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Effective rostering is the cornerstone of delivering high-quality, consistent care. With a well-structured rostering system, care providers can not only ensure that shifts are filled but also improve care continuity, staff satisfaction, and overall operational efficiency. However, as many providers transition from manual to digital systems, it’s essential to know how to maximise the benefits of these platforms.
In this chapter, we will share expert advice and practical tips from care sector experts Szymon Kosciukiewicz, Registered Manager at Epilepsy Society, Alex Sorisi, COO and Cofounder of Gladys, and Sam Hussain, CEO and Cofounder of Log my Care, ensuring you can get the most out of your investment.
1. Know your current processes
Before diving into a new digital rostering system, take a close look at your current paper-based processes. It’s tempting to try to translate these directly into a digital format, but this approach can cause inefficiencies. Instead, take time to document what works, identify areas for improvement, and make the necessary adjustments before going digital.
Szymon Kosciukiewicz from Epilepsy Society, who recently transitioned from paper to using Log my Care, noted the importance of fully understanding existing practices:
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2. Involve your care team from the start
A key factor in successful rostering is understanding the needs and preferences of both your clients and your carers. Szymon Kosciukiewicz emphasised the importance of knowing your staff well: “Make sure you know your clients, their needs, their preferences, and the same for your team. Get to know your staff, their skills, experience, and what they prefer.”
To get the most out of a digital rostering system, it’s crucial to involve your team in the setup process. Gather insights from care coordinators, planners, and carers about their daily routines and challenges. This collaborative approach will ensure that your digital system is built with the necessary flexibility to handle real-world scenarios, such as hospital visits or sudden shift changes, while still maintaining care continuity.
3. Keep it simple
While a digital rostering system can offer advanced features, simplicity is key to scalability and ease of use. A complex system with unnecessary layers can be difficult to manage, especially when problems arise.
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By keeping your rostering process straightforward and easy to navigate, you can scale it as your service grows without running into issues. A simple, intuitive system will also make it easier to train staff and resolve any problems that come up.
4. Optimise for care continuity
Rostering systems can be optimised for various factors, such as cost or efficiency, but many experts agree that the experience of the person being supported should be the top priority.
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Continuity of care is a critical factor in delivering high-quality care. By using the data within your rostering system to match carers with service users based on skills, experience, and past interactions, you can ensure that service users consistently receive care from someone who knows them well. This not only improves the care experience but also builds stronger relationships between carers and those they support.
5. Ensure your data is up to date
Data accuracy is essential when using a digital rostering system. Outdated or incomplete data can lead to scheduling errors, inefficiencies, and increased workload. As Alex Sorisi noted, "It’s nothing worse than using data which leads to mistakes, and then you have to fix all of that and spend far more time correcting it than doing it right the first time."
By ensuring that all client and staff information is regularly updated, you can reduce errors and streamline your rostering process. This includes keeping track of carers' skills, preferences, and availability, as well as service users' needs and schedules.
6. Analyse patterns to improve efficiency
One of the major advantages of digital rostering systems is the ability to gather and analyse data over time. This can help you identify trends, such as which shifts are most prone to last-minute changes or which carers are regularly overworked. For example, Szymon’s team used their digital system to spot recurring issues: "We were able to spot patterns of broken shifts and drill into why certain things would go wrong at certain times."
By using the data from your rostering system to identify and address these patterns, you can make informed decisions that improve efficiency, reduce errors, and enhance care continuity.
7. Leverage real-time communication tools
Effective communication is essential when managing last-minute changes, such as staff sickness or unexpected shifts. Many digital rostering systems include real-time messaging features, enabling quick and efficient communication between coordinators and carers. Sam highlighted the importance of using such tools: “Changes need to be pushed out to those who need to know in real-time, whether that’s via email or push notifications.”
By using real-time communication features, you can avoid the delays and confusion associated with traditional methods like phone calls or manual WhatsApp messages, and ensure that all necessary parties are informed of changes as soon as they happen.
8. Use feedback to refine your approach
Getting the most out of your rostering system means continuously improving your processes based on feedback from staff and clients. Regularly reviewing performance data, such as staff utilisation rates or continuity of care metrics, can help you identify areas for improvement.
Involving your team in this feedback process is equally important. By encouraging open communication with carers and service users, you can gather valuable insights into how the system is working and where adjustments may be needed. As Szymon pointed out, “We need to gather feedback on what works and what doesn’t, especially using automated rostering. You need to know if it’s working or not.”
9. Stay flexible and open to change
The care landscape is constantly evolving, and your rostering system needs to be flexible enough to adapt to new challenges. Whether it’s changes in staff availability, regulatory requirements, or the needs of service users, a robust system will help you manage these transitions smoothly.
Sam, CEO and Cofounder of Log my Care discussed the role of artificial intelligence (AI) in the future of rostering, noting that AI will play a bigger role in optimising schedules. While AI isn’t widely integrated yet, having a system that is flexible and adaptable will ensure you’re ready to incorporate new technologies when they become available.
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Bringing it all together: Optimising rostering for better care
Maximising the potential of your rostering system requires more than just implementing new technology. It involves understanding your current processes, involving your team, and optimising for care continuity while keeping the system simple and data accurate. By leveraging real-time communication tools, analysing data for patterns, and continuously gathering feedback, you can improve both efficiency and the quality of care your service delivers.
As the care sector continues to evolve, the ability to adapt to new challenges and technologies—such as AI—will be crucial in ensuring that your rostering system remains a valuable asset. By following these tips and maintaining a focus on the needs of both your staff and service users, you can create a rostering system that supports your service in delivering consistent, person-centred care.
Want to learn more?
Szymon, Alex and Sam joined the panel for our talk at the Care Show, focusing on top tips for rostering in care. Watch it below.
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