On-Call Rotation: A Complete Guide to Best Practices

On-call rotations are a critical component of modern IT operations, ensuring that services remain reliable and available around the clock. For Site Reliability Engineers (SREs) and operations teams, being on call is not just a responsibility — it’s a commitment to maintaining service-level agreements (SLAs) and minimizing downtime. This guide explores the key concepts, best practices, and tools for managing effective on-call rotations.

What is an On-Call Rotation?

An on-call rotation is a schedule where team members are assigned to be available outside regular working hours to respond to incidents and ensure system stability. On-call engineers are the first line of defense when issues arise, addressing alerts, troubleshooting problems, and escalating issues as needed.

For SRE teams, on-call duties typically account for 25% of their time, such as one week per month. However, managing on-call rotations effectively requires more than just scheduling — it involves balancing workloads, optimizing alerting systems, and fostering a culture of reliability.

Key Elements of Successful On-Call Management

To ensure smooth on-call operations, consider the following elements:

1. On-Call Scheduling: Design balanced schedules that prevent burnout and ensure coverage.
2. Shift Composition: Define the responsibilities of on-call engineers, including monitoring, troubleshooting, and incident resolution.
3. Handoff Procedures: Ensure seamless transitions between shifts with detailed handover notes.
4. Post-Mortem Meetings: Conduct regular reviews of incidents to identify root causes and prevent recurrence.
5. Escalation Plans: Establish clear escalation paths for critical issues.
6. Pager Load Optimization: Minimize alert fatigue by fine-tuning alert thresholds and policies.
7. Runbook Maintenance: Keep runbooks updated with troubleshooting steps and commands.
8. Change Management: Coordinate changes to avoid disruptions during on-call shifts.
9. Training and Documentation: Provide comprehensive onboarding and ongoing training for SREs.

Designing On-Call Schedules

Follow-the-Sun Model

For global teams, the follow-the-sun approach ensures 24/7 coverage by leveraging time zone differences. Here’s an example:

• Chicago (CST): 10 AM — 4 PM
• Sydney (AEDT): 8 AM — 2 PM (4 PM — 10 PM CST)
• Singapore (SGT): 11 AM — 5 PM (10 PM — 4 AM CST)
• London (GMT): 9 AM — 3 PM (4 AM — 10 AM CST)

This model ensures continuous coverage while distributing workloads across regions.

Single-Region Scheduling

For teams in a single time zone, divide the year into quarters and rotate shifts every three months. For example:
Group #1-> Jan-Mar: 10 AM — 4 PM, Apr-Jun: 4 PM — 10 PM, Jul-Sep: 10 PM — 4 AM, Oct-Dec: 4 AM — 10 AM
Group #2-> Jan-Mar: 4 PM — 10 PM, Apr-Jun: 10 PM — 4 AM, Jul-Sep: 4 AM — 10 AM, Oct-Dec: 10 AM — 4 PM

This approach reduces fatigue by avoiding frequent overnight shifts.

Best Practices for On-Call Management

1. Effective Handoffs

At the end of each shift, provide a detailed summary of ongoing issues, resolved incidents, and pending tasks. Use collaboration tools like Slack or incident management platforms to document and share this information.

2. Post-Mortem Analysis

Hold weekly post-mortem meetings to review incidents, identify root causes, and implement preventive measures. This fosters a culture of continuous improvement.

3. Optimize Alerting Systems

Fine-tune alert thresholds to reduce false positives and ensure that only critical issues trigger notifications. Use tools like Prometheus or Datadog to monitor systems and route alerts effectively.

4. Maintain Runbooks

Keep runbooks updated with step-by-step troubleshooting guides and commands. This ensures that on-call engineers can resolve issues quickly, even under pressure.

5. Manage Escalations

Design clear escalation paths for incidents that require additional expertise. Use incident management tools like Squadcast to automate routing and ensure timely responses.

6. Prioritize Training

Provide comprehensive training for new SREs and ongoing upskilling for existing team members. Shadowing experienced engineers during on-call shifts can help build confidence and competence.

Conclusion

Effective on-call rotations are essential for maintaining system reliability and meeting SLAs. By implementing best practices like balanced scheduling, optimized alerting, and thorough documentation, organizations can reduce downtime, improve incident response times, and foster a culture of reliability.

For teams looking to streamline their on-call processes, tools like Squadcast offer automation, incident management, and collaboration features to enhance efficiency and reduce workload.