Changes to your schedule that occur at the last-minute happen for many reasons in professional settings like healthcare, hospitality, customer service and retail. Last-minute shift changes are caused by an emergency, someone calling in sick, or simply an unexpected increase in demand. While you can't control the cause of the change, you can and will determine how to respond to it.
Stay Calm and Breathe
The very first thing to do when you hear of a last-minute shift change is to stay calm and take a deep breath, while your response might initially be fear or frustration, this is completely understandable; panicking only makes the situation worse. Take a moment to pause, breathe, and think. Staying calm and taking a breath allows you to respond more clearly and make better choices.
Maintain a flexible mindset without overcommitting
Another way to alleviate stress is to have a flexible mindset. Flexibility does not mean you always have to say yes. It simply means you are open to change and mentally prepared for change. If you work in an environment with frequent schedule changes, you will have less of a reactions if you can openly accept change. Perspective is an important aspect of the job; it may change, so if you are flexible, all the change is less stressful.
Organize your schedules to stay ready
Staying organized is yet another step toward reducing stress around last minute changes. Using a digital or paper calender to help you keep track of your work hours, personal appointments and available free time will help make quick decisions upon change. For instance, if your manager asks you to fill in, you can quickly look to your schedule to see if you can, or cannot, assist in the moment.
Act Promptly and Communicate Effectively
Instant communication is the best practice when you receive an unexpected request for a shift (any shift really). ASAP, let your manager or coworker know your availability. Even if your answer is no, saying you are not available can be a benefit because your manager or coworker can then move on and make other arrangements. Be courteous and honest. You could say something as simple as, “Thanks for thinking of me, but I have plans I can’t cancel. Let me know next time; I may be available.” Good communication is an effective way to keep relationships intact and minimise the tension this situation can create.
Respect Your Boundaries and Say No
Flexibility is important, but we need to establish boundaries and protect our personal time as well. We are allowed to say no, and I guarantee if you are overwhelmed and constantly agree to pick up shifts at the last moment, it may lead to burning out. Think about whether you really have time, energy, and mental space to take on additional work in those moments. If you do not feel you have the room for additional work, it is alright to say no in a respectful manner. Setting boundaries is a demonstration that you value your time and capacity, which they should too.
Have a Backup Plan for a Work Call You Don't Expected to Get
One smart way to prepare for last-minute shift changes is to create a back-up plan before you need it. Think of all the things you would need to arrange if expecting to work on short notice. Do you have someone who can watch your kids? Do you have time to prep meals ahead of time or rearrange going to the errands? The more you prepare in your own life, the easier it is to say yes when you have to, or at least not feel anxious when it is unexpected.
Working Together will Help Others
Working with others is another way to relieve some of the stress with last-minute changes. It is so helpful to build strong enough relationships with your colleagues, those shift swaps or sudden changes do not feel total penalty. If you can, create a group chat with team members themselves who are open to taking shift. This way the entire burden does not fall on one person. A team that helps makes everything much smoother..
Saying "No" Without Feeling Guilty
Having the ability to say "No" without guilt is an additional important skill to be developed. It does not make you a bad employee to reject a shift if it cannot be accommodated in your life schedule. Sometimes it is okay to prioritise your own needs first. If you are asked to work on your day off or are asked to cancel personal plans, and doing so is not feasible for you, you can respond politely yet firmly and give a simple explanation. For example, "I would like to help; however, I need to honour my personal plans today." Or, "Please let me know if I can help in the future," creates trust without overwhelming yourself.
Request Adequate Advance Notice When Possible
In some cases, with better advance planning and communication from management, a lot of the last-minute changes of shifts can be reduced. If you feel that change is happening way too often from management, it may be beneficial to ask for notice if shift changes occur. You do not have to be confrontational in the request; however, it may be helpful to explain that if your management understands emergencies happen, some notice would be better for you in the future.
Look After Your Physical and Mental Well-Being
The best preparation for the unexpected is taking care of yourself. When physically and mentally well, you are more resilient and better positioned to deal with surprises. Make sure you are sleeping enough, eating well, staying active, and scheduling time to unwind. Everyone experiences fatigue or burnout, and if you are already burnt out or fatigued, even a little surprise becomes monumental. Self-care applies to not only your days off, but it also applies to staying strong at work.
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