Night and weekend counts: shifts, transport and safety

A supermarket, pharmacy or distribution warehouse works all day, and stopping trade for a count means losing both customers and profit. That is why counts are done after closing, at night or on a day off. But a night count is not just a copy of a daytime one at a different hour: fatigue, transport, lighting, access control and food all need separate planning. If they are neglected, the quality of the count drops towards the morning.

Preparing so that trade need not stop

The success of a night count depends on what is done before evening. Set the cut-off time: the last receipts and shipments must be documented by then. Close open documents at the till and in the stockroom, set returns aside and put goods not yet displayed on the shelves in advance. If the count is on a day off, agree with suppliers that no deliveries come that day. If a change in opening hours affects customers, announce it beforehand.

The shift plan

The first rule: do not make the shift too long. For most people an eight-hour shift is about right; beyond that the chance of errors grows. Instead of working non-stop, build in short breaks every two or three hours and a longer one for a meal mid-shift. The hardest time is usually dawn, so the second stage of checking, the recount of differences, is best given to people after a break or to other people. When forming the team, pair experienced counters with newcomers and keep one or two people in reserve for illness or lateness, which happen more often at night than by day.

A hypothetical example: the shop closes at 22:00. The team arrives at 21:30 and gets a briefing, the count runs from 22:30 to 05:30, with a 40-minute break around 02:00. From 05:30 to 06:30 the differences are rechecked, after which equipment is cleared away before the sales floor opens and the area is handed back.

Transport and food

At night public transport may not run, so getting people to the site and home after work is settled in advance. If the journey is long, it helps to gather people at one point and take them by shared transport: everyone then arrives together and the briefing is not delayed. Agree at the contract stage who arranges transport, the contractor or the client. Tired people should not drive in the morning. Water, hot tea and light food are prepared beforehand too: on days off the canteens nearby may be shut. Set aside a separate room where the team can rest.

Lighting and working conditions

In poor light it is hard to scan a barcode or read a figure on the racking, so errors multiply. You need enough light, hand torches if necessary and stepladders. In chilled zones plan warm clothing and frequent breaks. No loading equipment should operate in the counting zone, aisles must be clear and escape routes open. Work at height is done only in pairs. Test the light and the scanners' charge before starting: a lamp that fails at midnight or a flat battery can hold up a whole shift.

Access control and safety

At night, admitting outsiders to a site calls for particular care. The general measures are:

• the list of team members is given to security beforehand and identity is checked at the entrance;
• a separate place is set for personal belongings, and only what is needed is taken into the counting zone;
• one duty contact on the client's side stays reachable by phone;
• the arrangements for alarm, cameras and keys are agreed in advance;
• a first-aid kit is on site and escape routes are not blocked;
• when the work ends, the handover of keys and alarm is recorded.

These measures do not guarantee perfect safety, but they reduce the uncertainty that usually arises at night. If your site has rules of its own, give them to the contractor beforehand.

Conclusion

A night count keeps trade going when shifts, transport, food, lighting and access are thought through in advance. The best plan is one where everything is written down beforehand and the night itself is spent on the count alone. Inventory works at night and at weekends too: in retail chains the timing of the count is fitted to your routine so that it does not get in the way of sales.