What are the best practices for transferring shifts?

Shift handover template, Communication between plant teams is critical to ensuring the safety of the facility. During the transfer of responsibility from one team member to another, a crucial element may slip through the cracks. Continuity in the handover procedure is dependent on effective communication. The public’s safety is at stake if this communication is compromised in any way. In the worst-case scenario, this may have resulted in a fatal accident.

Handover of responsibility for a new shift:

Any continuous process necessitates frequent shift changes. On the other hand, plants can work nonstop, whereas humans must take rest. Because Shift handover template cannot be automated and relies on human behaviour, it should be considered a high-risk activity. Continuity and the official transfer of duty and accountability are the primary goals of the handover procedure.

Shift-to-switch activities

A shift roster is often established in advance for those who must adhere to a certain schedule. Changeover timings for shifts are predetermined. Critical repairs and bulk raw material unloading take place on their timetables in the real world. Two or more Shift handover templates may be required to complete these duties, involving multiple groups. A large repair, for example, could take days, weeks, or even months to complete.

Shift the procedure of handover

Shift handover template follows a set method to prevent confusion and assure accuracy. Each business will devise its procedure based on the specifics of its business operations. Even though some firms adhere to a highly rigid and well-defined strategy, we’ve seen others rely only on individuals to communicate successfully during the transition process.

Shift handover template have several risks.

Because shifts are either 8 or 12 hours long, there are 730 or 1095 chances of miscommunication leading to safety issues every year. Focusing on making sure the changeover process is well-defined and appropriately managed is an important part of improving the plant’s safety. Several studies on the handover of shifts have been conducted to understand the procedures better. The HSE studied several instances involving planned maintenance work and revealed that Shift handover template-related risks were a contributing factor in accidents and fatalities.

Throughout a Shift handover template change, planned maintenance work went on in some cases. The need for thorough planning and communication for this type of job cannot be overstated. Operator support [logs] were not intended to reliably and unambiguously capture important information. There was a noticeable absence of guidelines for performing a successful shift handover. There was a noticeable lack of accuracy and reliability in transferring written information between shifts. For instance, there was no mention of a temporary safety system override.

Shift handover and work permit

The permit to work is typically used in industrial settings to ensure that all workers engaging in hazardous, non-routine jobs on the plant are in touch with one another. These permits should be transferred at the end of the shift. There are two ways to go about this: The previous shift’s permission expires, and the incoming one obtains a new one to allow the work to proceed. The permission document itself passes responsibility from the departing to the entering employees via a shift changeover method. 

Using the second way is more efficient, but there is a chance that something crucial has changed and the responsible individuals are not sufficiently questioned at switchover. It’s hard to tell which of the two ways is better, and the procedures also vary by industry.

In contrast to chemical manufacturing, the nuclear business follows a more systematic handover process. In addition, an intriguing disconnect was discovered in the HSE study [1]. During a survey of plant staff, most fitters and superintendents favoured issuing new permission at the time of transition, while the majority of managers supported the idea of continuing to use the same permit. There appears to be room for uncertainty due to this lack of alignment.

  •         It is a related post.
  •         Using your safety data to its fullest potential
  •         Using your safety data to its fullest potential

An advantage of a digital safety system is its ability to provide greater safety insights through the usage of collected data. Only a small percentage of companies take the step of analyzing their safety data, much less creating action plans based on it.

What are the best practices for transferring shifts?

The following design ideas should guide the creation of an efficient procedure for changing shifts: An electronic logbook is preferable to a paper logbook since it is straightforward, secure, and organized; aside from the “what,” information between shifts must also explain why. Between shifts, information should be exchanged between those knowledgeable about the process and the task being done. Everyone affected by the situation should have access to relevant information, such as displays around the plant, mobile devices, and so on.

How does IntelliPERMIT facilitate and authorize shift changes?

As a result, IntelliPERMIT has been designed to maximize operational efficiency and minimize operational risk. Since its inception, the system has expanded much beyond a simple computerized permit-to-work system to support the multiple functions performed at the plant, including shift handover. When it comes to supporting the handover and permit to work processes, IntelliPERMIT does several things, including:

The permission has new signatories.

At shift changeover, IntelliPERMIT adds the outgoing and incoming personnel signatures to the signatures of the responsible people on the permit.

Taking into account your company’s policies:

As a result, the system can work with your current workflows.

Create a new permit as quickly as possible if one is needed.

At shift changeover, IntelliPERMIT facilitates the generation of a new permit in minutes. The old permission is shut down as usual, and a new one is started, which inherits some of the information from the old one. A new permit can be created, the information reviewed, and new signatories secured, which aid in communication between shifts.

Maintain the integrity of the isolation:

 It is possible to link several permits with dependencies to isolations. If a new permit is generated, isolation integrity can be maintained even during shift handover. System users can view permits associated with isolations via a hierarchical view, which can accommodate extremely complicated scenarios. Integrate the logbook for the transfer of shifts with the inclusion of permits.

Shift handover log management is an optional feature of the IntelliPERMIT system. It is possible to link these logs to other operational procedures by filling them up with predetermined templates set up by the company.

Make sure that permit to work reviews are part of regular operations meetings.

During production meetings, IntelliPERMIT has an optional module that organizes the schedule and keeps track of the decisions made. Meetings of this type frequently take place at the end of a shift. As a result of this “meeting minutes” module, groups can move through a pre-determined schedule more rapidly because all essential real-time data is displayed on a single screen. The meeting’s minutes and tasks are automatically recorded.

People on shifts should be monitored.

The IntelliPERMIT system has a shift roster module that makes it easier for companies to keep track of their various production and maintenance rotas and crews. There is a direct link between this data and other essential operational support systems.

Work orders related to plant maintenance can be found here.

It is also possible to integrate IntelliPERMIT into the computerized maintenance management system, allowing shift changes to be coordinated.

A single operations database, such as IntelliPERMIT facilitates the integration of data from several processes into a single database. After analyzing this data, several important insights can be gained.

These processes must function together to promote efficiency and maintain the safe and efficient operation of a business. When it comes to shifting changeover, efficient communication is crucial to reducing the likelihood of safety issues.

The handover of a Shift handover template is critical to convey any difficulties or duties that have come up while you were on duty to the new crew. There is a good chance that you already have a template in place. It is the best option for individuals who have just started a shift or need a Shift handover template format. Do you have a process to transfer responsibility to the next support team? It’s all up to the company and the group. Among the many possibilities that come to mind, here are some examples.


Email transfer is one of the oldest and most widely used techniques of passing on information. Communication about production environment difficulties or work you were involved in while in your time zone is best communicated via email. An email has its drawbacks when explaining complex topics, which may be done much more swiftly and easily over the phone.

Make a Call

You’ll adore it if you’re more of a talker. When your shift is over, dial your next team’s phone number. If the next shift is run out of the same building or site, this may not apply. Keep in mind that even though this method is simple, there is no record of what you’ve given up. Phone calls will be more expensive than email if you’re performing a transfer to another nation.


  •         Emails and phone conversations are my preferred methods of communication.
  •         Which one are you currently using?

You may not require a standard template if you communicate via chat or phone. If you’re going to use email, it’s a good idea to create a template that everyone on your team can use. Using a consistent template will help guarantee that all team members are on the same page. 

Read also: 5 ways to overcome Logistic communication challenges.