How to Write Shift Notes

Shift notes help keep everyone updated and provide a record of what happened. Knowing who, what, when, where, how, and why something happened is crucial for the shift-to-shift productivity of your business.

It's an easy way to record everyone in one location for managers to review. There's an old saying for someone starting their shift, "don't go looking for the fire until you've read the daily log notes." Something may be happening for a reason and before jumping right into a shift to take action, take a moment to absorb the information and get a sense of what's happening and why.

Why Shift Notes Matter

Shift notes are the unsung heroes of smooth operations in any shift-based business. Think of them like eating your vegetables—you could get by without them, but you'll feel the consequences down the road. Effective shift notes keep managers and team members in sync by documenting key events, customer interactions, maintenance needs, and more. They serve as a real-time log of what happened, what's currently happening, and what’s coming next. More importantly, they create accountability and ensure that no critical information slips through the cracks.

Beyond just keeping everyone updated, high-quality shift notes provide a written record that:

• Prevents miscommunication between shifts.
• Helps track patterns and trends over time.
• Increases efficiency by reducing redundant explanations.
• Assists in resolving customer and employee disputes.
• Ensures continuity of operations despite staff changes.

Simply put, shift notes aren't just a tool for organization—they're a roadmap for smoother operations and better decision-making.

What to Include in Shift Notes

Not all shift notes are created equal. To be effective, they need to be detailed and informative. A vague note like "Customer at table 12 loved their meal" might sound good, but it leaves unanswered questions. What dish did they enjoy? Who served them? Did they say they'd come back?

Here are some key areas you should cover in your shift notes:

1. Daily Operational Updates

• What happened during the shift (major incidents, successes, challenges)?
• Who was involved, and where did events take place?
• Any unresolved issues that need follow-up?

2. Customer Feedback

• Notable compliments or complaints.
• Specific details about a great experience (which dish, which server, etc.).
• Areas for improvement or menu suggestions.

3. Employee Feedback

• Suggestions for improving workflows or efficiency.
• Recognition for outstanding team contributions.
• Concerns about morale, scheduling, or policies.

4. Maintenance & Repairs

• Equipment malfunctions or damage.
• Who was notified, and when will it be fixed?
• Any workarounds needed in the meantime?

5. Training & Performance Notes

• Progress of new hires—what they’re excelling at and where they need help.
• Coaching moments or retraining needs for existing staff.

6. Inventory & Supplies

• Items running low or out of stock.
• Restocking plans—who’s responsible and when it will be replenished.

7. Meeting Notes

• Key takeaways from staff meetings or manager check-ins.
• Action items assigned and follow-up deadlines.

8. Upcoming Events & Promotions

• Special events that require team preparation.
• Marketing initiatives and expected customer traffic.
• Results from previous promotions—what worked, what didn’t?

9. Personnel Tracking

• Noteworthy attendance issues (late arrivals, no-shows).
• Exceptional team moments that boosted morale.
• Employee concerns that require follow-up.

Organization & Communication: The Keys to Effective Shift Notes

Writing shift notes is only half the battle—the real value comes from tracking and using them effectively. A well-maintained log system means managers can spot trends, address problems proactively, and ensure accountability across shifts.

If shift notes aren’t consistently used or are poorly documented, businesses risk missing out on crucial insights. That’s why a digital solution like ShiftNote (part of ShiftForce) makes shift logging easier and more effective.

How ShiftNote Can Improve Your Shift Management

ShiftNote is an all-in-one workforce management solution designed for shift-based businesses. It includes:

• A digital logbook to track shift notes seamlessly.
• Employee scheduling to simplify shift planning.
• Task management to ensure follow-through on action items.
• Team communication tools to keep everyone in the loop.

Start logging daily activities more effectively and improve your team’s productivity today with ShiftNote.

Ready to optimize your shift management? Try ShiftNote and streamline your operations!