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The Complete Guide to Shift Handover Process (SOP, Templates, Procedures)

 

Part 1

What is a Shift Handover Process?

A shift changeover is the process of transferring responsibility and authority for a shift from one worker to another. It is common in manufacturing plants and other operations where workers work on an assigned shift. 

When a worker leaves their shift, they are required to hand over all responsibilities and tasks to the next worker. The handover procedure should include a report of any incidents or accidents that have occurred since the last shift, as well as any outstanding tasks or issues that need to be addressed. 

The shift handover procedure is a critical part of an effective operational management system. It is important to ensure that the handover process is smooth and efficient, so that workers are transferred from one shift to another without any disruption to their work. This can be achieved by following a careful and standardized process, which includes setting up clear communication channels between the new and old shift managers and workers, ensuring that all required documentation is ready and available, and ensuring that the workers are fully briefed on their responsibilities. 

The process of a shift changeover may include a handoff meeting to discuss any issues that need to be dealt with during the next shift. There are also safety meetings to go over any safety-related issues that have arisen during the previous shift.

When a shift handover procedure is conducted, it is important that all communication between the new shift and the old shift is clear and concise. If there are any misunderstandings or lack of communication, it can lead to tension and conflict. This can ultimately lead to a poor shift experience for both parties involved. To avoid any potential problems, it is important to make sure that all communication is done in a timely manner. If there are any delays, the handover process may become chaotic. In order to ensure a smooth handover, it is important to have a predetermined schedule for the shift transfer. This will help to minimize the amount of time that is needed for the transfer, and will help to avoid any potential conflicts or misunderstandings.

  • The employee must complete any necessary paperwork
  • All equipment and materials necessary for the new shift should be ready and waiting
  • The old shift should be prepared to hand over all responsibilities to the new shift

Effective communication is a key component of a successful shift handover procedure. When employees are aware of the handover plan and know what to expect, they are less likely to experience anxiety or confusion during the transition. Furthermore, effective communication allows for smooth transitions between employees, which can lead to improved work productivity.

  • Make sure that all employees are aware of the handover plan, and that they know what to expect. This can be done by providing information in a clear and concise manner, using effective communication tools such as email or briefings.
  • Ensure that all required documentation is ready and available before the handover process begins. This includes information such as employee rosters, shift schedules, and shift handover procedures.
  • Make sure that all workers are fully briefed prior to the handover process taking place. 

Part 2
Why is it Important and How to Create a Standard Operating Procedure for Shift Handovers?

Why is shift handover important? 

A shift handover procedure is an important part of ensuring accurate and reliable communication between two or more users. This process is a crucial part of the shift: handovers are a way to ensure that knowledge is transferred and communication between staff is clear. 

The handover should occur as quickly and smoothly as possible to ensure that the users are able to continue working. There are a number of factors that can affect the accuracy and reliability of a shift handover, including the quality of the documentation, the user’s equipment, and the user’s skills. If there are any problems with the handover process, both parties should take steps to resolve them as quickly as possible. If there is no resolution possible, then either party may need to contact the other in order to resolve the issue.

Standard operating procedure (SOP) for shift handovers

When transferring shifts, it is important to ensure that the outgoing and incoming workers are aware of the standard operating procedures (SOPs) for the process. In particular, they should be familiar with the specific steps that need to be taken to complete the shift.

There are a number of key steps that should be followed in order to ensure effective shift handover operations management. The first step is to develop a clear and concise shift handover procedure: this document should outline the specific tasks that need to be completed during each stage of the handover process. This ensures that the shift handover process is documented and practiced. It includes a list of tasks, responsibilities and procedures to be followed by the outgoing shift and incoming shift.

One way to achieve this is to have a handover procedure that outlines the key steps and responsibilities for workers and managers. The handover procedure can be as simple as a checklist and/or a handover report or more detailed depending on the complexity of the process.

In most cases in order to make sure that everyone is on the same page, it is important for workers to use a handover report. Handover reports help establish accountability and ensure that any changes or updates are communicated effectively, and that everyone involved in the shift knows exactly what needs to be done. 

Hands-on training can be an effective way to ensure that employees are able to complete the handover procedure. This process can include both a review and a demonstration of the procedure, depending on the level of experience of the employee.

Part 3
Creating Shift Handover SOP: 3 Important Steps

Creating a shift handover SOP: Step 1 shift handover risk assessment

A risk is an uncertain event or condition that, if it occurs, has a positive or negative effect on one or more objectives. The shift handover risk assessment is a process that helps to identify the risks and hazards of the handover. The assessment should be done by the person who is handing over and by the person receiving the handover.

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The following factors should be considered in a shift handover risk assessment:

  • What are the hazards and risks? (work-related injuries, shift conditions, shift overlap, overtime)
  • Who needs to know about them?
  • What are you doing about them?
  • How will you know when they’re all taken care of?

Write down any steps necessary to know what to do, how and when, if a certain situation occurs.

 

Creating shift handover SOP: Step 2 writing down shift handover procedure

Shift handover procedures are important for ensuring that communication and coordination between workers on different shifts is effective. A well-coordinated shift handover can help to ensure that any problems or issues that arose during the previous shift are resolved and that the next shift is aware of any scheduled tasks or events. There are a number of steps that should be followed during a shift handover in order to ensure a smooth transition between workers.

The procedure ensures that the next shift has all of the information they need to continue production without interruption.

The following is one of the examples of a typical shift handover procedure:

  1. Review the schedule and any changes that have occurred since the last shift.
  2. Review the status of all open tasks and work in progress.
  3. Review machinery status and any changes that have occurred since the last shift.
  4. Review production goals for the next shift and identify any potential problems.
  5. Transfer all relevant paperwork and documentation to the next shift.
  6. Address any outstanding issues with the previous shift supervisor before leaving.

 

Creating shift handover SOP: Step 3 creating a shift handover report template

Check these articles for detailed examples and templates of shift handover reports: 

Check the following articles for free templates of shift handover reports:
8 Free Templates of Shift Handover Reports
7 Best Examples of End of Shift Report Forms
How to Write a Perfect Production Shift Handover Report

The new shift supervisor should be notified of the transfer, and should be given a copy of the shift handover report. It is important to make sure that all safety protocols are followed during the handover process, including shutting down any machines that are in use. It is also important to make sure that all equipment and materials necessary for the new shift are ready and waiting.

For example, the following procedure can be followed:

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  1. The incoming shift leader should be given a copy of the previous shift’s handover report that includes information about work done, any issues encountered and/or a safety report.
  2. The incoming shift leader should be briefed on any critical issues, changes to the plant layout or standard operating procedures.
  3. The outgoing shift leader should hand over all keys, lockers, and other keyed items.
  4. The outgoing shift leader should ensure that any shift handover reports are completed before leaving the plant.

 

Part 4
Shift Handover Tips, Forms, Best Practices

A shift handover procedure typically starts with the outgoing worker providing a brief overview of the current situation, including any issues that have been identified. They will also pass on any relevant documents or reports to their replacement. The incoming worker will then provide an overview of their understanding of the situation, and will identify any potential issues that they are aware of. This allows both workers to be aware of any potential problems, and to take steps to resolve them before they become serious. The incoming worker will also check that their understanding of the situation is consistent with any documents or reports that have been given to them. This may involve checking that they have the correct documents, or ensuring that the information in them is correct. The outgoing worker will ensure that the incoming worker has all of the information they need to carry out their tasks, and that they are aware of any problems. This may involve providing an overview of their understanding of the situation, or providing more detailed information about particular tasks.

Handovers should be done in a systematic manner, with all the relevant information documented and communicated to the new owner.

The following are some shift handover tips for the outgoing worker:
  • Document all the relevant information in the shift handover report
  • Ensure that there are clear expectations for what needs to happen after the handover
  • Document any outstanding tasks or issues so that they are not forgotten.
The following are some shift handover tips for the incoming worker:
  • Take a moment to review the previous shift’s notes. This will give you an idea of any changes or updates that may have occurred since you last worked.
  • Review the work schedule and plan for the upcoming shift. This will help you get a better understanding of what tasks need to be completed and when.
  • Communicate with your supervisor: let them know if there are any specific instructions that you need during your shift. It can also be helpful to have a list of their contact information in case there are any problems during your shift.
The following are some shift handover tips for the manager:
  • Prior to the start of the handover, ensure that all relevant personnel are present and aware of the procedure.
  • Review all outstanding issues and events from the previous shift. This should include both operational issues and safety incidents.
  • Ensure that all necessary documentation is available, including work orders, production charts, and safety reports.
  • Brief the incoming shift on any changes or updates to standard operating procedures or plant layout, if any.

Example of shift changeover times

Here is an example of shift changeover times:
-The morning shift changeover is typically at 7am
-The afternoon shift changeover is typically at 3pm
-The evening shift changeover is typically at 11pm

Equipment for shift handovers:

There are a few pieces of equipment that are often used for the shift handover process:

  • Shift clock
    This clock is used to track the time on each shift. It is important for workers to know how much time they have left on their shift, so they can plan accordingly.
  • Alarm system
    This system is used to notify workers when it is time to change shifts.
  • Intercom system
    This system is used to communicate with workers and managers. It allows managers to give instructions and update workers on any changes that have been made.
  • Software for shift handover reports
    Software for shift handover reports such as ProsperForms is used to fill in handover reports and keep them in digital form. This allows managers to keep communication between shifts transparent and effective, track changes and issues, track machinery status, build consolidated reports, apply custom filters to a ​​complete archive of reports, perform retrospective reviews, and more.

Shift handover: operating conditions and machinery status

When a shift changeover is required, the process typically begins by the employee who will be leaving the shift handing over their tools and equipment to the employee who will be taking over.

This includes ensuring that all safety protocols are followed, such as shutting down any machines that are in use. The shift handover process is one of the most important times to ensure that all equipment is functioning properly.

During the handover, the outgoing shift workers review the status of all equipment with the incoming shift workers. This includes reviewing alarms and abnormalities, as well as checking on any pending work orders or tasks. When a worker is transferring from one shift to another, the machine must be in a normal operating condition. If any abnormalities are found, the appropriate personnel are notified so they can take corrective action.

It is critical that everyone involved in the handover understands the status of each piece of equipment. This includes both those who are leaving and those who are arriving. By ensuring that all equipment is functioning properly, workers can help keep the plant safe and running smoothly. The purpose of a handover is to ensure that the new shift crew has all the necessary information on each piece of equipment. This includes what each piece of equipment is, its functions, how it should be maintained, and any maintenance tasks that must be performed.

The first step is to determine the status of the shift handover machinery. This can be done by checking the operational status of the equipment and monitoring communication between workers and management.

The next step is to initiate the necessary actions to prepare for the transition. This includes setting up a safe working area and ensuring that all necessary equipment is ready.

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The final step is to execute the shift handover procedure. This includes completing a shift handover report.

Digital Shift Handover Forms on ProsperForms

Here is a customizable digital shift handover report form:

handover report

Edit and use this template

 

end of shift report

Edit and use this template

 

end of day report

Edit and use this template

 

facility inspection round checklist

Edit and use this template

 

floor round checklist

Edit and use this template

 

Part 4

ProsperForms is a cloud solution to dramatically reduce the time you spend creating reports

  1. Make reporting easier with auto-fill: Fields such as date, name, report type, and formatting are inserted automatically by software.
  2. Consolidate reports automatically: Reports created by your team members can be consolidated easily.
  3. Save time with auto-layout: No need to spend hours in Word or Excel perfecting the report’s layout because it exports your updates into a beautifully crafted file with a couple of clicks.
  4. Peace of mind with auto-reminders: No one forgets to submit their reports because ProsperForms automatically sends timely reminders according to the schedule you chose.
  5. Decrease time and effort spent on monthly, quarterly, and yearly reporting thanks to powerful filtering and export features.
  6. Quick sharing: Reports can be either - exported to files and printed, or sent by email; - shared with the manager online (in real time); - optionally shared online as team-wide status reports, i.e., all team members share their progress with each other to spend less time on meetings.

How to configure reports on ProsperForms:

Step 1:
  • Choose a form (100+ forms available) — customize our preset forms or easily create a new form in minutes.
  • Setup reminders if you want your team members to receive automatic reminders when their reports are due.
  • Configure who will submit reports by choosing the “Participants” tab.
Step 2: Click the "Open Submission Form" button to fill in and submit the report. Data such as the report type, date and name will be added automatically. As soon as a new report is added, participants with “View” rights can view it in real time.

Step 3 (Optional): Generate a report and export it to PDF. (Skip this step if you share status reports online and don’t print them.)

Click “Generate Report”.

Done!  

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