How to create a work schedule. How are employee work schedules set up? The procedure for creating a working schedule for employees

23.01.2024

For many workers, work schedule is a very important nuance. It is also important for the employer. How not to make mistakes when compiling it is in our material.

From the article you will learn:

Don't miss: the main material of the month from leading specialists of the Ministry of Labor and Rostrud

How to organize shift work + ideal shift schedule.

Many employees work in shifts. This regime is especially relevant in enterprises with round-the-clock work or where the working day is much longer than the normal daily work duration of one employee - transport enterprises, round-the-clock trade, continuous customer support, various services - rescue, medical assistance, and so on.

For precise fulfillment of functional duties, for control of discipline, for accounting working hours and for employees to understand when their working hours are - use a document such as a shift schedule or work schedule.

According to Art. 103 of the Labor Code of the Russian Federation, a group of workers performing functional duties during the established working hours does this on the basis of schedules.

Download documents on the topic:

Who makes the work schedule

The law does not stipulate that a specific employee must create an employee work schedule. This functionality can be assigned to an employee of the personnel service, or to the head of a unit (division, department, department, etc.). This employee brings together all the information on the duration of shifts and the order in which employees report to work, thus preparing a project.

However, the schedule is approved only by the head of the organization.

How the work schedule is approved

So, the schedule is approved by the head of the legal entity or a branch of the legal entity. In the Labor Code of the Russian Federation we will not find an approval procedure, so we need to follow here by analogy with the approval of other local regulations. If the document itself - the schedule - provides a stamp for approval, then a separate order is not required. If there is no such stamp, then it is possible to approve the schedules by issuing a separate order for the organization (branch).

After approval (signing by the manager), the schedule comes into force and becomes binding for employees.

Please note that when shift work mode(as required by Part 3 of Article 103 of the Labor Code of the Russian Federation) schedules are approved taking into account the reasoned opinion of the representative body of workers, if one has been created (as a rule, this is a primary trade union organization).

Since the law requires that employees be familiarized with the schedule in advance, it must be approved in advance, before the start of the period for which it was drawn up.

When to approve the work schedule

The need to draw up schedules arises when recording working hours in aggregate. Different periods can be taken into account in this way. Therefore, schedules are drawn up for the period corresponding to the accounting.

If work for the year is taken into account, then it is necessary to immediately draw up a shift schedule for the year. When accounting for a month's work, shift schedules for the month are drawn up.

Transition to a shift schedule

Those companies that decide to introduce shift work may face difficulties. To do this, you will have to take a number of mandatory steps:

issue an order to introduce a shift work schedule;
make changes to internal labor regulations;
notify each employee of changes in significant working conditions at least two months in advance;
draw up additional agreements to employment contracts with consenting employees;
deal with those who disagree (transfer them to other vacancies or fire them);
draw up shift schedules and familiarize employees with them within the established time frame.

Read more about the transition to shift work and the shift schedule (sample) .

How to make changes to the schedule

The employer does not have the right to change the shift schedule on his own initiative, since he determines the working hours of each employee. Consequently, changes to the schedule can be made only with the consent of the employee (Article 72 of the Labor Code of the Russian Federation). In case of changing the shift schedule unilaterally, it is necessary to adhere to the procedure regulated by Art. 74 of the Labor Code of the Russian Federation (with mandatory notification to the employee at least two months in advance about the upcoming change in organizational or technological working conditions).

Sample orders for schedule approval, examples of approval and review sheets - in our material.

Examples of shift schedules, as well as questions about holidays during shift work - .

Download in.doc

An employee shift schedule helps organize the work process during shift work. But you need to know how to calculate it correctly so that it does not cause confusion.

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Shift work is often used in organizations with a continuous production process. Also, 24-hour activities are carried out by some service enterprises.

In any case, to organize the work of employees, it is necessary to draw up a work schedule. At the same time, it is important to calculate it correctly so that there is no confusion during the labor process.

Basic moments

First of all, the need for a shift schedule is required for the proper organization of the work and rest schedule of each employee.

Using it, you can visually systematize all shift data. Any organization with a shift work schedule has its own individual schedule.

In this case, the direction of the enterprise’s activity and the type of products produced do not matter. However, some standard requirements apply to any schedule.

Definition

The work schedule is a separate document or an appendix to the collective agreement.

To correctly draw up a work schedule, the duration of the labor process should be taken into account.

For example, if the activity occurs in only one shift, then the schedule approaches an eight-hour workday with an hour-long lunch break. The specifics of the work, its features and nuances should be taken into account.

Every aspect must be carefully analyzed. The shift schedule must comply not only with the needs of the enterprise, but also with legal regulations.

Purpose of the document

The purpose of any work schedule is to regulate the activities of the entire team. A correctly drawn up schedule reflects the specifics of labor and the requirements of the Labor Code of the Russian Federation.

The schedule determines the number of working days, weekends and lunch breaks. If necessary, changes to the schedule are allowed.

The frequency of changes is determined by management, but the schedule can be changed no more than once a month. Several options are used to correctly draw up a schedule.

Each of them has both advantages and disadvantages. The choice of the most suitable work schedule is the direct prerogative of management.

There are such types of shift schedules as:

Shift work	It is considered most suitable for organizations with a 24-hour work schedule. In this case, employees are expected to work in shifts. This helps ensure continuity of the production process
Flexitime	Suitable for use by enterprises in which employees often have to work on weekends and travel to. With such a schedule, employees independently decide when it is most convenient for them to work and in what mode
Weekly chart	At the same time, employees must work a strictly defined number of hours per week; employees individually agree with management on the work schedule

Current standards

In order for the organization’s activities to be carried out continuously, it is necessary to draw up a shift schedule. But it is necessary to take into account the norms of the Labor Code.

It is required to correctly determine the duration of working hours for each employee. You will also need to calculate the required number of employees for each shift.

The shift schedule is developed in accordance with the provisions of Article 103 of the Labor Code of the Russian Federation. The employee is immediately introduced to the existing schedule.

The condition for shift work is prescribed in the internal regulations of the organization. This condition is included as a separate clause in the employment contract.

The manager has the right to change the schedule at any time. Moreover, each employee must be notified of upcoming changes at least a month in advance.

When drawing up a work schedule, you need to take into account some legal requirements:

If the employee's working day is twelve hours	Then the total amount of working time per week cannot exceed forty hours. According to the employer, the employer is free to use any schedule, provided that work alternates with rest. The duration must be at least forty-two hours per week
Based on the length of the night shift	Should be an hour shorter than the daytime. If this hour is used for work, then it must be paid at double the rate. Night hours must also be paid twenty percent higher than the daytime hourly rate.
Length of shift before a public holiday	Must be reduced by an hour, which requires . If reduction is not possible, the hour worked will be paid twice
In accordance with Article 103 of the Labor Code, it is impossible	For the same employee to work two shifts in a row without proper rest. So if the length of the shift is twenty-four hours, then the next day should be a day off
With an eight or twelve hour work day	It is possible to extend the duration of a shift only in exceptional cases. For example, a technical accident occurred at the enterprise, there is no one to replace the employee, etc.
With a three-shift work schedule	Required to alternate shifts every week

The procedure for creating a working schedule for employees

You can create a work schedule manually or using special software.

If the organization has a small staff, then you can draw up a schedule on a regular piece of paper using simple mathematical calculations.

If all employees come to work every day and working hours are always the same, then you can do without a shift schedule altogether.

If an organization has a working day of more than eight hours, then it is more advisable to use a sliding schedule with “floating” rest days. The most popular schemes are 2/2 or 3/3.

In some cases, the 7/7 option is used, but this mode is used very rarely. It is believed that already on the fifth day, an employee’s productivity drops significantly due to the accumulation of fatigue.

In order for the above schemes to be successfully applied, the number of employees must be even. In 24-hour establishments, a shift schedule is used.

2 day shifts	2 days off – 2 night shifts – 2 days off
1 day shift	1 night shift – 2 days off

The first option is more convenient because it allows the employee to fully relax. The second method allows you to rest only on the second day; the first day is spent sleeping.

But such a schematic approach is suitable if the majority of the staff are working students. How to correctly draw up a monthly work schedule in a large organization?

If the number of staff allows you to divide it into seven teams, you can use the 5/2 schedule. The work process looks like this:

2 night shifts	from 21.00 to 8.00
1 evening shift	from 18.00 to 22.00
1 day shift	from 16.00 to 22.00
1 morning shift	from 8.00 to 16.00

With this schedule, each employee works forty hours a week. At the same time, two shifts work simultaneously during the night period. You can use the work schedule every other day.

If the number of employees allows, you can organize work in three days. As a rule, such schemes are used in security companies.

But at the same time, we should not forget about the hours of rest required by law during a shift. This means that at least one “extra” employee must be on shift.

Required data

When drawing up a work schedule, you should consider how many hours each employee works and the total length of the working day.

It is necessary to take into account the specifics of the organization’s activities and the structure of the working day. Each factor should be considered individually in order to maximize its importance when creating a schedule.

If an employee is hired with a shift requirement, then all the nuances of the work process should be immediately discussed.

A correctly drawn up work schedule must comply with the conditions specified in or annex to it.

In general, to create a schedule you will need:

organization documents;
acting ;
applied production calendar;
calculator;
Labor Code;
form .

Who should compile

Drawing up a work schedule in an organization is the responsibility of labor specialists. The management of the enterprise should also be directly involved in the process.

You need to understand that a well-drawn schedule will help you outline the rhythm and style of production activities for several years in advance.

After the schedule is drawn up by an employee of the HR department or another responsible employee, its certification is required.

The manager must familiarize himself with the schedule and then certify it with his signature. In this case, the position of the manager and his personal data are indicated.

Approval of the work schedule is the responsibility of the organization's general director. He is obliged to endorse the schedule. The resolution must contain the name of the position, personal data, date, signature.

You need to draw up a work schedule in advance. According to the law, each employee must familiarize himself with the schedule one month before it comes into force.

If a shift schedule is introduced in an organization for the first time, then employees should be familiarized with the schedule two months before the start of its use.

Sample document

There is no standard template for drawing up a work schedule. Consequently, organizations, when planning an operating mode, can develop a sign, template or other acceptable form on their own.

But it must certainly contain the following required details:

full and abbreviated name of the organization corresponding to the constituent documents or full name. individual entrepreneur - indicated in the upper left corner, all other information is indicated below;
Title of the document;
validity;
name of the structural unit for which the schedule was developed.

After completing the document header, you can start creating a table:

Draw a table	The serial number is written in the first column, the employee’s personal data and position are written in the second, and the employee’s personnel number is written in the third.
Schedule the month by numbers	By allocating a separate column for each working day
Make a separate column for reference	After approval of the schedule, workers must sign and date
Determine the required number of shifts	Necessary for process continuity, and the duration of each shift
Calculate the number of employees	Every shift
Schedule working days for all employees	To do this, it is first advisable to assign a symbol to each shift

Programs specially designed for this greatly facilitate the process of compiling.

For example, using a program based on Microsoft Excel, you can create a schedule for the year ahead, as well as a production calendar for any year. To create a schedule, you can set any work scheme.

FAQ

When drawing up a work schedule, especially if this is done for the first time, many questions often arise.

This is probably why it is worth noting points that require special attention:

compliance with labor laws;
specifics of activity;
individual approach to employees;
peak moments of working hours when a break is most appropriate;
the organization’s operating hours, since working days may also include holidays;
eliminating processing, which will save on labor costs;
choosing the most appropriate schedule;
taking into account the opinions of the employees themselves.

How to create a work schedule for 5 people

In most cases, when working in shift mode, it is recommended to have an even number of workers. But what if a small organization employs five people?

After all, it is important that each employee works the same amount of time. As an example, we can consider a situation where an enterprise employs five people.

The working week consists of six days. Sunday is a common day off for everyone. Each employee is assigned an individual serial number, from 1 to 5.

The workflow will look like this:

Monday	1,3,5
Tuesday	1,2,3,4,5
Wednesday	1,2,3,4
Thursday	1,2,3,4,5
Friday	1,2,3,4,5
Saturday	2,4,5

With this approach, each employee will work five days per week.

If in three days

To draw up a work schedule every three days, you should initially determine the norms of working hours using the production calendar.

In this case, it is necessary to exclude from the calculation the annual salary due to employees.

Calculate the number of hours per year	For which the work schedule is drawn up. Why is a forty-hour work week taken into account? The number of weeks in a year is determined and multiplied by forty
Determine the duration of the vacation	Each employee in hours. Forty must be multiplied by the number of weeks in twenty-eight days. That's one hundred and sixty hours
Subtract the amount of vacation from the number of annual hours	Divide the result by twenty-four (hours in a day). Get the number of working days per year
Divide the number of calendar days in the accounting year by the number of working days	The result will show the required number of employees for the one-day/three-day mode

draw a graph;
enter serial numbers, personal data and write down the dates of the month;
determine the dates of return to work for each employee, observing the sequence of days off;
familiarize employees with the schedule a month before implementation.

It may seem incredible, but often the success of an organization depends on a properly designed work schedule.

When determining the potential of an enterprise, the literacy of the operating mode occupies one of the leading positions.

To obtain the greatest efficiency, experienced managers try to pay maximum attention to the schedule of production activities.

Attention!

Due to frequent changes in legislation, information sometimes becomes outdated faster than we can update it on the website.
All cases are very individual and depend on many factors. Basic information does not guarantee a solution to your specific problems.

From this article you will learn:

When is a shift work schedule introduced?

How to register a transition to a shift schedule

How to correctly create a shift schedule

How long can one shift last?

When is a shift work schedule introduced?

According to Part 1 of Article 103 of the Labor Code, shift work is introduced by decision of the employer in cases where:

The duration of the production process exceeds the permissible duration of daily work. For example, when there is a need for round-the-clock provision of services (in particular, security companies, organizations (institutions) providing emergency medical services);
more efficient use of equipment, an increase in the volume of products and services provided are required. For example, in order to increase sales, some trade and catering organizations (shops, canteens) work around the clock.

How to register a transition to a shift schedule

In order to switch to shift work, the employer must:

issue an order to introduce a shift work schedule;
reflect the condition on the introduction of a shift regime in the Labor Regulations or the collective agreement (Part 1 of Article 100 of the Labor Code of the Russian Federation);
draw up a shift schedule (Part 2 of Article 103 of the Labor Code of the Russian Federation);
specify the condition for introducing a shift work schedule in the employment contract with the employee (part 1 of article 100, paragraph 6 of part 2 of article 57 of the Labor Code of the Russian Federation).

Issue an order to switch to shift work in any form. In it, indicate the positions for which shift work is established, the timing and procedure for introducing shift work.

When reflecting the conditions for shift work in the Labor Regulations or in a collective agreement, indicate (Part 1 of Article 100 of the Labor Code of the Russian Federation):

length of the working week;
duration of daily shift, including part-time shift;
start and end times of work;
time of breaks from work;
number of shifts per day;
alternating working and non-working days.

The condition on shift work must be specified in the employment contract with the employee (part 1 of article 100, paragraph 6 of part 2 of article 57 of the Labor Code of the Russian Federation). If the employment contract was concluded before the introduction of the shift regime, then amend it in the manner prescribed for changing the employment contract for reasons related to a change in organizational or technological working conditions (Articles 72, 74 of the Labor Code of the Russian Federation).

Example. In connection with the store's transition to a new operating mode, the head of the organization issued an order to introduce a shift work schedule. The head of the HR department familiarized employees with the changes, salesman K.I. Semenova agreed to work on a shift schedule. In connection with the change in the work schedule, an additional agreement was concluded with the employee to the employment contract. Semenov K.I. familiarized with the shift schedule against signature a month before its introduction.

How to correctly create a shift schedule

During shift work, employees work during the established working hours in accordance with the shift schedule. When compiling it, it is necessary to take into account the opinion of the trade union or other representative body of employees, if there is one, of course (Parts 2 and 3 of Article 103 of the Labor Code of the Russian Federation).

When drawing up shift schedules, it is necessary to take into account the following features of shift work:

the duration of working hours should not exceed the established norm (Part 2 of Article 91 of the Labor Code of the Russian Federation). At the same time, if an organization (institution) has introduced summarized recording of working hours, when determining the normal number of working hours, it is necessary to take into account the features established by Article 104 of the Labor Code of the Russian Federation;
for certain categories of employees, the duration of the work shift should not exceed the established limit (Article 94 of the Labor Code of the Russian Federation);
the work shift immediately preceding a non-working holiday is reduced by one hour (Part 1 of Article 95 of the Labor Code of the Russian Federation);
the night shift is reduced by one hour without further work (part 2 of article 96 of the Labor Code of the Russian Federation);
work for two shifts in a row is prohibited (Part 5 of Article 103 of the Labor Code of the Russian Federation);
weekly continuous rest should not be less than 42 hours (Article 110 of the Labor Code of the Russian Federation).

There is no standard form for the shift schedule. Therefore, you have the right to draw up a document in any form. The shift schedule can be drawn up as an appendix to a local regulatory act establishing the shift nature of work (collective agreement, labor regulations, etc.), or approved as a separate document by order of the head of the company.

For convenience, you can use the unified form provided for the time sheet (form No. T-13). For this purpose, columns 1–6 can be used in this form.

The employer must communicate the approved shift schedule to each employee no later than one month before it comes into effect (Part 4 of Article 103 of the Labor Code of the Russian Federation).

The shift schedule is a mandatory document for the parties to the employment contract, therefore the organization (institution) does not have the right to hire an employee to work outside the schedule, with the exception of some cases of involvement in overtime work (Articles 99, 103 of the Labor Code of the Russian Federation).

Pay special attention: draw up the shift schedule so that the employee’s working hours do not exceed the normal number of hours for this category of persons for the accounting period. Therefore, overtime work cannot be included in the shift schedule. Determine the hours worked overtime by the employee on the basis of the time sheet (in particular, according to form No. T-12 - for commercial organizations, according to form No. 0504421 - for state (municipal) institutions). It should be taken into account that overtime work should not exceed four hours for each employee for two days in a row and 120 hours per year (Part 1, 6 of Article 99 of the Labor Code of the Russian Federation).

How long can a shift last?

As a rule, shift work is introduced together with the summarized recording of working hours. It applies if the duration of work of employees deviates from the established norm of 40 hours per week (Part 1 of Article 104 of the Labor Code of the Russian Federation).

The maximum duration of a work shift is not established by law (letter of Rostrud dated December 2, 2009 No. 3567-6-1). An exception to this rule are certain categories of employees for whom working time during a shift is limited. These include, in particular:

minors;
disabled people (the duration of the work shift is established in accordance with a medical report);
car drivers (part 2 of article 329 of the Labor Code of the Russian Federation, section 2 of the Regulations approved by order of the Ministry of Transport of Russia dated August 20, 2004 No. 15).

A detailed list of employees who have a maximum work shift duration is given in Article 94 of the Labor Code of the Russian Federation.

Night work, weekends and holidays with a shift schedule

In case of shift work, traditional weekends Saturday and Sunday can be included in the shift schedule as working days (Part 3 of Article 111 of the Labor Code of the Russian Federation).

According to the shift schedule, employees may be required to work on non-working holidays. At the same time, the provision on the transfer of days off does not apply to organizations with a shift work schedule (paragraph 2, clause 2 of the Procedure approved by order of the Ministry of Health and Social Development of Russia dated August 13, 2009 No. 588n). If the weekends established by the shift schedule coincide with non-working holidays, these weekends are not transferred to the next working day after the holiday.

As a general rule, for work on a holiday within the monthly time limit (i.e. if the holiday is a working day according to the shift schedule), pay an additional payment in the amount of a single daily or hourly rate above the salary (Article 153 of the Labor Code of the Russian Federation).

It is important to pay attention to how work was carried out on holidays:

within normal working hours;
beyond normal working hours.

Non-working holidays are established for all employees, without exception, by Article 112 of the Labor Code of the Russian Federation. Therefore, work on such days is subject to additional payment (Article 153 of the Labor Code of the Russian Federation).

If the employment contract establishes a working time regime that provides for work on non-working holidays (for example, a shift work schedule) and the work was performed within the normal working hours, then in this case the time worked on holidays must be paid at least a single daily or hourly rate in excess salary (i.e. not less than double the amount).

If work on holidays was carried out in excess of normal working hours, then the employee’s remuneration must be no less than double the daily or hourly rate in excess of the salary (i.e., no less than triple the amount).

Specific amounts of payment for work on holidays can be established in a collective agreement or in a local regulatory document of an organization (institution), for example, in the Regulations on Remuneration.

In addition, instead of increased pay for working on a holiday, at the employee’s request, he may be given another day of rest, for example, in the same month. In this case, work on a holiday is considered to be carried out within the normal working hours. Pay for the work for this day in the general manner: in a single amount. Do not pay extra for a day off.

This procedure is established by Article 153 of the Labor Code of the Russian Federation.

If the shift occurs at night, then the employer must comply with the requirements of labor legislation on increased wages (Article 154 of the Labor Code of the Russian Federation).

Editorial staff of the magazine "Salary"

Each individual enterprise has its own work schedule. For any company it is determined individually, in accordance with the characteristic features of its production process. Nevertheless, there are generally accepted requirements for scheduling, which we will consider further, and we will also look at how to correctly create a work schedule.

Principles for creating a work schedule

The basic rule that applies when drawing up a schedule is compliance with legal norms. In order for the schedule to comply with these standards, it is important to take into account the length of the working day at the enterprise when creating the schedule. For example, if an organization works in one shift, then the length of the working day should be as close as possible to 8 hours, and the time for an hour-long lunch break should also be taken into account. In addition, it is necessary to pay attention to the type of activity of a particular enterprise, the features of serving visitors and their total number. The work schedule will comply with the legal requirements governing this type of activity only after analyzing the above aspects. When studying the question of how to create a work schedule, you should know that this can be done in several ways.

Types of work routines

In the labor legislation of the Russian Federation, there are several working procedures regulated by established internal rules or a collective agreement. The work schedule is divided into the following types:

Work in one shift.
Irregular schedule.
Flexible schedule.
Shift work.
Shift method.
Part time.

What is a shift schedule

Shift work is a routine where an employee’s schedule may change on different days. Such a system is necessary in organizations that work around the clock. These include:

Ambulance.
Police.
Fire Department.
Supermarkets.
24-hour cinemas.
Gas stations.
Cafes and others.

In addition, they draw up a 2/2 (shift) work schedule, often for banking institutions. Here this is necessary not for the 24-hour operation of the branch, but for customer service over the phone (customer service). An eight-hour working day in this case imposes some inconveniences on workers and management, which can be easily solved by introducing a shift work schedule. You will learn below how to create a shift work schedule.

The legislative framework stipulates that a person must work two shifts per day, the duration of each of which should not be longer than 12 hours. However, in practice there are quite often cases when only one shift works for 24 hours.

Features of a shift work schedule

Depending on the type of activity of the organization, the characteristics of the production process, socio-economic issues and the coordination of work under a collective agreement, several shift options are distinguished:

1. So, let's consider the first option - how to create a 12-hour work schedule? This schedule involves working in two shifts. As a rule, these are day shifts - from 8 am to 8 pm and night shifts - from 8 pm to 8 am, 12-hour shifts.

2. Three shifts with a schedule for 4 teams. In factories that carry out a continuous production cycle and have a large staff of workers, it is most profitable to schedule the work of employees in three shifts of 4 teams, three of which work, and one rests. Most often, in such a schedule, the division of working time occurs according to the following principle:

4 night trips for 8 hours (from 11 pm to 7 am), then 2 days off.
4 day trips (from 7 a.m. to 3 p.m.), then rest.
4 evening exits (from 15.00 to 23.00), a day off after.

3. Three shifts for 5 teams. In this case, you can create an employee work schedule as follows:

Two eight-hour working days in the morning (8.00-16.00), then two days off.
Two eight-hour evening shifts (from 16.00 to 24.00), a day for rest.
Two night shifts (from 0.00 to 08.00), three days off.

4. How to create a work schedule for 3/3? It is important to remember here that the duration of weekly continuous rest cannot be less than 42 hours (Article 110 of the Labor Code of the Russian Federation), and the work shift time cannot exceed 12 hours.

5. Don’t know how to create a work schedule for 4 people? In this case, you can use the time distribution as in the second point, when three people work and one person rests. Or use the first option - a 2/2 work schedule: two work, two rest.

Night shift is work performed by an employee from 10 pm to 6 am. The duration of this shift should be shorter by one hour, without the need for modification. The point is regulated by Article 96 of the Labor Code.

Who can't work the night shift?

Pregnant women.
Persons under 18 years of age.
Persons who cannot be hired to work at night, in accordance with industry documentation and internal regulations.

In addition, categories of workers have been identified who can be involved in work at night only with their written consent. These include:

Women who have children under three years of age.
Disabled people.
Persons caring for disabled children.
Workers caring for sick relatives (this fact must be confirmed by a medical certificate).
Single mothers and guardians whose child is less than 5 years old.

The employer has the right to independently choose how to draw up a work schedule in accordance with his needs. It is important to note that the optimal option is a four-shift schedule. Working in two shifts does not have a very favorable effect on the performance of employees, and working in three shifts does not allow for the maximum use of all resources, since a person cannot enter the work mode due to the constant change in working hours.

The legislative framework

The relationship between employer and employee is regulated by the Labor Code, including the preparation of shift work schedules; this issue is covered in Article 103.

Since most often the shift work schedule obliges the employer to form small groups within structural divisions, a collective agreement is drawn up, which spells out the interests of each employee.

When concluding this agreement, the employer is obliged to talk with a representative of the body acting in the interests of employees, as a rule, this is a trade union. The employer is obliged to independently familiarize employees with the approved version of the contract one month before the start of its validity.

Based on the Labor Code, several points can be noted that must be taken into account when drawing up a collective agreement:

One worker cannot work two shifts in a row.
Each employee must rest at least 42 consecutive hours per week.
The total number of working hours should not exceed 40 per week.
Breaks during the working day.

Formation of the schedule

Don't know how to create a work schedule? To clearly organize the work process, it is necessary to create an official shift schedule. It must contain the following information:

Information about shift composition.
Shift start and end time.
Work schedule.
Time for a break.

There is no specific template for creating a schedule, so it is formed by an authorized person of the organization in free form.

What is important to consider when drawing up a work schedule

There is no clear answer to this question, since each company has its own specifics, so it is impossible to form a specific template. When drawing up a work schedule, the manager must take into account all the specifics of the work, the strengths and weaknesses of the employees, and based on this information, form a suitable composition of shifts and set the optimal working time for them.

The simplest way to create a work schedule is to number the shifts. After this, combine several employee names under one number and set working hours for them. It turns out clear and simple.

Features of scheduling

When creating a work schedule, it is important to remember the following features:

Before holidays, shift lengths must be reduced by an hour.
With equal pay for day and night shifts, the latter's time should be reduced by an hour.
Overtime hours are not included in the schedule.
If a shift falls on a calendar day off, it is still a working day. Pre-holidays and public holidays that fall on calendar weekends are not postponed.
Holidays are paid at double rate.
For working on a working holiday, an employee can ask for an extra day of rest, in which case payment for the shift is made according to the standard form.

Putting the work schedule into effect

As mentioned above, in order to introduce a new work schedule, it is necessary to draw up a collective agreement. The work schedule for shifts must certainly be regulated by internal regulations.

Each employee must be familiar with the shift schedule upon hiring; this fact is recorded in the employment agreement.

Most often, difficulties arise during the transition to a shift work schedule. Employees must be notified in writing of changes in schedule at least 2 months in advance. If shift work negatively affects the performance of other duties, then formal changes must be made to the employment contract. If this is impossible, then after a two-month period of work under the previous schedule, if there is not enough space or the employee refuses, he may be fired.

A new work schedule is most often introduced by local regulations. The director issues an order or instruction indicating all the necessary information about the work of the shifts. Each employee is obliged to read the document and give his written consent.

How to eliminate recycling

Enterprises switching to a new working regime most often change the procedure for recording labor time, moving from a standard weekly rate to summarized accounting. With this scheme, recycling can be calculated as follows:

The employer determines a large reporting period of time - a month, a quarter, and most often a year (accordingly, it is also necessary to draw up a work schedule for the year in advance).
It is calculated how many shifts there can be with the available work schedule.
The number of shifts is compared with the teams.
Current conclusions about processing are drawn.

Example

So, let's look at an example of how to create a work schedule to eliminate overtime? When analyzing the most popular work schedule, “one after three,” an employee will work approximately 1,974 hours per year. When dividing this figure by 24 (hours per day), the result is 82 shifts per year. That is, 4 employees, in accordance with the law, can only work 329 working days. Even taking into account overtime, which cannot exceed 120 hours per year, employees will only be able to work 342 working days. In order to eliminate overtime, it will be necessary to attract 5 or 6 workers to production.

This is what a summary of working hours looks like. By performing simple mathematical calculations, an employer can easily understand whether his shifts fit into the work schedule or not. In addition, you can use special programs for this purpose that allow you to build work processes. And also in them you will learn how to create a work schedule for 3 people, for example, since doing this manually is quite difficult. With their help, you can figure out scheduling much faster.

Conclusion

So, in conclusion, we can say that employees working on a shift schedule have all the rights provided for by the Labor Code. Among them, the following should be highlighted:

The duration of continuous working time cannot exceed that established by law.
The number of hours of rest for an employee per week is regulated by Article 110 of the Labor Code of the Russian Federation.
One worker is prohibited from working two shifts in a row.
A shift is considered a night shift when more than 50% of its time falls between 10 pm and 6 am.
If the work schedule is not agreed upon with the trade union or the accepted schedule is violated, its legality may be challenged in court.
If it is necessary to work on a holiday, the employee has the right to receive another day of rest or pay at a double rate.

When applying for a job and interviewing at a new company, in addition to the salary, we are almost always interested in the promised working conditions. This is not surprising, because different fields of activity have their own work schedules. Based on an additional agreement, an employee can be provided with an individual work schedule, taking into account the specifics of his activity - it may include alternating day and night shifts, staggered hours and other features.

But many employees and employers are faced with some restrictions every now and then. The fact is that there are certain requirements for drawing up a schedule, non-compliance with which may become a violation of the labor legislation of the Russian Federation. That is, you most likely will not be able to distribute your working time according to your own wishes. We’ll tell you how to properly create a work schedule for employees and what needs to be taken into account.

The Labor Code of the Russian Federation obliges the employer to keep strict records of the actual time worked by all its employees. And this is no accident - after all It is according to the work schedule that wages are paid.

The schedule, according to , determines the employee’s daily arrival and departure from work, break times, and sometimes even the work area assigned to him. It is a very important document for any organization and is usually drawn up a month in advance, although this period is not formally regulated anywhere. Most often, such a graph looks like a table, each row of which is assigned to a specific employee.

In other words, Employee work schedule – the period of their work and rest. Like any other document of a formal nature, it is regulated by both federal regulations and local documents. The employer’s task is to coordinate the schedule with trade union bodies so as not to give unnecessary workload to subordinates.

Classification by type

When drawing up a schedule, you need to take into account the specifics of the organization’s work and the number of hours that the employee spends at the workplace. This also includes the length of the working day, the working week, as well as the regime of rest, vacations and fixed break times. In accordance with Article 100 of the Labor Code of the Russian Federation, an employee’s work schedule can be:

Single shift (regular);
Irregular;
Flexible or sliding;
, including through the rotation method;
Fragmented.

The majority of the working population works on a single-shift schedule. Many employees arrive and leave at the same time every day, while working a fixed number of hours per week - usually 40 or less. All hours worked in excess of this standard are considered overtime and must be paid additionally.

The maximum working day according to labor law is from 8 to 12 hours.

Irregular working hours are allowed to be introduced only for certain categories of employees. This means that employees can be involved in work activities during additional hours stipulated by the contract. For this he is entitled to benefits and a variety of compensation. As for the flexible schedule, it is extremely convenient for students, because under such a regime they can, at their own discretion and in agreement with the management, vary the time of arrival and departure.

With a shift schedule, the employee performs his duties at a certain frequency throughout the week. In this case, remuneration is based on hours worked. As with the regular schedule, overtime hours must also be paid additionally. But a fragmented working day is not so common in our country - in this case, the working day is divided into several parts, between which there is a place for rest.

Sample and form

Labor legislation does not provide a standard form for drawing up a monthly work schedule for employees. It can be made in any form - table, calendar, chart, etc.

The easiest way is to format the document in table form. For example, you can indicate its serial number in the first line, the full name of the employee in the second, and leave the remaining columns for filling in the numbers of a specific month. Do not forget to allocate a separate column for filling in each working day.

But despite the fact that the schedule is not a document of the most strict form, it is recommended to follow a certain structure when drawing it up. In particular, it must contain the following information:

Full name of the company (in accordance with the constituent documents);
The name of the unit or department for which the schedule applies;
Document number (in accordance with internal document flow);
Duration of the document and beginning of entry into force;
Full name and position of the manager;
Full name and position of the employee;
The total duration of the working day or shift;
Number of shifts.

All this data can be indicated at the beginning of the document or in the middle, on the left or on the right - it doesn’t really matter. It is only important to take into account that next to the name and position of the manager there are several empty lines for his signature. This must be done for the employer to approve the completed schedule. There should also be signatures of employees familiar with the table data. You can also supplement the schedule with other columns, for example, enter the employee’s personnel number or his hourly rate. Under the table itself, it is advisable to indicate the explanation of all abbreviations or indicate the total number of subordinates.

How and by whom it is filled out

The law does not clearly define who should set employee work schedules. This responsibility can be assumed by the head of the HR department or the head of the department.. But the main thing is that he has access to all the necessary information - from the duration of shifts to the vacation schedule. In addition, it is important to remember that it will not work to draw up a work schedule, guided only by the wishes of the employer and employee - everything must be within the framework of the law.

Another important point is document approval. Only the head of the company can do this, after which the document is sent for signature to the head of the legal department.

As for the special order on the approved schedule, we will not find any information about this in the Labor Code of the Russian Federation. This means that drawing up an order or not is solely a matter for the organization’s management and the principles of maintaining its internal documentation. That is, the absence of an order one way or another will not constitute a violation of the law.