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Onboarding: How to seamlessly integrate new colleagues into existing shift schedules
A good start to the team lays the foundation for long-term satisfaction and productivity of new employees. In companies with shift work, the introduction of new colleagues should also include the shift system used. The following guide offers practical tips to help you create a win-win situation for everyone involved.
While traditional onboarding is primarily aimed at the professional, social and value-oriented integration of new employees, it is particularly important in companies with a shift system to communicate the work organization efficiently and purposefully. The following tips can help.
Transparent communication right from the start
New employees should receive basic information about the shift system during the application process. Tell your applicants about the shift models used in the company. Are there early, late, and night shifts? Are these planned on a rotating basis? Where can the current schedules be found?
Ask applicants about possible restrictions such as family commitments or part-time jobs.
Tip: Prepare a brief overview in the form of a flyer or digital document that summarizes the most important points.
Offer training for the shift planning process
Not everyone is familiar with modern shift planning tools or processes. Offer new employees a short training course. This could include the following training courses, for example:
- Software introduction: explain the shift planning software, if one is used. Demonstrate how employees can view their schedule or enter requests. Shift planning software such as Papershift LINK offers the advantage of being particularly easy to use.
- Rules and deadlines: Explain deadlines for submitting availability or vacation requests.
- Shift swaps: Describe how shift changes or swap requests are organized.
Tip: Provide a test environment or a demo account so that new colleagues can try things out.
Appoint mentors or contact persons
A fixed contact person makes it easier for new employees to get to grips with the shift system used. This person can, for example, clarify questions that arise during the induction period and help with any uncertainties regarding the division into shifts.
Tip: Use experienced team members as mentors. They bring valuable practical experience with them.
Integration into existing schedules
New employees should not be scheduled for full shifts straight away. Instead, you can start with a smaller number of shifts so that the new employee can get used to the process.
Plan the new employee’s first shifts together with experienced colleagues who can provide support in case of uncertainties. Ask about preferences and take them into account where possible.
Tip: Communicate transparently to the team that the new colleague needs time to settle in.
Use modern and user-friendly shift planning software
Modern software can make the onboarding process much easier, especially in companies with a shift system. Use modern tools such as Papershift, which show a clear overview of planned shifts, send push notifications or reminders and offer an easy way to swap or sign up for shifts.
Tip: Choose a tool that is intuitive and user-friendly – especially for newcomers.
Promote team culture
Shift schedules can only work if the entire team works in harmony. Help new employees to integrate into the team. Make it possible for old and new colleagues to interact, for example during breaks, after-work activities or induction events.
Strengthen the bond through activities outside of work – but without exerting pressure to participate. Not every colleague has the time or inclination to meet up with their colleagues after work. Encourage an atmosphere in which everyone feels heard.
Tip: Create opportunities for feedback and joint reflection.
Onboarding forms the basis for good collaboration
Companies must offer comprehensive onboarding so that new employees feel comfortable in their workplace. In companies with a shift system, there are a few special features to consider. Transparent communication, support from experienced colleagues and the use of modern shift planning software ensure a smooth start for new employees and lay the foundations for a long and successful working relationship.
