Mastering Rostering: Strategies for Efficiency and Compliance

Correctly rostering your staff is essential for planning, operational efficiency, and addressing employee needs. Effective rostering not only fulfills operational demands but also can reduce company costs and improve service standards. However, it is also important to ensure that your business is compliant and meeting the rostering rules outlined in your Award or Enterprise Agreement.

Strategies for Best Practice Rostering

Understand your business needs

To effectively address your business needs, ensure that your current rostering system meets those needs and objectives.

Consult employees

Most Awards will require a consultation process for any major workplace change, this includes changes to rosters.  When an employer plans to alter an employee’s regular roster or ordinary work hours, the employer must;

• provide information about the change (for example, what the change will be and when)
• invite employees to give their views about the impact of the change
• consider these views about the impact of the change.

Implement flexibility

Awards provide for flexibility in work arrangements, allowing employers and employees to mutually agree on flexible working conditions. When planning a roster, it is also important to consider employees’ annual and personal leave entitlements. Employers should ensure that the roster accommodates these leave entitlements and is flexible enough to handle emergencies and have on-call employees ready when required.

Rostering Rules under the General Retail Industry Award 2020

Rostering Periods

The Retail Industry Award 2020 provides rules and guidelines for managing rosters. Under the Award, rosters must be given to employees in writing, ensuring the roster is available to all employees.

The rosters must show the following information:

• The number of ordinary hours to be worked each week; and
• The days of the week on which they will work; and
• The times at which they start and finish

Minimum Engagement Periods

Minimum daily engagement for part-time employees: 3 hours

Minimum daily engagement for casual employees: 3 hours

Meal Breaks

Employees are entitled to a meal break and rest breaks. The allocation of rest and meal breaks, and the duration should be included in your roster and subject to Award requirements.

Overtime

The General Retail Industry Award outlines the overtime and penalty rates for employees. Overtime is usually paid at 150% of the employee’s base rate for the first three hours and 200% for any additional hours. Penalty rates will apply for any hours worked outside of their ordinary hours, i.e. weekends and public holidays.

Changing rosters for full-time and casual employees

If there is a requirement to change the roster due to unexpected operational requirements, then the employer and the full-time or casual employee may agree to modify the schedule at any time before the employee’s shift begins.

The employer can make the permanent roster changes by giving:

• 7 days’ notice in writing
• If the employee disagrees with the change, 14 days’ notice in writing

It is also important to note, that if a roster is changed to avoid paying an employee a penalty, loading, or other benefit, the employee must be compensated as if the original roster had remained unchanged.

Changing rosters for part-time employees

An employer and employee can agree in writing to modify the employee’s regular pattern of work under the following conditions:

• Before the end of the shift the employee is currently working, if the change affects only that shift, or
• In all other cases, before the change takes effect.

An employee’s regular pattern of work, other than their ‘guaranteed hours’, can be changed by an employer without agreement if they provide 7 days’ written notice, or 48 hours in an emergency. However, the employer must also comply with the Awards rostering and consultation requirements about roster changes.

Record Keeping

It is essential to maintain accurate records of rosters, including hours worked and leave taken. Employers must ensure that these records accurately reflect the rostered hours and comply with the pay rates specified in the Award.

It is also important for employers to keep record of their rosters for 12-months. In the event a Fair Work Inspector requests copies upon an inspection or investigation.

Monitor and review

Regularly review your rostering strategy and ensure that your strategy aligns with your business goals. It is also important to ensure that you regularly keep up to date with changes by the Fair Work Commission for important changes that can affect your business.

Effective rostering is not just about scheduling—it’s about strategic planning, flexibility, and compliance.

By implementing best practices and adhering to Award regulations, you can optimise your operational efficiency, enhance employee satisfaction, and ensure your business runs smoothly.

Need expert guidance on rostering and compliance? Contact Key Business Advisors today for tailored assistance. Our team is here to help streamline your rostering processes and ensure you meet all regulatory requirements.

Phone: 1300 4 ADVICE
Email: info@keyba.com.au

Let us help you take the complexity out of rostering so you can focus on growing your business!

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