Definition: What is a shift handover log?
The shift handover log is a document that is created during the shift handover. It is used to exchange information between two shifts and is intended to ensure the seamless transfer of information. This transfer is the prerequisite for a seamless transition from one shift to the next and the associated continuity in (production) operations.
What should be included in a shift handover log?
A shift handover log is more than just a randomly written handover note. It is a standardized form tailored to the company, consisting of the shift summary, action elements, note fields and a signature area. What does this mean in detail?
Shift summary
In this, the employee provides an overview of the previous shift. It should include information on
- completed tasks
- ollow-up measures for the next team
- problems encountered
- urgent issues
- safety observations
Action items
The action elements describe the actions to be carried out by the next shift. This includes a clear list of the tasks still to be completed and an overview of relevant decisions that the next shift must make.
Note fields
Of course, the shift handover protocol should also provide space for further information. This can include, for example
- prioritized completed tasks
- customer complaints
- special incidents
Signature / sign-off area
A shift handover log is a binding document whose accuracy and completeness is confirmed by the parties involved. Therefore, each log should provide space for
- signatures of employees and supervisors
- confirmation that the report has been prepared by the person responsible
- proof of receipt and acknowledgement by the next shift
Summary:
- shift summary with completed tasks, problems, measures and safety-related observations
- list of open tasks and decisions for the next shift
- space for special incidents, complaints, etc.
- signature area for creator, supervisor, follow-up shift
What are the advantages of a shift handover log?
A shift handover log combines communication and documentation and makes a valuable contribution to optimizing these areas. Important information is written down and made available in such a log and communication gaps are closed. This creates transparency and clarity and helps to minimize errors and misunderstandings. It also ensures that all employees work towards the common goal despite shift transitions.
Summary:
- ensures information flow and prevents communication gaps
- creates transparency and clarity, reduces errors and misunderstandings
- promotes goal orientation
And what are the benefits of a digital shift handover log?
With a digital shift handover log, you initially benefit from all the general advantages that we have just explained. But there are a few more valuable advantages:
- Readability / comprehensibility: a digital log does not fail because of the employee's handwriting. On the contrary, it guarantees that everyone can read all entries. It also prevents ambiguities.
- Simple creation: Digital shift handover logs are much easier to create, update and version. This makes work easier for your shift supervisors.
- Multimedia: If required, your employees can simply add images or other relevant media to the digital logs. This allows them to present processes and incidents much more vividly.
- Less walking: A face-to-face handover meeting or a tour at the end of the shift? With a digital log, this is no longer necessary. Information can easily be transmitted digitally in a way that is easy to understand and free of misinterpretation. This increases your efficiency and flexibility.
Summary:
- better readability and comprehensibility thanks to clear, digital entries
- easier creation, updating and versioning, including media attachments
- more efficient handover without face-to-face meetings - saves time and effort
Shift handover log: examples
Let's make it a little clearer. What could a shift handover log accomplish in certain areas?
Production & manufacturing
During the transition from the day shift to the night shift, the log transports all important information, instructions and events. This enables a smooth shift change and ensures that production can continue without downtime.
Customer service
A shift handover log also provides valuable services in customer service. For example, the ending shift records and documents all customer inquiries and open tickets to ensure seamless processing by the next employee.
Healthcare
Knowledge must never be lost from one shift to the next. Patient information and nursing tasks are transferred from one shift to the next in the form of the handover log, ensuring optimal and appropriate care.
Summary:
- secure shift changes in production and without downtime
- documentation of open requests for seamless processing in customer service
- transfer of relevant patient information in the healthcare sector
Shift log vs. shift handover log
The shift handover log is not the only important tool for documenting essential shift information. You are no doubt also familiar with the shift log. However, the two serve different purposes. For the shift handover log, we have already noted that it is used to transfer information (problems, changes, instructions, etc.) from one shift to the next.
The shift log, on the other hand, is more of a documentation tool than a communication tool. It records all the important information of a shift such as
- number of employees deployed
- tasks that need to be completed
- shift times
The reference to the actual production carried out and its processes, challenges and problems is not taken into account here. The shift log thus makes the planning of the shift transparent.
Summary:
- shift handover log for communication and information transfer between shifts
- shift log documents planning and basic shift data
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