Manage overtime

Here's how I manage working hours to control costs and avoid unnecessary pressure on staff

Norton Priory Museum and Gardens is an award-winning visitor attraction in Runcorn, Cheshire, boasting one of the largest excavated monastic sites in Europe. The business, an independent charitable trust, relies on careful management of working hours to meet budgets and maintain flexibility. Director Steve Miller describes the methods used and how they benefit staff as well as the business.

What I did

Set expectations

"Our business is open 362 days a year and demand fluctuates between seasons, so efficient staffing policies are essential. We're also a popular location for film and TV crews, plus we run frequent evening events, all of which require flexibility in working hours.

"We make staff aware from the start that unusual working hours will be part of the job. However, we also make it clear that we're prepared to give as well as take. We offer a good working environment and excellent training opportunities. We've found people are willing to trade unusual or unsociable hours for the benefits we provide in other areas."

Consider alternatives to overtime

"Our financial structure as a charitable trust means we work to strict budgets, so traditional overtime doesn't always fit the bill. Overtime can be expensive, especially for the number of weekends and Bank Holidays that we need our employees to work. It's also part of our company culture to encourage a healthy work-life balance and paid overtime could undermine that.

"We researched alternatives and now we use a combination of part-time employees and time off in lieu (TOIL) to meet variable demands on working hours. We also take on a number of graduate work placements and volunteers during our busiest season to take the pressure off regular staff."

Manage the system

"TOIL works well for us, but it needs careful management. TOIL arrangements are included in all employee contracts, as is the requirement to work unsociable hours and some weekends.

"We stipulate that no more than three days can be accumulated each month, although we always try to accommodate requests to 'carry over' time owed. We actively encourage staff to take TOIL during the same week it's earned because it's better for their well-being and enhances productivity.

We keep detailed records of hours worked, including weekly time sheets, and we review them regularly so that we can spot potential problems before the business or the individual suffers."

What I'd do differently

Check contracts

"As the business grew, so did our use of part-time staff and TOIL, but in retrospect, our contracts didn't keep pace. They've now been changed, but they should have been reviewed at an earlier stage."

Communicate with staff

"If you expect staff to co-operate with unusual hours or overtime requirements, you need to communicate your intentions. It took us a while to put the proper channels in place."

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Subjects covered in this guide

• Introduction
• Overtime and employment contracts
• Health and safety issues
• Pros and cons of overtime
• Part-time employees and alternatives
• Using overtime successfully
• Time off in lieu
• Here's how I manage working hours to control costs and avoid unnecessary pressure on staff