There are several functions that an HR department is expected to undertake. While many of these are easily identifiable, one of the more overlooked ones is that of rostering. Depending on the size of the business, HR may rely on varying levels of delegation for this.
Regardless of whether it is delegated or not, it is up to HR to establish any rostering systems that may be in place. From the outside, rostering may seem as if it is a relatively simple task but every person on a roster adds a new set of variables that must be considered.
The businesses that operate most efficiently tend to have rostering figured out and some of them have only managed to achieve this through effective eRostering. Rostering programs can go a long way in reducing administrative overhead and improving processes.
What are Rostering Systems?
A rostering system is the mechanism used to ensure that all functional areas of a business have adequate and competent staff members carrying out all necessary functions when needed. While this system can be manual, going that route is a terrible mistake to make.
This is because human error is a large variable and as a staff complement grows the potential for issues only stands to grow. Scheduling software use is advised and below is an overview of a few of the reasons said systems should be considered.
Access to Information
One of the biggest advantages of using employee rostering software is the amount and organization of relevant information you have access to. Sometimes things slip through the cracks of memory and this is never something to worry about with such systems.
An eRostering system can give access to useful information such as upcoming leave, employee strengths and qualifications, appointments, shift swap requests, availability constraints, etc.
Such information goes a long way in effective roster building as it allows you to factor in all necessary information before any concrete decision is made.
When built and used correctly, staff rostering software is the perfect tool for streamlining the process of rostering. A good scheduling software system provides mechanisms for different use cases that are relevant to roster.
For example, there is an avenue for staff members to easily make time off requests, alteration requests, etc., and those responsible for the scheduling can see and take all this into consideration ahead of making decisions.
Furthermore, staff members can then check the system to see their personal schedules and request changes if necessary. The idea of these systems is to make the process less intrusive and difficult and a well-built system achieves this.
The best staff rostering software systems provide scalability. While most business aim to turn over a profit, another common goal is to achieve growth as time passes. This growth necessitates an increase in staff in many cases.
Even outside of the context of rostering systems, an IT solution that can no longer function optimally because of business growth is not necessarily one you should invest in. Good software systems scale well, and quality rostering software is no difference.
This is arguably among the most important benefits of rostering software. Employees are compensated for their efforts through payment which is both a testament to the value of their contributions and a means of survival.
Payroll errors should be avoided at all costs and employee rostering software goes a long way in reducing and eliminating same. When such systems integrate with the payroll processing mechanism it makes for a smoother process.
This is because there is no guesswork involved. Employees can get compensated precisely for the time scheduled. This is particularly important in workplaces where salaries are not fixed.
A well-designed employee scheduling system is guaranteed to improve and maintain high productivity levels across departments. The access to relevant information entered above allows schedulers to make decisions based on a need for efficiency.
Once the scheduler takes the right variables into consideration, each grouping of workers in a department should be one that results in an optimal level of productivity.
This could be because workers’ strengths compliment weaknesses in others because schedulers ensure that departments are adequately staffed on a capability basis. Whatever the case may be, rostering software is a bridge to relevant information for this.
A very helpful feature of a good eRostering system is an ability to automate various processes in rostering. One of the most effective and most beloved features of this nature is automatic rostering.
While scheduling can be done through the application with human intervention, this does not necessarily need to always be the case. Based on various parameters, the system can perform the task of roster assignments automatically.
Schedulers can then see what the system has put together and make any tweaks that are necessary. Not only does this reduce the level of administrative overhead but it also allows the schedule administrators time to focus on other tasks.
There’s no denying the importance of scheduling and getting it done the right way. The proper management of schedules can be greatly improved once a good rostering system is added to the mix.
Based on the features and benefits highlighted above, it’s a great idea to consider implementing such a system in your business, particularly if the area of rostering is a hassle. Remember technology’s key purpose is to make your life easier. You just need to let it.