Embracing Change – How to adapt rosters to meet care minute targets

Our last Insight on workforce discussed how to meet the targets without exceeding your budget. In this Insight, we focus on the practicalities of implementing changes in your staffing mix and other changes to your rosters.

The challenge is to adjust service models to ensure they meet care-minute targets while maintaining:

• Compliance
• Workforce
• Resident expectations, and
• The cost of your roster relative to your AN-ACC funding.

Why Change is Necessary

It might be tempting to address increased care minute requirements by adding more shifts, but this approach often falls short. 

Many rosters already operate with limited staff availability, so increasing shifts can worsen scheduling challenges, lead to staff fatigue, and raise turnover rates. Rigid shift patterns also struggle to meet fluctuating care demands, risking inefficiencies and gaps in resident care. 

Instead, a more effective solution may be to rethink roster structures and explore flexible staffing options that align better with both staff well-being and resident care needs.

Drawing from our experience in implementing roster changes, we’ve developed an eight-step guide to streamline the process and reduce potential challenges. Each step reflects our insights and best practices for achieving minimal disruption and maximum engagement.

The 8-Step Plan

Step 1. Review Legal and Compliance Requirements

Start early and allow time. Roster changes must comply with the Fair Work Act and consultation requirements.

If covered by an EBA, ensure you meet consultation and notice period obligations.

If not, refer to relevant awards like the Aged Care Award and employee contracts to avoid breaching agreed conditions.

Step 2. Establish and share the benefits to stakeholders

Effective communication is key to reducing resistance and confusion.

Provide clear explanations of the changes and their purpose to both staff and residents.

Reinforce the benefits for both residents and staff, emphasising how improved rosters can enhance care quality, continuity of care, and work-life balance.

Explain the care minute targets. Clearly communicate the reasons for the changes so residents and staff understand and support the adjustments.

Use multiple channels (information sessions, emails, and newsletters) to reach all affected parties.

Acknowledge the disruption. Remain assertive but not dictatorial.

Develop a well-rounded Change Impact Statement that outlines the change process.

Step 3. Plan and Initiate Individual Consultations

Consult with staff genuinely. Offer individual consultations to address concerns and find solutions that meet both staff and organisational needs.

Use this opportunity to explain the changes, gather feedback, and address concerns. People who feel heard are more likely to accept changes.

Seek feedback on the impact.

Consider work-life balance. Roster changes can affect employees' personal lives, so provide flexibility where possible and reassure staff that the goal is improved care. 

Step 4. Promote Fairness and Manage Resistance

Rostering changes can create tension if not handled carefully, so it's essential to approach them transparently and supportively. 

Distribute shifts fairly. Ensure that shifts, particularly less desirable ones like night shifts, are assigned equitably so no one feels unfairly disadvantaged.

Be transparent. Explain how shifts are allocated and allow employees to express their preferences. This openness can reduce dissatisfaction and foster a sense of fairness.

Offer flexibility. Under the Fair Work Act, employees have the right to refuse unreasonable shift changes. Find reasonable compromises for staff with challenging personal circumstances.

Step 5. Train and Support Staff

If new processes or systems are involved, equip your team with the necessary resources and training.

Organise training sessions for any new equipment, software, or processes to help staff feel prepared.

Provide ongoing support for employees less comfortable with change, to help reduce stress and increase confidence.

Encourage peer support, fostering a collaborative environment where team members help each other adapt.

Step 6. Document Every Step

Maintaining detailed documentation ensures compliance and transparency. This includes feedback received during consultation sessions and any agreements made. 

Documentation will be invaluable if disputes arise, helping demonstrate that due process was followed.

Step 7. Celebrate Achievements

As you implement changes, it’s easy to focus on the challenges, but it’s important to recognise your successes.

Each milestone—whether improved care delivery, staff engagement, or a smooth transition to new rosters—is a win for your facility, residents, and team. 

Acknowledging these achievements boosts morale and reinforces the positive impact of your efforts. Take a moment to celebrate your progress!

Step 8. Monitor and Adjust

After implementing the changes, continue to evaluate their effectiveness.

Undertake regular audits of your rostering practices to ensure continued compliance with care minute targets, awards, and EBAs.

Regularly review indicators of care outcomes, such as call bell response times, pressure injuries, incontinence associated dermatitis, falls, increased behavioural episodes, etc.

Encourage feedback from staff and residents to identify areas for improvement.

Make adjustments as necessary to address emerging challenges and enhance roster efficiency.

How we help

Meeting the increased care minute targets requires careful planning and strategic rostering changes. The key is balancing the need for higher care standards with the well-being of your residents and staff—ensuring that everyone wins in the process.

If you're starting this journey, reach out. With our experience in implementing renewed service models and rosters, we can support you every step of the way!

Sustainable Human Resources Services