Although some managers think that all they need is a calendar or a spreadsheet to schedule tasks and rosters among their teams, these approaches are often doomed to inefficiencies, confusion and failure. What you need is a more rational approach that employees, management teams and human resources departments can all get their heads around intuitively This is what high-quality scheduling software provides.
Without it, you are never truly on top of the situation with workers comings and goings. Anywhere that flexible working arrangements of shift patterns in place will find such software particularly beneficial. That said, any business that employs people either as individuals or within team structures can take advantage of scheduling software to make a more rationally organised workplace. How?
1 – Greater Flexibility in the Workplace
Although roster building is a crucial part of how many businesses operate these days, it is often surprising how few companies have invested in proper software for the job. Whether you need to arrange service staff to meet the demands of increased customers on weekends or have to ensure your production lines are fully manned to meet the deadline of a big order, only software will be able to provide you with the flexibility you need.
Few businesses now operate on a fixed shift pattern that never needs tweaking or adjusting for the current market conditions. Even those that do will still need some degree of versatility from their scheduling systems.
After all, people book holidays, go sick and even get promoted so that they are no longer available to do the job they once did. All of this requires an approach that is not only adaptable but which can be altered at the last minute.
2 – Clock-In in a Touch-Free Way
In certain medical settings, the ability to clock-in without touching a screen, a mouse or even a punch card system makes a lot of sense. This is because hygiene will be at the forefront of most healthcare workers’ minds when they are logging in and out of work. The fewer things that are touched, the more hygienic the whole establishment should become.
Of course, in this day and age, it is not just healthcare providers that need to make such considerations. That’s why a touch-free software system that makes use of things like facial recognition technology can be so beneficial to all sorts of businesses operating in a world that now understands what global pandemics can do. Of course, such technology isn’t just good for keeping your workplace functioning healthily. It can also cut down on fraud, where employees might log in and out for one another.
3 – Provide Greater Clarity for Employees
So far, we have looked at how software rostering systems help managers to keep track of their teams rationally and hygienically. However, such systems are there to make life easier for employees, too. This is because they won’t just provide a means of keeping tabs on team members but offer them a way to organise their own time, as well.
In short, rostering software doesn’t simply tell workers when they start and when they should finish but can set out all of the tasks expected of them throughout a shift. Things might have changed since their last shift so the software should update them of any workload changes, alterations in task allocations and even allow them to receive updates about schedules as they continue to work. In short, this will mean fewer errors occur due to miscommunication.
4 – Build-Up Workforce Morale
There is another benefit of improving scheduling communication other than simply working with a reduction in mistakes. This is what most managers see as a clear upturn in team morale. After all, no one likes to have to go over work again because of a miscommunication about tasking duties.
No one appreciates turning up for work only to find out their shift has been cut short or abandoned altogether.
With the right investment in time management software, such problems will markedly diminish, making for a much happier workforce. A rationalised system for scheduling work will take the doubt about what is expected of workers away. This means being able to get on with the job and feeling a greater sense of accomplishment into the bargain. Want to ensure your team has seen new scheduling notifications? You can with the right scheduling software because it will provide you with a receipt as soon as the notification has been opened and read.
5 – Ensure Pay Is Correct First-Time
While we are on the subject of team morale, there is another crucial aspect of successful rostering that makes a huge difference to the way employees feel. This comes down to the pay they receive as a result of the hours they have put in. When workers stay for longer but don’t get paid for it due to inaccurate timesheets, it can understandably cause a great deal of frustration.
Paying workers too much because they had reduced hours – but this was not communicated to the payroll team – may mean clawing back money from subsequent pay packets.
Either way, it leads to resentment and a sense of a lack of professionalism. With the right software systems in place, however, changes to usual schedules – even those that occur close to the payroll function being carried out – will be accessible to all concerned. This means issues like over-payment and under-payment should become a thing of the past.
6 – Work Within Regulatory Frameworks
Finally, it is worth mentioning the regulations many businesses need to work under. The restrictions on the amount of time an employee can be working without a break, for example, is probably regulated in your sector. Equally, the maximum shift length for an employee is likely to come under some form of legal restriction.
Good scheduling systems will automate the process of notifying managers and workers when the time to stop working is a requirement. Of course, this is good for worker safety. Nevertheless, it also benefits businesses because it means that they have taken the necessary steps to comply with time directives, thereby avoiding any potential fines from breaches.