Shift handovers are complicated and crucial; they are used to safeguard the information provided during a shift change; Companies that communicate information that’s task-relevant between their shift change create a safe and effective workplace. Effective shift handovers make your business and work environment more effective, safer, and efficient. However, every employee from your workplace that goes into a shift must have enough information at their fingertips for smooth working. But how do you ensure they have enough information? How do you know the shift handover process is effective at your place? This guide will help you with a few tips that can help you in effective shift handovers.
Here are a few tips for shift handover that might help you:
Keep it concise: When providing shift handover, you don’t need to provide everything. Just concise and clear information is enough. Often employees waste time, efforts, and resources in providing out-of-context information. Information that might be required for potential issues in the next shift and some briefing about the previous shift is enough for smooth functioning.
Follow a certain set of frameworks: Shift handover must complete or perform within a fixed set of framework and guidelines while helping to keep organized and smooth functioning of the entire process. Many companies and the medical sector use predetermined standards for shift handovers. For instance, the Royal College of Physicians created NEWS- national an early warning score is a simple tool that focuses more on Physiological observations, including temperature, respiration rate, systolic blood pressure, etc. However, it’s not the only framework SBAR is another framework used for shift handover.
Ask Questions: Whenever you receive shift handover, make sure you ask questions related to previous work, any pending or ongoing work and what is expected from them, etc. Clear out your queries before taking over the shift; it will help smooth the process. Asking questions will also provide you surety because sometimes, employees fail to provide accurate information during shift handovers, which might create issues later.
Maintain confidentiality: When the shift handover process takes place, several vulnerable and crucial pieces of information are involved that shouldn’t be discussed openly. Its the responsibility of both individuals receiving and providing shift handover to maintain confidentiality. Some information should remain between the designated individuals. However, during manual shift handovers, there are chances you might lose confidentially so, it’s more beneficial to use shift log software.
Be honest with information: While providing shift handovers, honesty is one of the crucial characters you need to have. Sometimes we forget to provide accurate information for whatever reasons, but not being honest will create trust issues and other problems. So, it’s better, to be honest with information, don’t skip information according to your convenience. However, if you genuinely forgot some information, make sure you inform the other party.
Provide enough time and resources: The organizations performing shift handover processes must ensure that all employees or shift handover participants have enough resources and time required. Companies that have a high performing workforce will witness growth and efficiency at all levels. It will develop a sense of belonging and value in employees; they will develop a keen interest in the shift handover process, which will improve their performance later.
Plan your handover: A proper planned procedure should be followed while conducting shift handovers. Handovers must take place between participants face to face; both the participants should take equal responsibilities during the handover process. Organizations should inculcate a sense of duty between employees and develop a sense of consideration with fellow workers. However, for such processes, technology such as shift scheduling software comes in handy. It will help you delegate tasks and schedule handovers effectively.
Use both written and verbal communication methods: For organizations to have a successful shift handover process, both written and verbal communication methods should be used for optimum results. Where verbal communication can provide information face to face and help another participant understand information, it also allows them to clear their queries by asking questions. On the other hand, written communication can be used to have a detailed record of information that might be required later. However, you can even use shift handover software to record information.
Focus on the risk involved: Both participants of shift handovers should take care of the risks involved in the process. However, for the one providing information, they must ensure that information provided is crucial and enough to resolve the potential risk that might appear in the future. The one receiving information should ensure that information provided to him is without risk; if it does involve risk, you need to have a proper understanding of the issues involved.
Final Thoughts: Shift handover is a crucial process; you need to make sure both the participants take accurate measures to share task-related information effectively to make the workspace safer and efficient.