Double Staffing

RetroRealms Double Staffing Policy

1. Purpose

The purpose of this policy is to ensure that staffing is efficient, fair, and well-managed. Double staffing is not allowed to prevent overstaffing, to ensure that staff roles are fairly distributed, and to encourage staff members to work independently and collaboratively within their designated responsibilities.

2. Why Double Staffing Is Not Allowed

• Fairness and Equality: To prevent any one staff member from having an unfair advantage or feeling overworked, each staff member will be assigned their individual shifts or duties.

• Operational Efficiency: With limited staff, focusing on a clear and singular staffing model allows for better organization and avoids confusion over overlapping roles.

• Avoiding Overstaffing: Double staffing can lead to unnecessary overlap, causing disruptions in how tasks are managed or handled. This policy helps maintain a proper balance in staffing levels.

3. Scheduling and Shift Allocation

• Single Staffing Model: Staff will be assigned individual shifts, where each shift will have only one staff member in charge. If multiple staff members are available, shifts may be staggered or rotated to ensure no one is overburdened.

• Shift Length: Staff shifts will be clearly defined in length to prevent burnout, and rest periods between shifts will be required.

• Rotation: If more staff are needed to cover peak times or special events, rotations or team efforts (with no double staffing) will be implemented. Staff will alternate between active and rest periods.

4. Responsibilities During Single Staffing

• Full Ownership of Shift: Each staff member is responsible for handling their shift without relying on another staff member for backup. If an issue arises, the staff member is expected to handle it to the best of their ability or escalate it to leadership if needed.

• Clear Expectations: Staff members should have a clear list of responsibilities and tasks for their shift, whether it’s moderating, event management, troubleshooting, or any other duties assigned to them.

• Backup Protocols: In the event of unexpected absences (e.g., illness or emergency), the leadership team will handle staff coverage by rotating shifts or reaching out to available staff members, but not by allowing double staffing.

5. Handling Emergencies or Increased Workload

• Escalation Process: If a single staff member cannot handle an emergency (e.g., server crash, player conflict), they are expected to escalate the issue to the leadership team or use a chain of command.

• Supportive Role: While double staffing is not allowed, staff members can communicate with others via the server’s communication platform (like Discord) to get advice, but they should not overlap duties.

• Event Coverage: During server events or tournaments, staff will be divided into shifts or teams but will still work independently during their allocated hours.

6. Training and Support

• Skill Development: Since each staff member is responsible for their shift, training will be provided to ensure all staff members can handle their tasks effectively without needing backup.

• Leadership Availability: While double staffing isn’t allowed, leadership will be available to provide support and guidance, especially in complex situations or during high-traffic periods.

7. Monitoring Staff Workloads

• Shift Reviews: To prevent burnout, the leadership team will regularly review staff schedules, workloads, and well-being. Adjustments will be made as needed to ensure that staff are not overburdened.

• Feedback System: After each shift, staff should provide feedback on how they managed their duties, especially if they feel overwhelmed or need additional support. This helps maintain a balanced workload across all staff.

8. Consequences of Violating the Policy

• Overlapping Roles: If double staffing occurs despite this policy, the staff members involved will be reminded of the policy and expected to return to their individual shifts.

• Miscommunication or Issues: If any confusion arises from not following this policy, leadership will intervene to clarify roles and responsibilities to ensure smooth operations in the future.

• Repeat Violations: Repeated violations of this policy may result in disciplinary actions such as a temporary removal from the staff team or reassignment of roles.

9. Exceptions to the No Double Staffing Rule

• Emergencies: In rare cases, if a situation arises that requires immediate and exceptional action (e.g., a severe server crash or a major issue that requires more hands), temporary coordination between staff may be allowed. However, this should be the exception, not the norm.

• Staff Breaks: During breaks or time off for staff, leadership may arrange temporary coverage but not with overlapping shifts. Instead, duties will be reassigned to other available staff members who are not already on shift.

Final Notes

By disallowing double staffing, the policy ensures that staff are responsible for their shifts, preventing redundancy, ensuring fair workload distribution, and promoting a self-sufficient and well-trained team. Clear communication and support systems will still be in place to help staff during challenging moments.