Sustaining Change: The Ultimate Shyft Management Blueprint

Implementing change within an organization is challenging, but sustaining that change over the long term presents an even greater hurdle. Change sustainability in scheduling and workforce management requires thoughtful strategy, proper tools, and ongoing commitment. When organizations implement Shyft’s scheduling solutions, the initial enthusiasm can quickly fade without a proper framework to sustain the positive changes. Successful organizations recognize that embedding new scheduling practices into company culture requires more than just introducing new software—it demands a comprehensive approach to change management that includes training, measurement, and continuous improvement.

The statistics are sobering: according to industry research, approximately 70% of change initiatives fail to achieve their intended outcomes. This high failure rate stems not from the initial implementation but from the inability to sustain changes over time. For scheduling transformations using Shyft, sustainability means that managers and employees consistently use the system as intended, continuously improve their processes, and adapt to evolving business needs. By focusing on change sustainability, organizations can maximize their return on investment, improve employee satisfaction, and create a foundation for future innovations in workforce management.

Understanding Change Sustainability in Scheduling Software

Change sustainability goes beyond the initial implementation of Shyft’s scheduling software. It represents an organization’s ability to maintain new scheduling practices, technology adoption, and process improvements over time, ultimately embedding them into the company’s operational DNA. Effective change management recognizes that the real challenge begins after go-live, when the excitement of the new system fades and users may revert to old habits.

• Holistic Approach: Sustainable change requires addressing technology, processes, people, and culture simultaneously rather than focusing solely on software deployment.
• Behavioral Transformation: Long-term success depends on changing behaviors and habits around scheduling, not just implementing new tools.
• Continuous Reinforcement: Sustainable change requires ongoing reinforcement through training, communication, and celebration of success stories.
• Organizational Alignment: All levels of the organization must understand how Shyft’s scheduling solutions connect to broader business goals and strategies.
• Adaptive Mindset: Building capacity for ongoing evolution as business needs change and Shyft releases new features and capabilities.

Organizations that excel at change sustainability view their Shyft implementation not as a one-time project but as an ongoing journey of improvement. They establish governance structures, feedback mechanisms, and continuous learning opportunities that enable the organization to adapt and evolve its scheduling practices over time. A sustainable approach to change also considers the human aspects—understanding that employees need time to adjust, learn, and embrace new ways of managing their schedules.

Key Factors for Sustainable Change with Shyft

Several critical factors determine whether changes implemented with Shyft’s scheduling solutions will stand the test of time. Organizations that successfully sustain change recognize these elements and deliberately incorporate them into their change management strategy. Employee engagement stands as perhaps the most crucial element—when staff actively participate in the change process, they develop ownership and commitment that drives sustainable adoption.

• Executive Sponsorship: Visible and active support from leadership demonstrates organizational commitment and provides necessary resources for long-term success.
• Clear Vision and Purpose: Employees need to understand why the organization implemented Shyft and how it benefits both the business and individual workers.
• Ongoing Training Programs: Continuous learning opportunities ensure new employees learn the system and existing users stay updated on new features and best practices.
• Change Champions Network: Identifying and empowering influential employees to advocate for Shyft creates peer-to-peer support networks that reinforce adoption.
• Performance Metrics: Establishing clear KPIs to measure the success of scheduling changes provides visibility into adoption and impact over time.

Organizations should also consider the role of team communication in sustaining change. Regular updates about system improvements, success stories, and future plans maintain momentum and enthusiasm. Additionally, creating feedback loops where employees can share their experiences with Shyft helps identify potential issues before they undermine change efforts. The most successful implementations create a community around the new scheduling practices, where users support each other and collectively evolve their utilization of Shyft’s capabilities.

Implementation Strategies for Long-term Success

The implementation approach an organization takes with Shyft significantly impacts long-term sustainability. Rather than rushing to deploy all features simultaneously, successful organizations typically adopt a phased approach that allows users to become comfortable with core functionality before introducing more advanced capabilities. This strategic implementation creates a foundation of confidence and competence that supports sustainable adoption.

• Change Readiness Assessment: Evaluate organizational culture, past change experiences, and potential barriers before implementation to tailor your approach accordingly.
• Pilot Programs: Test Shyft with a small group of users to identify issues, refine processes, and create success stories before full deployment.
• Customized User Training: Develop role-specific training materials that address the unique needs of managers, administrators, and employees.
• Process Documentation: Create clear, accessible guides for all scheduling processes that incorporate Shyft, ensuring knowledge doesn’t reside solely with specific individuals.
• Integration with Existing Systems: Seamless connections between Shyft and other business systems reduce friction and support sustained adoption.

Effective implementation also includes anticipating potential pitfalls and developing mitigation strategies. For example, organizations might identify departments or individuals likely to resist change and provide additional support to these groups. Similarly, planning for common challenges like employee turnover by establishing robust onboarding processes ensures new hires quickly adopt Shyft. The most sustainable implementations build flexibility into their approach, allowing the organization to adapt as they learn what works best for their unique culture and operational requirements.

Measuring Change Sustainability in Your Organization

What gets measured gets managed, and this principle applies directly to change sustainability. Organizations need concrete metrics to assess whether their Shyft implementation continues to deliver value and remains embedded in daily operations. Robust analytics provide visibility into user adoption, process compliance, and business outcomes, allowing organizations to identify areas requiring additional support or intervention.

• System Usage Metrics: Track login frequency, feature utilization, and time spent in different modules to assess how thoroughly users have adopted Shyft.
• Process Compliance Indicators: Measure adherence to new scheduling processes, such as advance posting of schedules or approval workflows completion.
• Business Impact Measures: Quantify improvements in schedule efficiency, labor cost management, and workforce productivity attributed to Shyft.
• User Satisfaction Surveys: Regularly collect feedback on system usability, perceived benefits, and suggestions for improvement.
• Change Sustainability Index: Develop a composite score that combines multiple metrics to track overall progress toward sustainable change.

Beyond quantitative measurements, organizations should also implement qualitative assessment methods. Regular check-ins with department leaders, focus groups with end users, and structured feedback sessions provide insights that numbers alone cannot capture. This balanced approach to measurement enables organizations to develop a comprehensive understanding of their change sustainability status and make data-driven decisions about where to focus ongoing change management efforts.

Common Challenges and Solutions in Change Sustainability

Even with careful planning and implementation, organizations typically encounter obstacles that threaten the sustainability of their Shyft scheduling transformation. Recognizing these common challenges and having strategies to address them prevents minor issues from derailing the entire change initiative. Many organizations struggle with maintaining momentum after the initial implementation phase when the focus shifts to other priorities and the change management team may be reassigned.

• Change Fatigue: When employees face multiple simultaneous changes, they may become overwhelmed and revert to old scheduling practices. Solution: Pace implementation and provide adequate support resources.
• Knowledge Gaps: As employees leave and new ones join, knowledge about Shyft can erode over time. Solution: Develop comprehensive training programs and documentation that facilitates knowledge transfer.
• Workarounds and Shadow Systems: Users might develop unofficial processes that bypass Shyft. Solution: Identify root causes of workarounds and address underlying issues.
• Leadership Turnover: New leaders may not understand or prioritize Shyft adoption. Solution: Institutionalize change management processes independent of specific individuals.
• Support Structure Dissolution: As initial implementation support ends, users may struggle with ongoing issues. Solution: Transition to sustainable support models that provide continuous assistance.

Organizations that successfully navigate these challenges typically maintain a dedicated resource focused on change sustainability rather than considering the job complete after initial implementation. They also create mechanisms to quickly identify and address emerging issues before they become entrenched problems. For example, establishing a Shyft user group that meets regularly provides an early warning system for potential adoption challenges while simultaneously building a community of practice that strengthens sustainable use.

Building a Culture of Continuous Improvement

Truly sustainable change goes beyond maintaining the status quo to embrace ongoing evolution and improvement. Organizations that excel at change sustainability create a culture where employees constantly seek better ways to use Shyft’s scheduling capabilities to solve business problems. This mindset of continuous improvement ensures that the organization maximizes value from their investment while adapting to changing business needs.

• Learning Organization Principles: Foster an environment where experimentation, reflection, and knowledge sharing around Shyft usage becomes the norm.
• Continuous Feedback Loops: Implement structured processes to regularly gather, evaluate, and act on user feedback about scheduling processes.
• Innovation Incentives: Recognize and reward employees who develop creative ways to leverage Shyft’s capabilities for business improvement.
• Periodic Process Reviews: Schedule regular assessments of scheduling workflows to identify opportunities for refinement and enhancement.
• Feature Adoption Planning: Systematically evaluate new Shyft features and develop implementation plans that maintain change momentum.

Organizations should also create opportunities for cross-functional learning and collaboration around Shyft. For example, a quarterly “Shyft Summit” where departments share their scheduling innovations can spread best practices throughout the organization. Similarly, a schedule feedback system where employees can suggest improvements creates a sense of ownership that supports sustainable adoption. The most mature organizations eventually reach a state where continuous improvement of scheduling practices becomes self-sustaining, with users driving innovation rather than requiring central change management push.

How Shyft Features Support Sustainable Change

Shyft’s platform includes several features specifically designed to support sustainable change management in scheduling processes. These capabilities help organizations overcome common barriers to adoption and create an environment where new scheduling practices can thrive long-term. Mobile accessibility represents one of the most powerful sustainability enablers, as it meets employees where they are and provides convenient access to scheduling information.

• User-Friendly Interface: Intuitive design reduces the learning curve and minimizes resistance to adoption, making it easier for new and occasional users to navigate the system.
• Customizable Dashboards: Personalized views ensure users see the most relevant information for their role, increasing the perceived value of the system.
• In-App Communication Tools: Integrated messaging capabilities keep users within the Shyft environment, reinforcing adoption through daily use.
• Self-Service Options: Empowering employees to manage their own schedules and requests increases engagement and reduces administrative burden.
• Automated Notifications: Proactive alerts and reminders help users stay on track with new scheduling processes without requiring additional effort.

Additionally, Shyft’s continuous product improvement cycle means organizations regularly receive new features and enhancements that can reinvigorate user interest and adoption. The platform’s system performance capabilities ensure the application responds quickly even during peak usage periods, preventing performance issues that might discourage adoption. Organizations should leverage these built-in capabilities as part of their overall change sustainability strategy, using Shyft’s features to reinforce new behaviors and processes while reducing friction that might cause users to revert to old methods.

Change Sustainability Reporting and Analytics

Data-driven change management requires robust reporting and analytics capabilities. Shyft provides organizations with powerful tools to monitor adoption, measure impact, and identify areas requiring intervention. These evaluation capabilities enable change leaders to move beyond anecdotal evidence to make informed decisions about sustainability efforts based on concrete metrics.

• Adoption Dashboards: Visual representations of key usage metrics help leaders quickly assess the current state of Shyft adoption across the organization.
• Compliance Reports: Automated tracking of adherence to scheduling policies and processes identifies departments or teams that may need additional support.
• ROI Calculators: Tools that quantify time savings, labor cost optimization, and productivity improvements demonstrate the ongoing value of Shyft.
• Trend Analysis: Longitudinal data visualization reveals patterns in adoption and usage over time, helping identify seasonal variations or gradual decline.
• Benchmarking Capabilities: Comparison metrics allow organizations to measure their adoption against industry standards or internal targets.

Beyond standard reports, organizations should develop custom analytics that address their specific change sustainability goals. For example, a retail chain might create reports correlating Shyft adoption with important business outcomes like reduced overtime or improved schedule adherence. These business-focused metrics help maintain executive support for ongoing change management efforts by demonstrating tangible value. Organizations should also establish a regular cadence for reviewing sustainability metrics, perhaps through a monthly “Change Sustainability Scorecard” that tracks progress against established targets and highlights areas requiring attention.

Establishing Governance for Sustainable Change

Governance structures provide the framework necessary for long-term change sustainability. Without clear ownership and accountability, even the most successful implementations can gradually deteriorate as priorities shift and key personnel change roles. Effective governance for Shyft includes defined roles, decision-making processes, and oversight mechanisms that maintain focus on sustainable adoption over time.

• Change Sustainability Committee: Establish a cross-functional group responsible for monitoring adoption, addressing issues, and driving continuous improvement.
• Role Definition: Clearly define responsibilities for system administrators, super users, department champions, and executive sponsors in maintaining Shyft adoption.
• Decision Framework: Create structured processes for evaluating and implementing changes to scheduling practices and Shyft configuration.
• Policy Integration: Incorporate Shyft usage expectations into formal policies, job descriptions, and compliance requirements.
• Escalation Protocols: Establish clear pathways for resolving issues that threaten sustainable adoption before they undermine change efforts.

Many organizations find success by integrating Shyft governance into existing operational meetings rather than creating entirely new structures. For example, making “Shyft Adoption” a standing agenda item in monthly department meetings ensures regular attention without adding administrative burden. Similarly, training team leaders to monitor and coach on proper Shyft usage embeds governance into daily operations. The most effective governance models balance formal oversight with distributed responsibility, creating a network of accountability that sustains change even as individual team members come and go.

Conclusion

Change sustainability represents the difference between temporary improvement and lasting transformation in workforce scheduling. Organizations that successfully implement Shyft recognize that go-live is just the beginning of their journey—the real work of embedding new scheduling practices into organizational culture and operations extends far beyond initial deployment. By developing comprehensive strategies that address the technical, procedural, and human aspects of change, organizations can ensure their investment in Shyft delivers ongoing value through sustained adoption and continuous improvement.

The most successful organizations approach change sustainability as a deliberate practice rather than an afterthought. They establish clear metrics to track adoption, create governance structures to maintain accountability, provide ongoing training and support, and foster a culture of continuous improvement. They leverage Shyft’s built-in features that support sustainable change while implementing complementary practices that address organizational dynamics. By taking this comprehensive approach to change sustainability, organizations can transform their scheduling practices in ways that endure, evolve, and continue to deliver business value year after year. As workforce scheduling grows increasingly complex and critical to business success, this commitment to sustainable change becomes not just beneficial but essential for competitive advantage.

FAQ

1. How long should we focus on change management after implementing Shyft?

Change management should never truly end, though its intensity may vary over time. Plan for at least 6-12 months of focused change management activities following implementation, then transition to a sustainable model that integrates ongoing support, training, and improvement into regular operations. Organizations should establish permanent structures like user groups, regular training refreshers, and adoption metrics that continue indefinitely. Remember that each significant update or expansion of Shyft functionality will require its own mini change management cycle to ensure sustainable adoption.

2. What metrics best indicate whether our Shyft implementation changes are sustainable?

The most effective sustainability metrics combine usage statistics, business outcomes, and user feedback. Key indicators include: consistent or increasing login frequency across all user groups; declining support ticket volume over time; improving schedule compliance metrics; reduced time spent on scheduling tasks; positive trends in user satisfaction surveys; and business improvements like reduced overtime or better labor cost management. Look beyond simple usage metrics to measure whether Shyft is delivering the intended business value—sustainable change means the system is not just being used but is creating meaningful impact.

3. How can we prevent reverting to old scheduling practices after initial Shyft adoption?

Preventing regression requires a multi-faceted approach. First, make the old processes difficult or impossible by removing access to legacy systems where appropriate. Second, ensure new managers receive thorough training on Shyft as part of their onboarding. Third, incorporate Shyft usage into performance expectations and reviews for relevant roles. Fourth, regularly celebrate and share success stories that reinforce the benefits of the new system. Finally, maintain a visible “change champions” network that provides peer support and addresses issues quickly before they become reasons to abandon the new processes.

4. What role should executives play in ensuring change sustainability with Shyft?

Executives play several critical roles in change sustainability. They must visibly use and endorse Shyft, demonstrating its importance to the organization. They should regularly review adoption metrics and hold management accountable for sustainable implementation. Executives need to maintain resource allocation for ongoing training, support, and system improvements even after initial implementation. They should recognize and celebrate departments and individuals who exemplify successful adoption. Perhaps most importantly, executives must connect Shyft usage to broader business strategies and goals, reinforcing why sustained adoption matters to organizational success.

5. How do we balance standardization with flexibility in our Shyft implementation?

Finding the right balance between standardized processes and local flexibility is crucial for sustainable change. Start by identifying core processes that must be standardized across the organization to ensure data integrity, compliance, and system effectiveness. For these elements, create clear policies and provide thorough training to ensure consistent adoption. Then, identify areas where departments or locations have legitimate needs for customization, and work with Shyft to configure appropriate flexibility. Document all variations and their justifications to prevent arbitrary deviations. Establish a governance process for evaluating and approving requests for customization, ensuring changes support rather than undermine the overall goals of your Shyft implementation.