Working Time Solutions Provides Modern Rostering in a Medieval setting

Working Time Solutions, the UK's leading working time change solutions provider, has used a combination of consultancy and 21st century software to revolutionise security service working patterns for one of the world's most revered cathedrals: York Minster.

York Minster - or more formally, The Cathedral and Metropolitical Church of St Peter in York - is one of only two cathedrals in the world to have its own police service, due to the large number of visitors it receives daily throughout the year. Officers are employed to maintain security at the Minster, including the surrounding buildings and areas that form the grounds, such as the Police Office, St. Williams College, the library and shop, the Church House and the Stoneyard. The Minster Police provide a response service to a wide range of issues and incidents to ensure the smooth everyday running of this immensely popular tourist attraction - at times working in conjunction with external security companies, North Yorkshire Police and Fire Service in order to cover all eventualities.

Working Time Solutions was tasked with identifying more efficient arrangements for the Minster Police in order to improve roster patterns and holiday cover for staff, while keeping costs and administration low for the Minster management. Working Time Solutions was presented with a number of common issues raised by staff, including unpredictable weekly shift patterns with changes often made at short notice; lack of flexibility within the system for covering absence or holidays; consecutive weekend working; and quick turnarounds at some points in individuals' shift rotas - meaning that late shifts were sometimes immediately followed by an early start.

In addressing these issues, Working Time Solutions created a bespoke shift pattern featuring rostered holidays, where staff were able to plan time off in advance. Where previously leave could be refused due to lack of cover, now two weeks' holiday entitlement has been built in for every nine week cycle, and extra cover is available by mixing shift lengths of 8, 9 and 12 hours.

Manning levels were reduced to a more realistic requirement of two officers per day and one overnight. This freed up a reserve of banked hours, which were paid for up front, but which could be used to call in cover for sickness absence or training, or to increase staffing levels for special events. This means that Minster management now has the flexibility to commission extra cover where it is needed without impinging on pre-booked holiday or incurring extra costs where an overtime premium was previously required.

For employees, greater shift predictability, guaranteed holidays, more rostered time off, and reduced and more fairly distributed weekend shifts, have led to a greatly enhanced work/life balance. Shorter runs of shifts and the elimination of quick turnarounds have also cut down on the fatigue inherent in the previous work pattern.

Kevin White, managing director of Working Time Solutions, said: "We were honoured to be involved in such a prestigious project at a location as widely renowned and respected as York Minster. We were particularly impressed with the strong community spirit among the Minster Police and know they are all immensely proud of their roles. It was a real pleasure to provide them with a much more flexible way of working and bring a renewed job satisfaction as a result of an improved work/life balance."

Catherine Bourke, HR manager at York Minster said: "The new working pattern, while meeting our required business demand, also meets the aspirations of our staff, generates less administration for management and has noticeably reduced our costs. The whole process has been a win-win situation for everyone involved. The company was of invaluable assistance to us through every step of the process and was consistently reliable, helpful and professional. We would be happy to recommend its services to any company considering changing shift patterns."