3 Major Benefits of Using an Employee Scheduling Software

Posted on April 27, 2022 by wis_wp

Employee scheduling is rather complex than simple for firms with higher workforce needs or high-octane activities. This blog explores 3 ways employee scheduling software can help you and your organization. 

Table Of Contents

1. What Is Employee Scheduling Software and How Does It Work? 2. Why Should You Utilize Employee Scheduling Software? 3. 3 Significant Benefits Of Using Employee Scheduling Software 4. To Conclude
employee scheduling software

Thanks to technological advancements, enterprises worldwide can respond faster and more accurately to the events that influence them. Automated software solutions can help facility managers save time and boost employee productivity. 

Employee scheduling software is one such advancement that assists firms in streamlining the critical task of scheduling employees. All the while it helps maintain a high level of forethought and strategy.

Statistics reveal that managers spend at least 20% of their time manually generating employee schedules. In perspective, schedule management consumes roughly a full day per week in a 40-hour workweek! If your facilities staff spends too much time managing personnel schedules, employee scheduling software can be cost-effective and time-saving.

Additional Read:  Employee Scheduling vs. Resource Scheduling Software

 

Employee scheduling software automates developing and handling a schedule for employees. For businesses with hourly workers, employee scheduling software improves efficiency and frees up resources for non-scheduling operations. 

Such software regularly tracks vacation, sick, and compensation time, and conflicts are flagged as soon as they arise. The multiple features of employee scheduling software are incredible.

To eliminate scheduling conflicts, specific employee scheduling software, for example, includes automated notifications. Analytics are included in employee scheduling software to help with job management and coordination. 

Employee scheduling software assists business owners, managers, and HR employees manage employee schedules. This program automates and streamlines the process of creating and tracking personnel schedules.

Bonus Read: What is Employee Scheduling & Why is it Important? 

 

Facility managers have traditionally used two standard things to generate employee schedules: a pencil and paper.

Then came personal computers, which allowed these executives to generate spreadsheets digitally rather than by hand. However, applications are now dedicated particularly to employee scheduling, which makes even these digital spreadsheets appear basic.

The most significant benefit of today’s employee scheduling software is that it saves managers time, workforce, and money. They can do more than speeding up scheduling processes. 

Modern-day employee scheduling software solutions provide a slew of other advantages, including automating specific processes and improving team communication. Statistics indicate that companies have recorded an 88% rise in shift coverage with scheduling software.

 

 

#1 Time saved is money saved

employee scheduling solution

You don’t have to start from scratch every time you need a timetable when using employee scheduling software. Most software products allow you to transfer schedules from one week to the next. This is especially useful if you have recurrent schedules.

Even if you have to generate new schedules every week, the tool can help you save time. You can typically drag and drop shifts in a schedule planner, making it easier to design and alter schedules as you go. There’s no need to juggle several spreadsheets.

Employee scheduling software can also aid in maximizing coverage. Off-hours or frequent intervals of downtime can be identified using the software. This provides the staff with the opportunity to cross-train or master new skills. 

Your employees are more likely to have a great work experience if they have the chance to progress. When done strategically, neither your customer service nor your business operations will suffer.

You could schedule staff depending on their skill level or qualifications. This might help you prepare for critical milestones or peak seasons and guarantee that your business runs smoothly.

Additional Read: Why Office Scheduling is the Essence of a Hybrid Workplace

 

#2 Employee Scheduling Automates Leave Requests

Time out and leave requests are now automated, with fewer scheduling issues.

Facility managers can use employee scheduling software to computerize the approval process. This saves managers time and allows them to digitally keep track of employee requests.

A manager can still have the last word before the request for extended leave is accepted. 

Employee scheduling software enables managers to be proactive in preventing schedule issues. When the following conditions exist, the best employee scheduling software may automatically send you alerts:

 

#3 Employee Scheduling Improves Communication And Employee Experience

employee scheduling

It might be tough to convey schedule updates to the staff. Furthermore, it can be challenging to have everyone on the same page. Employee scheduling software helps managers communicate with staff more efficiently and reduces scheduling issues.

Here’s how. Facility managers can send an email reminder to the workers when they release a new schedule or edit an existing one. The employees will not be caught off guard since the employee scheduling software allows them to update timetables in real-time. This way, facility managers won’t be dealing with as many requests for time off at the last minute.

Employees must notify their managers of shift changes, time off requests, and other scheduling concerns if there is no employee scheduling software. This can take a long time and increase the chances of making a mistake.

Employees can handle their schedule modifications using the software. They can determine their availability, swap shifts with colleagues, seek leave and time off, and proactively shape their work experience using most collaborative scheduling applications.

Employees are less likely to be late or show up for a canceled shift since they may notice changes in their schedule in real-time. This optimizes their experience, boosts employee satisfaction, and betters their work-life balance.

Bonus Read: 5 Ways to Improve Employee Experience 

 

Your manual scheduling operations will be streamlined and simplified using employee scheduling software. Payroll will automatically collect and update hours worked. 

Facility managers can save time and effort and maintain accuracy by reducing data entry with an employee scheduling solution. For all your employee planning needs, turn to WorkInSync.

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Posted under: Employee Scheduling

Employee Scheduling: What is it & Why is it Important?

Posted on April 25, 2022 by wis_wp

Employee scheduling is important to manage your employees in a hybrid workplace. Want to learn more about employee scheduling and what makes it important? This blog explores talks about the basics of employee scheduling. 

Table Of Contents

1. What Is Employee Scheduling? 2. Importance of Employee Scheduling in the Modern Workplace 3. Start Setting up Employee Scheduling Systems at Work Today!

The face of the workplace has changed rapidly in recent times. Employees are demanding greater work flexibility, and so companies are shifting to hybrid workplace setups to enable it. Besides, the rising labor costs and regulatory compliances are shifting the way companies are hiring as well.

Companies today are more willing to hire employees across geographical locations. And if that wasn’t enough, employers are increasingly hiring skilled contract workers and part-time workers to minimize labor costs.

Naturally, workflows and systems are bound to change. But if you are a facility manager, one of your most pressing concerns is keeping track of employee work schedules and coordinating remote and in-office schedules. Thankfully, employee scheduling makes this easier.

Recommended Reading: How much does it cost to setup a hybrid workplace? 

 

employee scheduling

Imagine this. You are a new hire at a company, and you have gotten a project. You haven’t been allotted a set schedule to complete it. So, completing a project could go one of two ways.

You either complete the project as soon as possible, without considering the work hours. Or you could take several days to complete the project at your own pace, except the deadline may pass when you finally submit your work.

In the former case, you risk overworking and inch closer to burnout. Besides, given your self-imposed time limit, you may not be able to turn in quality work.

Also Read: How does the lack of work boundary cause burnout? 

While in the latter scenario, company goals may be at stake if you fail to hand over crucial projects on time. It’s clear that scheduling is key. But what is it, and what does it include? Let’s take a look. 

Simply put, employee scheduling is the act of organizing, optimizing, and managing employee schedules so that projects and company goals are met on time. But this definition doesn’t fully cover the realm of scheduling. Here’s what employee scheduling includes in modern work culture.

What’s more, the extent of scheduling shifts as per the type of organization. In other words, while smaller organizations with limited projects may only need a single schedule, larger ones may need employee schedules to help coordinate projects between different teams.

Now that we know what employee scheduling is all about, let’s get into why companies ought to pay heed to it.

Additional Read: Employee Scheduling vs Resource Scheduling Software

 

Employee Scheduling Helps Efficient Operations

The secret to a successful business is a smooth, consistent, and clear workflow. And the responsibility of making one with work hours, deadlines, etc., often falls on facility managers like you. Thankfully, employee scheduling can help you with it.

Since employee scheduling involves keeping track of staffing requirements, making appointments, tracking deadlines, and delegating tasks, it helps you make a work schedule in line with company goals. This helps employees know their roles, work hours, and deadlines and helps them give their best to a project, thereby furthering company goals.


It Helps Manage Employee Attendance and Pay

resource scheduling software

To meet project goals and deadlines on time, employees must turn up consistently and work productively during their work hours. Additionally, managers should be able to track regular defaulters timely and deal with them. And if you didn’t know, none of this is possible without employee scheduling. 

Employee scheduling helps you allot employee shifts and helps track if they are being filled effectively. So, if certain employees are taking leaves frequently or coming in later than their shift times regularly, you can inform the management timely, and they can take the necessary action.

And that’s not all. If your company hires contract or part-time workers who go by an hourly pay, employee scheduling can help you calculate their salaries easily before payday too.

 

Employee Scheduling Makes Shift Management Efficient

If your company runs round the clock, it probably has a shift system in place. The last thing you want in this case is overbooking your employees with work or having employees report randomly in the office, disrupting work. Thankfully, effective employee scheduling can help you avoid them altogether.

With employee scheduling, allot shifts to workers based on their past shifts, work experience, and skills. This ensures your employees are on the same page and helps reduce conflict dramatically. In fact, clear schedule communication also creates a more fulfilling environment for shift workers. At least that’s what 53% of shift workers say.


It Helps Manage Overtime

Allotting overtime shifts may be unavoidable sometimes. But as a facility manager, you must ensure such allotments don’t go overboard.

Because such shifts negatively impact employee productivity (one study reported a 10% increase in overtime reduced employee productivity by 2.4%).

Besides, overtime employees need to be paid as per labor laws too. This makes keeping track of work hours and effective employee scheduling more important.

 

Employee Scheduling Helps Keep Tabs on Leaves

employee scheduling software

Employees will take leaves from time to time. However, as a facility manager, you must ensure work doesn’t suffer because of it. This means you have to rely on employee scheduling to approve leaves or change work schedules to work around them. Either way, you will set up systems to ensure fair leave approvals and full work allotments. And employee scheduling can help with it.

Bonus Read: Why Office Scheduling is the Essence of a Hybrid Workplace

 

If you don’t have an employee scheduling system, you must set one up to make employee schedule tracking and management easier. And if yours is a small company that works with minimal scheduling, even a spreadsheet could help you get the job done.

However, if yours is a larger organization that relies on extensive, well-outlined schedules, you might want to invest in software for employee scheduling. Why? Because these help you cut down the time spent scheduling and maximize shift coverage. 

If you are looking for an employee scheduling software for your hybrid workplace, WorkInSync’s all-in-one hybrid workplace solution is what you want to get. With facilities like hot-desking, meeting-room booking, commute management, and employee scheduling, this software can help solve all your hybrid workplace woes. 

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Posted under: Employee Scheduling

Employee Scheduling Software vs Resource Scheduling Software

Posted on April 4, 2022 by wis_wp

Your hybrid workplace needs scheduling software. But should you get one for employee scheduling or one for resource scheduling? This blog covers the basics to give a better idea of which is which. Keep reading to learn more. 

Table Of Contents

1. What is Employee Scheduling Software? 2. What Are the Benefits of Employee Scheduling Software? 3. What Is Resource Scheduling Software? 4. What Are the Benefits of Resource Scheduling Software? 5. The Verdict
employee scheduling software

Looking for scheduling software for your company? There is a good chance you are facing one of these issues –

Or maybe you are plagued by all of them. Naturally, you want software that helps you manage all such concerns and more.

If you have done some research, you may have come across two types of software. One that manages employee scheduling while another that manages resources. Upon further digging, you might have noticed both perform eerily similar functions. Now comes the dilemma — which solution should you choose? 

The key to making a good purchase for your hybrid workplace is knowing all your options and understanding their use cases. 

Here is all you need to know about employee scheduling and resource scheduling software to make a sound purchase decision. Let’s dive in.

Bonus Read: 5 Actions to Improve Employee Experience 

 

Employee scheduling software does just what the name suggests. It comes with scheduling features that manage time and attendance of employees without too much of human intervention. Solutions as such remove roadblocks that you may face when trying to schedule employees. It also: 

The right software will effectively take over tasks like keeping track of shifts, swap shifts, trends, employee shift expectations, and more. It will provide real time scheduling data to managers. With such precise data, it becomes easier for them to optimize the workers’ time. It also makes building schedules more convenient with intuitive tech.

Now that you have a fair idea about employee scheduling software let us look at some of their benefits.

Additional Read: What Features should Employee Scheduling Software Offer?

 

 

Employee Scheduling Software Streamlines Operations

Time tracking employee shifts is only one aspect of an employee scheduling solution. But making sure the shifts are covered efficiently is a different task altogether. Employee scheduling app can make this easier.

The software helps you get critical insights into employee schedules, their effectiveness, etc. and helps streamline operations through data-backed solutions. The impact? According to Shiftboard’s Customer ROI survey, organizations using such software saw an increase in shift coverage by 88%.



It Reduces Overtime Costs

Overtime shifts are often a result of improper schedule planning. But shift scheduling software can help you manage it.

With this software, you can plan the schedules based on specific employee needs. This also amps up employee satisfaction and reduces labor costs.

Recommended Reading: Cost Optimization in a Hybrid Workplace 

 

Employee Scheduling Software Reduces Managerial Load

As a manager, you could be spending up to 20% of your time making employee schedules according to company requirements. The reason is apparent. Manual planning processes are hard to track, tricky to update, and hard to manage. This is where employee scheduling software can save you quality time. 

The software features schedule templates, auto-assigning capabilities, and more. It also has a dedicated analytics dashboard to make a plan for employee shifts better. So, naturally, it reduces the managerial load and frees up time.

Now that you know all about employee schedule planning software, let us discover the capabilities of resource planning software.

Bonus Read: Understanding Managers’ POV on Remote Work 

 

Unlike common understanding, resource scheduling is not limited to managing inanimate resources. It also extends to managing human resources to meet the company goals. This makes it similar to employee schedule planning. The key difference is that resource scheduling is inherently human-centric and project-focused.

Resource scheduling or resource management involves allocating resources to keep projects on track without overbooking employees. So, managers need to know how to balance time, cost, and the scope of employees to get the best results possible. 

This is undoubtedly hard, but resource scheduling software can make it easier. It has features like employee scheduling, forecasting abilities, and advanced analytics to make planning resources a smoother experience. This software can even track employee work trends and skill levels on projects and provide insights to managers. This helps them plan work schedules that further company goals without compromising employee productivity.

 

 

It Simplifies Project Management

According to a Monday survey, up to 42% of managers are still using spreadsheets to manage employees and resources in their organizations. 

But here’s the thing. Keeping track of complex works while handling and scheduling multiple projects at once is no simple task. So, resource management software makes it easier for you. Thanks to its intuitive UI, you can view projects at a glance and ensure they move seamlessly across departments. 

Moreover, resource management tools have dashboards with project and client details to ensure everyone on the team knows about the progress.

 

Resource Scheduling Software Allows Effective Capacity Planning

To plan projects effectively, you need to know your resource limits. This includes employee availability, skills, time, and other factors that change with time. A resource management tool helps you keep track of all tangible and intangible resources with features like dashboards, analytics, and trends. This not only makes keeping track of these resources easier but also makes allocating them quicker too. 

Also Read: Why is Space Management Important for Your Hybrid Workplace? 

It Improves Employee Engagement

Burnout is a common effect of poor scheduling, and it plays a significant role in lowering work engagement. In fact, a Deloitte report revealed that even those who liked their jobs faced burnout 64% of the time. As managers, you can reduce such instances by managing schedules using a resource management tool.

This software can help you keep track of employee work, skills, hours spent on tasks, overtime, etc. It can give you warnings when work levels exceed limits. This can help you divide the duties equally to ensure no one employee is stretched too thin. This helps employees stay engaged consistently at work and give their best.

Also Read: Why Office Scheduling is the Essence of a Hybrid Workplace

 

Employee scheduling software is a tool concerned with planning schedules and keeping track of leaves, etc., over extended periods. A resource scheduling tool on the other hand is to ensure that amenities are available and allocated optimally. This is a project-focused tool.  

If you are convinced you to need an employee schedule planning tool, turn to WorkInSync’s Hybrid workplace solutions. This one-stop solution is all you need to ensure your organization’s hybrid setup runs smoothly. 

Along with desk booking and meeting room booking solutions, the software helps you plan schedules for your employees. The scheduling software allows you to share them with employees in just a few clicks. Sound like an integration you’d want to invest in? Head to our product page to learn more.

Subscribe to our blogs and get weekly updates on the latest workplace trends. 

Posted under: Employee Scheduling

Why Office Scheduling is the Essence of a Hybrid Workplace

Posted on August 20, 2021 by wis_wp

Table Of Contents

Most sectors have bid goodbye to the traditional 9-to-5 workweeks. With restrictions on the number of people allowed on-premise, hybrid workplaces are now becoming the norm. A critical component of the hybrid workplace is office scheduling employee visits and work hours. It helps teams synchronize better for both on-premise and remote work. Consequently, office scheduling software space is bubbling with new options and features.

While there is much noise around what an employee scheduling software can or cannot do, one must understand its importance in a hybrid setup.

A hybrid workspace thrives on enabling synchronization within and between teams. The changes due to COVID have placed new demands on it, making workforce scheduling more critical. You can broadly group these under four reasons:

1. Limitation on Number of On-premise Staff

Health safety compliance does not allow offices to function on full strength. This is one of the primary reasons for businesses to opt for a hybrid workplace. Employee visits are scheduled in advance or on an as-required basis. At the same time, offices cannot exceed the number of employees specified by the authorities. So, if one extra person comes in, they need to move one out.

2. Deciding Which Teams or Employees Need to be On-premise

On a given day, multiple teams would want to use the office for a variety of reasons. Some may need it for a weekly huddle, others for client meetings or resolving a critical issue. As a workplace manager, it is not possible to deprioritize or dismiss a requirement completely. Therefore, you will have to manage office space utilization such that there are no scheduling conflicts. You can manage your employees’ workdays, allocate desks, resources, and meeting rooms with office scheduling software.

3. Time and Resources Required to Manage Office Scheduling

Managing schedules through a spreadsheet would be difficult for organizations with a large workforce. To accommodate a single change, you may have to coordinate with all people who plan to visit the office at a given hour or time of the week. The larger the workforce, the more time and resources the process takes. It could also lead to chaos, and eventually, non-compliance with health safety regulations.

4. Supports Employee Needs and Provides Adequate Flexibility

Many surveys indicate that employees prefer the flexibility of choice in terms of work location and timings. Hence, space scheduling software needs to fulfill this need also.

Let’s look at the possible types of office schedules that are possible.

Based on business and employee needs, workplace managers will have to choose a different approach to office scheduling. Following are a few popular ones:

1. Cohort-based Office Scheduling

With arguments for three-day work-from-office gathering steam, cohort-based office scheduling is likely the most popular approach. Here, employees are required to visit the office on fixed days and hours of the day. Some teams may choose to meet three specific days a week, while others might have a lower or higher frequency depending on their work needs.

Predictability is the most significant advantage of cohort-based office scheduling. Workplace managers would precisely know how many people would be present on a floor on any given day. It’s also easy to manage.

Cohort-based scheduling’s downside is lack of flexibility. For projects involving multi-team collaboration, you have to change the entire roster and accommodate other requests too. It can be too much to handle from an operational perspective.

2. Staggered Office Scheduling

The primary purpose of staggered office scheduling is to limit the number of people on the floor at any given hour. In this approach, employees have specific entry and exit times. While it works well for the most part, problems emerge when employees cannot adhere to the specified time. If employees overstay because of the work demand, the number of people on a floor may exceed the permitted number.

With careful planning and adequate cushioning to handle deviations, staggered office scheduling works well for most companies. Using supporting technology like access management and occupancy detectors helps workplace managers drive compliance.

Both cohort-based and staggered office scheduling approaches are predictable but less flexible than custom schedules discussed below.

3. Managers and Team Leaders Set Team Schedules

Allowing managers to set schedules for their respective teams provides them greater flexibility. It lets them bring the team together when they deem fit.

At large enterprises, using a technology solution helps keep the number of on-premise employees in check.

The degree of flexibility in this approach is immense. However, it could become an administrative liability when managers do not find time to do it in a planned manner.

Recommended Reading: 5 Ways to Manage a Hybrid Team

4. Employees Set Their Schedules

Letting employees decide their schedules fulfills employees’ need for flexibility. Of course, an employee needs to be aligned with the team and be present when the situation demands. That said, the onus of scheduling a visit and booking space still lies with the employee.

An office scheduling software could be a standalone schedule booking application or work in sync with other components of a hybrid workplace. The latter automates workplace operations and takes away significant manual workload. Following are a few features to look for in space scheduling software:

1. Team Planner

Office scheduling involves planning employee visits to the office. Without a team planner, managing them will be a challenge.

Team planner provides you information on employee’s availability and locations. So, you can manage their work schedule and office visits. It helps you plan and implement multiple employee rotation strategies without a hitch.

2. Attendance Management

Attendance management forms the core of office scheduling software. It lets you monitor and manage employee sign-in and sign-out times. An intelligent system would help you get real-time insights on work hours, absences, and employee commute.

3. Centralized Dashboard

With a centralized dashboard, you can track employee locations on-premise, sign-in/ sign-out times, desk and meeting room reservations, and more. Given the pandemic, it also lets you track compliance with safety protocols. It also helps you keep a tab on employee activity to drive better productivity.

4. Desk Booking

It enables your employees to book their desks with ease and view where their colleagues are seated. It allows teams to collaborate better by letting them book desks at specified locations. Desk booking can also help people adhere to social distancing guidelines by limiting bookings.

5. Meeting Room Booking

Working with office scheduling software, the option to book meeting rooms helps teams plan their visits. You can also integrate it with Google and Outlook Calendar for added convenience.

6. Visitor Management Software

For several businesses, offices serve as a place for client meetings. An office scheduling software equipped with a visitor management system can prioritize such purposes over others. It helps ensure that the business does not lose out on revenue-generating opportunities.

Also Read: How to Select the Right Visitor Management Software

7. Unified Audit Reports

Unified Audit Report at regular intervals can provide you insights into office space bookings. It helps you make informed decisions, better utilize space, and comply with health and safety regulations.

With these features, your office scheduling software can drive efficiency. It can also provide employees a seamless hybrid workplace experience.

A hybrid workplace isn’t possible without an office scheduling system. While using a spreadsheet could work for an office with a handful of employees, it isn’t best suited for even slightly larger organizations. Not investing in office scheduling software is, therefore, not an option.

Workforce scheduling software varies with the vendor. And each vendor you come across will have a different understanding of your industry. Choosing a vendor who provides you with a complete suite of office scheduling solutions will help you avoid integration challenges at a later stage.

WorkinSync specializes in office scheduling software and has helped more than 135 organizations across industries to date. With almost 100% uptime, you also enjoy the peace of mind of working with a 27001 ISO Security Certified software provider.

Reach out to us to know how we can enable your hybrid workspace with the most effective office scheduling software.

Subscribe to our blogs for more information on office scheduling.

Posted under: Employee Scheduling

What Features should Employee Scheduling Software Offer?

Posted on August 10, 2021 by wis_wp

Table Of Contents

Most workplace managers spend up to 20% of their time every week on administrative tasks such as employee scheduling. Admittedly, relying on spreadsheets is one of the reasons for this inefficiency. A employee scheduling software could take a significant load away from workplace managers – letting them focus on more productive work.

However, just as humans, workforce scheduling software can vary in the way they are built. Few work best in certain conditions, while others may not.

Bonus Read: Top Software IT Managers’ Need in the Hybrid Workplace 

 

Using employee scheduling software has several benefits. Following are a few:

1. Helps in Resource Planning

Shift planning involves several variables like employee availability, rotations, shift-swapping, overtime hours, scheduling conflicts, and resource expertise. Other than this, employee scheduling software also includes externalities such as changes in market demand for a product.

 

2. Ensuring Legal Compliance

Legal compliance could be required at various levels and for different purposes. For example, today, workplaces cannot operate at full strength due to health safety compliance. Otherwise, it could be about complying with a law that states that a particular job requires a skilled and licensed worker. A workforce scheduling software can help adhere to such requirements.

 

3. Evaluating Human Capital Effectiveness

A workforce scheduling software is a rich source of data. It captures data points related to attendance, productivity, skills, and performance of employees. It helps organizations recognize gaps, the scope of improvement, and invest more effectively.

 

Based on the business requirement, scheduling typically works in two ways:

 

1. Static Employee Scheduling

If you have fixed work shifts, static scheduling works best for you., A static scheduling application finds and allocates employees for different day shifts. It is best suited for people-intensive industries working multiple shifts a day, like hospitality and healthcare.

 

2. Dynamic Employee Scheduling

If you are in a service industry that works on consumer demand, you would want to look for dynamic scheduling software. Say, if you run an agency that provides home repair services to various clients, you would like to avoid conflicting schedules. Dynamic scheduling ensures an adequate workforce is available at a given time and location, based on historical demand patterns.

While there are enough solutions equipped to handle both types, they excel in one or the other. So, check for what scheduling solution works best for you.

Also Read: Why is Office Scheduling the Essence of a Hybrid Workplace?

 

Two types of solutions available in the market are:

 

1. Server-based Employee Scheduling Software 

When you install a solution on a local on-premise server, you can access it only through a private network. Even as large enterprises invest in it, there is a steady shift towards a web-based solution. High costs of purchase, maintenance, and upgrades are primarily responsible for this shift. It also comes with an inherent risk of data loss and hence needs to be constantly backed up.

 

2. Web-based Employee Scheduling Software 

More popular of the two, you can access a web-based solution from anywhere with the proper credentials. It doesn’t involve installation, and data is securely stored on the cloud.

Offered as Software-as-a-Service (SaaS), web-based solutions come with monthly or annual plans and are priced based on the number of users or employees.

Given the cost and efficiency advantages, web-based SaaS solutions make for a better choice.

 

Now that you understand the features required and want to go out shopping, here are the factors to consider:

 

1. Does it Address Your Business Challenges?

Every business is unique, and so are its challenges. Listing them will help you avoid the noise around the best solutions in the market today. For instance, a solution used by the market leader may not prove cost-efficient for you. It may come packed with features you would rarely use. Hence, due diligence from a problem-solution perspective will help shortlist solutions that are best for you.

 

2. Is the Solution Easy to Use?

Even the best solutions fail if people cannot use them. Give due thought to the ease-of-use factor while purchasing the solution. Any solution requires some training – a complex one will make you spend more hours on it. Hence, consider your organization’s technological maturity before opting for one.

 

3. How Secure is the Employee Scheduling Software?

A workforce scheduling software stores and uses employee data. It also contains critical business information. The solution you choose should, therefore, be secure as the safest vault out there. Paying a premium for a secure solution may well be worth it in the long term.

 

4. Is the Employee Scheduling Software Cost-Efficient?

While more money can buy a better system, you need to ensure the workforce scheduling software doesn’t impact your bottom line adversely in the mid to long term. Ultimately, it’s a business investment and needs to deliver returns to make sense.

 

As with any new solution, workforce scheduling comes with its own set of challenges. Following are a few common ones faced by businesses:

 

1. Resistance to Change

A solution that tracks and manages employee schedules is bound to attract some resistance. Transparency throughout the implementation process has helped several organizations to gain employee confidence and overcome resistance.

 

2. Underutilization

Both resistance and purchasing a product exceeding the need leads to its underutilization. Careful pre-purchase evaluation and post-purchase training can help organizations fully tap into the potential of a workforce scheduling software.

 

3. Lack of Supporting Infrastructure

To realize the benefits of a solution, it needs enabling infrastructure. For example, buying a web-based solution in an area with poor connectivity leads to more problems than solutions. Similarly, if you buy a server-based solution and do not have the basic infrastructure to keep it functioning, the business is bound to incur significant losses.

 

The features of the workforce scheduling software vary from one product to another. Similarly, the nomenclature used by various solution providers may differ. However, any solution you pick must deliver on the basic requirements. Here are the must-have features.

 

1. Provides an Overview of Schedules

It provides an overview of shifts for different intervals. The ability to view weekly, biweekly, and monthly shift data provides you a better understanding of an employee’s schedules. It can help you figure asymmetries, if any, in schedule allocation. You can filter the data by location, time, and roles. Even employees can view the schedules of their colleagues and respective teams for better alignment.

 

2. Helps Workflow Management

It lets you better manage projects that involve hourly billing. The work management feature also helps you manage workloads without adversely impacting productivity and efficiency. A more advanced solution also helps in managing the portfolio and budget allocations in projects.

 

3. Makes Communication Easy

In a connected world, running on work-from-home, timely communication is a critical piece in workplace management. Any modern workforce scheduling software, worth its money, would have paid enough attention to it.

An ideal solution would support real-time communication through text messages, emails, or mobile applications. A central notification console would ensure that critical announcements reach employees in time and with minimal effort.

 

4. Equipped with Auto-Shift-Assigning

Assigning shifts is time-consuming and fraught with biases when done manually. Automating shift assignments is therefore central to work scheduling software. It can match an employee’s availability to an appropriate role in a given shift. It also enables tracking shift swapping and avoids unplanned overtime costs.

 

5. Must Work with Employee Profiles

Storing and accessing employee data are integral parts of workforce scheduling. It is particularly indispensable when the job requires employees to have active licenses, training, or certification. It helps align the person with the specific requirements to ensure compliance. You wouldn’t want a small crane operator to handle a much bigger machine without a license.

 

6. Aids Resource Forecasting

Most businesses have seasons of high and low sales. Resource forecasting helps you avoid being under or over-staffed, even as the business goes through its seasonal cycles.

 

7. Generate Reports and Analytics

An automated system that doesn’t generate data or offer insights serves little purpose. A well-built workforce scheduling software provides insights into a variety of parameters. From labor costs to financial reports, from worker schedules to productivity reports, it can generate reports vital to maintaining an efficient workforce.

 

8. Easy to Integrate with Other Solutions

Regardless of the size of the business, you would be using a few solutions for workforce management. The workforce scheduling software you choose should easily integrate with your existing solutions. For example, you can integrate it with your payroll management system to save hours spent documenting, calculating payout, and uploading data.

 

Employee scheduling software is evolving at a rapid pace. New products come with features that were tough to think of a few years ago. Even as the technology is improving, managerial supervision is a must. At the same time, the solution itself should be technologically proven. As gaps appear, you would need a vendor to help you address them quickly.

Therefore, it helps to choose a vendor at the forefront of innovation and willing to handhold you through updates. An established one will have a clear SOP, adequate support staff, and proven credentials in the market.

WorkInSync’s workforce scheduling software has gained significant traction in the market based on the product strengths and the after-sales support. Our scheduling solution comes combined with tools like contactless access management, desk booking, seat management, notification console, and more. We help you build an ecosystem that makes workforce scheduling effective and efficient.

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Posted under: Employee Scheduling