Ever feel like building a shift roster is like playing Tetris on hard mode … with moving pieces?

You’re not alone. But the best shift managers don’t dive straight into names and boxes—they zoom out and take a step back first.

Let’s talk about how that “big picture” view can save you hours of tweaking later.

1. Plan for Patterns, Not Just People

Before assigning shifts, look at the overall structure of each week and month:

  • When are your busiest times?
  • What coverage do you need for each role or department?
  • Are there recurring gaps, shortfalls, or bottlenecks?

Once you’ve mapped this out, your rota becomes a strategy — not just a spreadsheet.

2. Visualise the Workload

Use a whiteboard, weekly planner, or simple grid to sketch out your needs:

  • How many people per shift?
  • Which roles are essential at which times?
  • Where do breaks, overlaps, and handovers need to happen?

This helps you build shifts around your workload, not just availability.

3. Start With Core Coverage

Identify your non-negotiables:

  • Critical roles that always need coverage (e.g. supervisor, first aider, key holder)
  • Minimum staff numbers during peak hours
  • Tasks that must be completed every day

Start with these fixed points before layering in the rest of the team.

4. Only Then — Add the People

Once you’ve mapped the ideal coverage plan, then match it with staff availability, preferences, and contracted hours. This approach makes it easier to:

  • Spot gaps
  • Avoid overloading individuals
  • Ensure fairness and compliance

Final Tip:

This strategy also makes it much easier to spot when you need help — whether it’s temporary cover, adjusting contracts, or even hiring.

Rota planning gets messy when you start too close to the detail. Zoom out, plan from the top down, and give yourself a clearer picture to work from.

It saves time, avoids firefighting, and helps keep everyone on track.