uptime by 20%.

By implementing a preventive maintenance schedule, organizations can save costs, increase safety, and improve equipment efficiency.

In this article, we’ll be taking a look at:

• The benefits of developing a preventive maintenance schedule
• What an effective preventive maintenance schedule includes
• Best practices for implementing and managing preventive maintenance schedules

Let’s begin.

Preventive Maintenance Plan vs. Preventive Maintenance Schedule

First, let’s look at how a preventive maintenance plan differs from a preventive maintenance schedule. They both fall under the umbrella of preventive maintenance but differ in some key ways.

Preventive maintenance is an essential aspect of any facility management program. It involves regularly scheduled maintenance activities that are carried out to prevent equipment breakdowns and avoid unexpected downtime. Preventive maintenance can be implemented in different ways, either through a preventive maintenance plan or a preventive maintenance schedule.

A preventive maintenance plan is a comprehensive document that outlines all the maintenance activities necessary to keep equipment in good working condition. It includes the:

• Details on the type of equipment
• Maintenance tasks required
• Frequency of maintenance

Preventive maintenance plans are usually developed based on the manufacturer’s recommendations, industry standards, and the specific needs of the facility. They serve as a guide for maintenance technicians, giving them a clear understanding of what needs to be done to maintain equipment.

On the other hand, a preventive maintenance schedule is a list of specific tasks and activities that are planned and scheduled for a particular period. It outlines the maintenance tasks that need to be carried out and the timeline for the tasks. It also provides a concise overview of the maintenance activities that need to be carried out, making it easier for technicians to plan their work.

While the preventive maintenance plan provides a comprehensive overview of all maintenance tasks, the preventive maintenance schedule provides a specific timeline for the tasks to be completed.

Why Is a Preventive Maintenance Schedule Important?

A preventive maintenance schedule is essential for any facility management program because it:

• Ensures that equipment is regularly maintained to avoid unexpected breakdowns and downtime
• Helps to identify potential problems before they occur
• Enables maintenance technicians to take corrective measures to prevent equipment failure 
• Helps to extend the lifespan of equipment
• Ensures that all maintenance tasks are carried out on time
• Minimizes the impact of maintenance on production

Preventive maintenance scheduling is crucial for maintaining the reliability and efficiency of equipment. Other big-picture benefits include:

Cost Saving

Here are some of the key ways that preventive maintenance schedules can help save costs:

1. Reduced downtime: Regular maintenance can help identify and address issues before they escalate into major problems, which can result in costly and prolonged downtime. By preventing breakdowns and other equipment failures, organizations can keep their operations running smoothly and avoid lost productivity.

2. Longer equipment lifespan: Proper maintenance can help extend the lifespan of equipment, which can save organizations significant sums on replacements and upgrades. By ensuring that equipment is properly cared for, companies can get more value from their equipment and delay the need for costly replacements.

3. Lower repair costs: Catching and addressing issues early can help prevent them from becoming more serious and expensive to fix. By investing in regular maintenance, companies can avoid costly emergency repairs and replacements, which can be more expensive than preventive measures.

4. Improved efficiency: Regular maintenance can help ensure that equipment is operating at peak efficiency, which can save energy and other operating costs. By keeping equipment running smoothly, organizations can reduce their overall operating costs and maximize efficiency.

Increased Safety

Preventive maintenance schedules help increase safety in the workplace because they minimize the risk of accidents and other safety hazards, which can have serious consequences for both employees and customers. Here’s how:

• Regular maintenance helps identify and address potential safety risks before they escalate into major issues. By addressing safety issues early on, organizations can keep operations running smoothly and reduce the risk of dangerous accidents.

• Proper maintenance can help ensure that safety equipment is functioning as it should be. This can help protect employees from dangerous situations and help keep customers safe. By regularly servicing and testing safety equipment, organizations can be confident that they are meeting the necessary safety standards.

• Preventive maintenance scheduling can help avoid costly liabilities and other legal issues. By ensuring that safety equipment is regularly serviced and tested, organizations can reduce the risk of being held liable for accidents or other safety-related issues.

• Regular maintenance can help reduce stress and fatigue among employees. By ensuring that equipment is running properly and that safety protocols are in place, employees can feel more secure in their work environment and be better able to focus on their tasks.

Improved Equipment Efficiency

By performing regular inspections and maintenance activities, technicians can detect any issues early on and address them before they escalate, helping to prevent breakdowns and prolong the equipment’s life.

Preventive maintenance schedules keep organizations on track when it comes to making sure that equipment is operating at peak efficiency. Regularly scheduled maintenance activities such as lubrication, cleaning, and calibration can help to optimize equipment performance, reduce energy consumption, and improve productivity.

Also, preventive maintenance scheduling can help to reduce the cost of repairs and replacements. By solving issues early on, technicians can avoid costly repairs and replacements that may be required if problems are left unaddressed.

How to Develop a Preventive Maintenance Schedule

How can organizations develop their own preventive maintenance schedule template?

Let’s look at some first steps to get started:

1. Identify Equipment and Critical Components

By conducting an equipment inventory and categorizing the equipment based on its importance, businesses can prioritize maintenance activities and ensure that essential equipment and components receive the necessary attention.

This step involves conducting an equipment inventory by:

• Categorizing equipment based on their importance
• Assessing the equipment’s role in the business operations
• Determining the frequency of use
• Estimating consequences of failure

Once the equipment has been categorized, organizations can identify critical components, the parts of the equipment that are essential to its operation and require regular maintenance. Examples of critical components include bearings, belts, motors, and sensors.

2. Determine Maintenance Tasks

To determine maintenance tasks, organizations can review the manufacturer’s recommendations for maintenance. The manufacturer’s recommendations will provide guidance on the specific maintenance tasks that need to be performed, the frequency of maintenance, and the required parts and tools.

Organizations should also consider their own operational needs and requirements. For example, if a piece of equipment is used frequently or in a harsh environment, it may require more frequent maintenance. Also, consider the consequences of failure for each piece of equipment. Equipment with a high consequence of failure may require more frequent and more thorough maintenance.

3. Establish Maintenance Intervals

Establishing maintenance intervals involves determining how often maintenance tasks need to be performed on each piece of equipment in order to keep it running efficiently and effectively. 

When establishing maintenance intervals, organizations can start by taking a look at the manufacturer’s recommendations for maintenance frequency and the required parts and tools. Organizations should also consider their own operational needs and requirements, including the equipment:

• Frequency of use
• Environment it operates in
• Consequences of any failure

Once the maintenance intervals have been established, it’s time to start assigning tasks to team members.

4. Assign Responsibilities

To start assigning responsibilities, identify the skills and expertise required for each task. Maintenance tasks may require specialist knowledge or technical skills, and it is important to make sure that the person responsible for each task has the necessary qualifications and experience. This can help to ensure that maintenance is carried out safely and effectively.

The next step is to assign responsibility for each task, whether that involves assigning tasks to individual team members or creating a maintenance team with specific responsibilities.

Pro Tip: As an employee, understanding responsibilities and expectations can be difficult if those are detail-heavy or constantly changing. Allowing access to up-to-date responsibilities on a mobile app like Beekeeper gives employees the peace of mind to know they can take their phone out at any moment and review what needs to be done.

Best Practices for Implementing and Managing Preventive Maintenance Schedules

When it comes to going from a preventive maintenance schedule template to the reality of using it in practice, here are some best practices to keep in mind:

Use Technology to Streamline the Process

At Beekeeper, one of the Frontline Trends we’re seeing is more frontline organizations integrating technology into their employee communication and scheduling strategy.

With the help of advanced software and digital tools, it’s now possible to streamline implementing and managing a preventive maintenance schedule. Here are some of the ways technology can help:

1. Automated scheduling: Advanced software can automate the scheduling process by generating maintenance schedules based on predefined criteria like equipment type, usage, and age. 

2. Real-time monitoring: With the help of IoT sensors and other monitoring tools, maintenance teams can monitor equipment performance in real-time. This can help identify potential issues and provide valuable data for future maintenance planning.

3. Mobile access: Mobile apps and cloud-based platforms allow maintenance teams to access maintenance schedules, work orders, and other important information from anywhere, at any time. This can help to improve maintenance communication, collaboration, and response times in case of emergencies.

4. Predictive analytics: Advanced analytics tools can analyze data to predict when equipment might fail. This can help to improve maintenance planning and reduce downtime, as maintenance can be scheduled proactively rather than reactively.

Make Preventive Maintenance a Collaborative Effort

Implementing and managing a preventive maintenance schedule involves bringing together various departments, including maintenance, operations, and management, to work towards a common goal of maintaining equipment reliability.

To make preventive maintenance a collaborative effort, it is essential to involve all stakeholders from the beginning. This includes identifying the key equipment that requires preventive maintenance, determining the frequency of maintenance tasks, and assigning tasks to the appropriate personnel.

Communication is also a critical factor in making preventive maintenance a collaborative effort. Regular meetings and updates between maintenance, operations, and management can help to keep everyone informed about the status of maintenance tasks, any issues that arise, and the progress being made towards achieving maintenance goals.

Monitor Performance

One way to monitor performance is to collect and analyze data from the equipment using sensors and other monitoring tools. This can provide valuable insights into the condition of the equipment and help identify any trends or patterns that may indicate the need for maintenance.

But another important aspect of monitoring performance is tracking the completion of preventive maintenance tasks. This ensures that maintenance is being carried out according to schedule, and any necessary adjustments can be made if tasks aren’t being completed on time.

Regular performance monitoring can also help to identify opportunities for optimization and improvement. By analyzing performance data for preventive maintenance schedules, organizations can adjust factors like maintenance intervals or provide more clarification for tasks and expectations. 

Preventive Maintenance Scheduling: Key Takeaways

Preventive maintenance is a regularly scheduled maintenance activity to prevent equipment breakdowns and avoid unexpected downtime. Two approaches to preventive maintenance are a plan and a schedule. A preventive maintenance plan outlines all necessary maintenance activities, while a preventive maintenance schedule provides a specific timeline for the tasks to be completed. 

A preventive maintenance schedule is essential for:

• Ensuring regular maintenance
• Identifying potential problems
• Taking corrective measures
• Extending equipment lifespan
• Minimizing maintenance impact on production

Preventive maintenance scheduling can help:

• Save costs
• Increase safety
• Improve equipment efficiency

Developing a preventive maintenance schedule involves:

• Identifying equipment and critical components
• Determining maintenance tasks
• Establishing maintenance intervals
• Assigning responsibilities

Best practices for implementing and managing preventive maintenance schedules include:

• Using technology to streamline the process
• Making preventive maintenance a collaborative effort
• Monitoring performance
  

Need to Standardize Your Maintenence Management Processes? Get Access to Our Library of Checklists and Templates

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Learn how preventative maintenance can boost equipment uptime by 20%

At Beekeeper, we’ve worked with many frontline organizations looking to improve their internal communication strategy. We’ve seen how creating checklists, especially for manufacturing organizations, is an essential element of Frontline Success. 

One of the Frontline Trends we’re seeing is more organizations making an effort to digitize workflows. We’re predicting that organizations will embrace a more digitized approach to creating, distributing, tracking, and analyzing checklists, particularly when it comes to preventative maintenance.

In this in-depth guide, we’ll be looking at:

• What is a preventative maintenance checklist
• The benefits of having a maintenance equipment checklist
• How to create an equipment maintenance checklist
• Best practices for creating a preventative maintenance checklist

Let’s begin.

What Is A Preventive Maintenance Checklist?

A preventative maintenance checklist is an essential tool used by organizations to ensure that equipment, machinery, and facilities are operating at optimal levels. Essentially, it is a list of tasks that need to be completed regularly to:

• Prevent breakdowns
• Ensure safety
• Prolong the lifespan of equipment

A preventative maintenance checklist typically includes a range of tasks such as equipment inspections, cleaning, lubrication, repairs, and replacements. An equipment maintenance checklist is usually completed on a regular basis, like monthly, quarterly, or annually, depending on the specific needs of the equipment in question. 

The purpose of a maintenance equipment checklist is to help organizations avoid costly breakdowns and repairs, reduce downtime, and maximize productivity. 

5 Benefits of Using Preventative Maintenance Checklists

The benefits of implementing a preventative maintenance checklists include:

1. Fewer Costly Breakdowns and Repairs

By regularly inspecting and maintaining equipment, organizations can detect potential issues before they lead to major breakdowns or safety hazards. This not only reduces the risk of costly repairs but also helps businesses avoid downtime, which can be a significant drain on productivity and profitability.

2. Maximized Lifespan of Equipment

By keeping equipment in good working condition, organizations can prolong its lifespan and reduce the need to replace it prematurely. This can result in significant cost savings over time, as organizations can avoid the expense of purchasing new equipment and can continue to operate efficiently with their existing equipment.

3. Safer Workplace

An equipment maintenance checklist can also help organizations comply with safety regulations and ensure that their equipment is operating safely for their workers. By conducting regular safety inspections and maintenance, businesses can identify and address safety hazards, reducing the risk of workplace accidents and injuries. This not only protects employees but also helps businesses avoid costly legal fees and fines associated with non-compliance with safety regulations.

4. Improved Productivity

By keeping equipment in good working condition, organizations can avoid unexpected downtime and ensure that it continues to operate at optimal levels. This can result in increased efficiency and productivity, as organizations can operate more smoothly and with fewer interruptions.

5. More Profit

Finally, preventative maintenance checklists can help organizations improve their overall operations and profitability. By identifying and addressing potential issues before they become major problems, organizations can reduce costs, increase productivity, and improve safety in the workplace. This can help businesses to operate more efficiently and effectively overall, leading to increased profitability and success over time.

3 Key Components of a Preventative Maintenance Checklist

So what makes a preventative checklist successful?

Let’s look at three main elements:

1. Equipment Inspection and Maintenance

Regular equipment inspections and maintenance can help prevent breakdowns, reduce downtime, and extend the lifespan of the equipment. Maintenance tasks can include cleaning, lubrication, adjusting, and replacing worn parts. By performing these tasks regularly, the equipment can function at optimal levels and reduce the risk of failure. In addition, inspections can identify potential issues before they become major problems, allowing for timely repair or replacement.

The schedule for equipment inspections is usually based on the type of equipment and its usage. Inspections should include a thorough examination of all parts and components, including electrical systems, mechanical systems, and structural elements. Maintenance tasks should be performed according to the manufacturer’s recommendations and documented for future reference. By implementing a comprehensive equipment maintenance checklist, companies can reduce costs associated with repairs and replacements and ensure that equipment is operating safely and efficiently.

2. Safety Inspection and Maintenance

Ensuring that equipment and machinery are operating safely is essential to protecting frontline workers and preventing accidents in the workplace. By including safety inspections and maintenance in a preventative maintenance checklist, companies can reduce the risk of injury or harm to employees and maintain compliance with safety regulations.

Inspection checklists typically include a thorough examination of all safety components, including guards, shields, safety switches, and emergency stop buttons. Additionally, electrical systems should be inspected for any potential hazards, such as frayed wires or loose connections. Part of safety inspection and maintenance can also include regular cleaning, lubrication, adjustment, and replacement of worn parts.

A preventative maintenance checklist can also include follow-up action steps that direct employees on how to properly report safety issues once they’re detected.

3. Records and Documentation

Proper documentation is essential for:

• keeping track of equipment maintenance schedules
• identifying potential problems
• ensuring that all maintenance tasks are completed on time

Without proper documentation, it can be challenging to keep track of when maintenance tasks were last performed, which can lead to missed maintenance opportunities and equipment failure.

The documentation process should begin with the creation of a maintenance log. One potential preventative maintenance checklist template could include the:

• Equipment being maintained
• Date and time of maintenance
• Name of the technician responsible for the task

Pro Tip: Digitizing a maintenance log using a frontline success system like Beekeeper allows for real-time updates and keeps records easily accessible to all members of the maintenance team.

It’s also important to maintain records of equipment performance.

This can include data such as the:

• Frequency of breakdowns
• Severity of those breakdowns
• Expected cost of repairs

By analyzing this data, maintenance teams can identify patterns in equipment failure and take preventative measures to avoid future issues.

Another important element of documentation in preventative maintenance is the creation of work orders. Work orders are used to assign maintenance tasks to specific technicians and ensure that all necessary materials and tools are available.

Work orders should include the:

• Description of the task
• Equipment involved
• Any safety precautions that need to be taken

Maintaining accurate records of any repairs or replacements that are made during preventative maintenance helps track the lifespan of equipment and identify when it is time for a replacement. It can also be used to identify potential issues with specific types of equipment and inform future equipment purchasing decisions.

4 Steps to Developing a Preventative Maintenance Checklist

Now that we’ve looked at the elements of a successful maintenance equipment checklist, how can organizations start developing their own? Here are 4 steps to consider:

1. Identify Critical Equipment and Safety Hazards

To identify critical equipment, organizations should conduct a thorough review of their operations and identify the machinery, systems, and equipment that are most critical to their business. This may include equipment that is:

• Used frequently
• Used in high-risk processes
• Expensive to repair or replace

Then, organizations can begin to develop a preventative maintenance checklist that takes into consideration:

• The specific needs of each piece of equipment
• Potential safety hazards like exposed wires, slippery floors, or hazardous chemicals
• Providing safety equipment like goggles, suits, and gloves
• Modifying equipment or processes to reduce safety risks
  

2. Prioritize Maintenance Tasks

Prioritizing maintenance tasks involves identifying the maintenance activities that require immediate attention and those that can be deferred to a later date.

This helps organizations:

• Allocate their resources effectively
• Reduce downtime
• Improve overall operational efficiency

One way to prioritize maintenance tasks is to categorize them based on their level of importance. Tasks that are critical to the operation of the organization or have a high impact on safety should be given the highest priority. These tasks could include the inspection, testing, and repair of critical equipment, safety systems, and emergency generators.

Tasks that are important but not critical should be given a lower priority. These tasks may include routine maintenance activities like lubrication, cleaning, and calibration of equipment. These tasks may be essential, but they can be deferred to a later date if necessary.

3. Assign Responsibility for Maintenance Tasks

Assigning responsibility for maintenance tasks identifies the individuals or teams responsible for performing the maintenance activities and ensures that they have the necessary skills, knowledge, and resources to complete the tasks effectively.

Assigning responsibility for maintenance tasks begins with identifying the equipment or systems that require maintenance and the specific tasks that need to be performed. Then, the responsibility for each task should be assigned to an individual or team based on expertise and availability.

In some cases, maintenance tasks may be assigned to a dedicated maintenance team or department. This team would be responsible for ensuring that all maintenance tasks are completed in a timely and effective manner. Alternatively, maintenance tasks may be assigned to the individuals or teams that operate the equipment or systems, which ensures that those who are most familiar with the equipment are responsible for maintaining it.

Assigning responsibility for maintenance tasks should also include providing the necessary training and resources. This may include providing training on specific maintenance procedures or providing access to maintenance manuals and other resources.

4. Schedule Preventative Maintenance Activities

Scheduling preventative maintenance activities involves determining the frequency of maintenance tasks and creating a schedule that ensures these activities are completed on time.

To create a schedule for preventative maintenance activities:

1. Identify the equipment or systems that require maintenance and the specific tasks that need to be performed. Based on the manufacturer’s recommendations, industry standards, and previous maintenance records, organizations can determine the ideal frequency of maintenance tasks.
2. Create a schedule that outlines when each task needs to be completed. The schedule should take into account the availability of personnel, equipment, and resources required.
3. Prioritize maintenance tasks based on the importance and the impact they may have on the equipment’s performance. For example, tasks that are critical to the equipment’s operation or safety should be given higher priority than tasks that are less critical.
4. Review and adjust the preventative maintenance schedule regularly by monitoring the equipment’s performance, reviewing maintenance records, and making changes to the schedule as necessary.

Best Practices for Preventative Maintenance

Here are three more best practices to keep in mind while creating your organization’s preventative maintenance checklists.

1. Regular Inspections and Maintenance

Regular inspections involve routine checks of equipment and systems to identify potential issues early, while maintenance involves performing specific tasks to keep equipment and systems in optimal condition and prevent breakdowns. Regular inspections and maintenance can also help to ensure that equipment is operating safely and efficiently, reducing the risk of accidents or injuries.

Preventative maintenance checklists for inspections may include checks for wear and tear, leaks, corrosion, and other signs of damage or deterioration. Maintenance checklists could include tasks like cleaning, lubrication, and replacing worn or damaged parts. While workers may already be familiar with these tasks and perform them regularly, referring to a checklist helps reduce human error and accommodate less experienced or new employees.

2. Conducting Inspections and Maintenance During Off-Peak Seasons

Conducting inspections and maintenance during off-peak seasons can help organizations avoid disruptions to their operations. During off-peak seasons, equipment and systems may not be used as frequently, providing an opportunity to perform maintenance and repairs without impacting productivity.

By conducting inspections and maintenance during off-peak seasons, organizations can identify and address issues before they escalate, reducing the need for emergency repairs during peak seasons when equipment and systems are in high demand.

Off-peak seasons also provide an opportunity to perform more extensive maintenance tasks that may require longer periods of downtime. For example, equipment may need to be taken offline for maintenance and repairs that cannot be performed while in use. By scheduling these tasks during off-peak seasons, organizations can minimize the impact on productivity and reduce the risk of disruptions during peak seasons.

3. Utilizing Technology and Automation

Technology and automation help organizations: 

• Monitor equipment and systems in real-time
• Identify issues that might get overlooked
• Automate routine maintenance tasks

One way organizations can utilize technology and automation is by implementing sensors and monitoring systems to track the performance of equipment and systems. These sensors can detect changes in temperature, pressure, vibration, and other key indicators, and alert maintenance teams to potential issues.

Another way is automating routine maintenance tasks. For example, automated lubrication systems can ensure that equipment is properly lubricated without the need for manual intervention. This can help to extend the lifespan of equipment and reduce the risk of breakdowns due to improper lubrication.

Organizations can also use predictive maintenance software to analyze data from sensors and other sources to predict when maintenance tasks will be needed. This can help organizations to schedule maintenance tasks more efficiently and reduce the risk of unexpected breakdowns.

Mobile communication apps like Beekeeper can help:

• Give frontline workers real-time access to preventative maintenance checklists
• Allow managers to track progress and analyze results
• Create training programs for improving skills and knowledge in preventative maintenance

Creating an Effective Preventative Maintenance Checklist: Key Takeaways

Preventative maintenance checklists are tools used by organizations to ensure that equipment, machinery, and facilities are operating at optimal levels. These checklists help organizations avoid costly breakdowns and repairs, reduce downtime, and maximize productivity.

The benefits of using preventative maintenance checklists include: 

• Fewer breakdowns and repairs
• Maximizing the lifespan of equipment
• Creating a safer workplace
• Improving productivity
• Increasing profits

Developing a preventative maintenance checklist involves:

• Identifying critical equipment and safety hazards
• Prioritizing maintenance tasks
• Assigning responsibility for maintenance tasks
• Scheduling preventative maintenance activities

Mobile communication apps like Beekeeper can give frontline workers real-time access to preventative maintenance checklists, allow managers to track progress and analyze results, and create training programs for improving skills and knowledge in preventative maintenance.

Need to Standardize Your Maintenence Management Processes? Get Access to Our Library of Checklists and Templates

The post Creating an Effective Preventative Maintenance Checklist   appeared first on Beekeeper.

Suffering from shift stress? Fill open shifts faster without making a single phone call.

Shift schedules are often one of the top pain points for frontline workers. Inconsistent hours. “Bad” shifts. Being scheduled to work when they’re unavailable, and not being given enough notice of when they’re expected to work can push your hourly workforce to a breaking point. 

If left unaddressed, these frustrations around shift schedules can even cause workers to look for another job, or push them into the gig economy where they can enjoy flexibility, freedom, and control over their own schedules and pay.

What we’ve found both in our own research and in third-party studies is that the key to eliminating “shift stress” for frontline workers is to give them both flexibility and stability in their work schedules. 

Here’s why.

Quick Stats on Shift Work in America

• About 25% of the US population are shift workers
• 80% of night-shift workers have trouble sleeping
• Shift workers are 23% more likely to suffer heart attacks
• Shift workers are 2Xs more likely to be injured on the job
• About two-thirds of workers receive their work schedule with less than two weeks’ notice, and about one-third receive their schedule with less than one week’s notice
• Only 1 in 5 workers report working a regular daytime schedule

Some sleep experts have even said that some of the worst industrial disasters in history – including nuclear accidents at Chernobyl and Three Mile Island, the Bhopal chemical spill, and the Exxon Valdez crash – were caused, in part, by workers suffering from fatigue due to irregular shift work. 

Health Risks Associates with Shift Work

An unstable, unpredictable work schedule for shift workers not only causes added stress, but it can negatively impact their overall health. This is especially true for workers who frequently work night, graveyard, and swing shifts.

Understanding Shift Work Sleep Disorder (SWSD)

Shift work sleep disorder (SWSD) is a sleep disorder that commonly affects those who work non-traditional hours, outside the typical 9 a.m. to 5 p.m. workday.

Irregular shift work schedules disrupt peoples’ internal body clocks or circadian rhythms. SWSD causes difficulties adjusting to a different sleep/wake schedule, which causes disturbances in sleep patterns. 

Physical Symptoms of SWSD

People with SWSD experience increased risk for the following health conditions:

• Obesity
• Hypertension
• Cardiovascular disease
• Diabetes
• Cancer

At least one-third of shift workers experience sleep-wake disturbance and symptoms that would meet the criteria for SWSD.

Stable, Consistent Shift Schedules Boosts Overall Quality of Life for Your Frontline

“Workers are desperate for stability, frontline managers are overburdened and burned out, and corporate leaders are trying to look to the future.”

– Axonify’s Deskless Report 2022

According to a Fast Company study, a lack of stability in an employee’s work schedule can negatively impact their sleep and even their overall happiness.

• 16% of respondents reported that they receive their work schedules with less than a few days’ notice. Imagine it’s 8:00 on a Sunday night, and all of a sudden, you get an email saying you have to open at 5:30 the next morning. Finding out at the last minute that you have to work in a few hours is incredibly stressful — yet this is a reality for many hourly workers.
• 12% of respondents reported that they’ve had shifts unexpectedly canceled at the last minute. For someone who may live paycheck to paycheck, this unwelcome day off could seriously impact their financial stability.
• 45% of respondents reported feeling distressed. I mean, can you blame them?!
• The study also found that even small improvements in schedule stability can alleviate many of these problems. Simply sharing employee schedules two weeks in advance was strongly associated with the chance that more workers would feel happy in their jobs. 

Another study by Harvard Kennedy School’s Shift Project found that unstable shift schedules for frontline workers can negatively impact their children — and their children’s children causing multigenerational damage.

This study found the following:

• Children of parents who worked opening and closing shifts back to back (also known as clopening) missed more days of school than kids whose parents have stable work schedules
• Asthmatic children of shift workers were more likely to end up in the ER
• 41% of children whose parents were service workers do not get the recommended amount of sleep each night 

The good news is that with a little planning and preparation, managing shift schedules for hourly employees doesn’t have to be so painful. And your organization as a whole will benefit.

Shift Stability or Flexibility? Frontline Organizations Must Offer Both

It’s clear that erratic, unpredictable shift schedules have countless negative effects on both the frontline workers themselves and their family members. Working parents or frontline workers who have family or community commitments outside of work need reliable, consistent, stable work schedules. 

Prioritizing shift consistency and stability for workers who need a reliable schedule (like single moms) can greatly reduce burnout, alleviate work-related stress, and improve the overall quality of life for these frontline workers. 

When it comes to understanding what frontline workers want in their work schedules, there’s a clear generational divide that must be considered. Gen X and Baby Boomers want consistent and predictable work (and pay). Meanwhile, Millennials and Gen Z crave flexibility and freedom. 

Companies must do both in order to maximize retention across their entire workforce. 

The Other Side of the Spectrum: Gen Z wants Flexibility and Freedom Above All Else

Gen Z is the largest and fastest-growing segment of the global workforce. They were also among the cohort of frontline workers most likely to leave their job during The Great Resignation. 

As the first generation of humans to be born digital natives, Gen Z workers have high expectations when it comes to workplace technology. Information must be delivered in a mobile-friendly, immediate format for them to consume. This includes how they access their work schedules. The only “bulletin board” these tech-savvy employees have ever used is Pinterest. 

Younger Workers Want Flexibility and Freedom

For companies looking to win back workers who opted into the gig economy, they’re going to have to match the level of autonomy that driving for Uber or working for Postmates promises. 

We are in an unprecedented time, where younger people have more options than ever before in terms of how to make money. From joining the gig economy to becoming a social media influencer, understanding how to woo young workers can be a challenge. 

Tips to Retain Gen Z Frontline Workers:

• Mobile-first workplace technology
• Ditch paper schedules. Team members should be able to access their work schedules 24/7. Anytime. Anywhere
• Make shift swap requests easy and seamless
• Make open shifts more visible to workers who might want extra hours
• Streamline communication to enable rapid responses to questions (social media has conditioned modern workers to expect immediate responses)

Eliminate Shift Stress for Your Frontline

Aside from pay, shift schedules that meet their needs are the #1 thing frontline workers look for in a job, and they’re a critical determining factor on whether or not they stay. 

A mobile-first shift coordination solution (like Beekeeper!) enables companies to modernize shift scheduling, delivers cutting-edge workplace technology that employees crave, and minimizes frontline burnout which causes absenteeism. 

A shift scheduling tool offers many benefits:

• Keep every shift covered (without ever picking up the phone)
• Offer more flexibility 
• Streamline shift handovers
• Extend your existing shift scheduling software to the frontline

Ready to say goodbye to shift stress? Learn more about Beekeeper’s latest shift scheduling solution.  

The post Improve Shift Scheduling for Frontline Workers | Flexibility, Predictability, and Control Are Key appeared first on Beekeeper.