Managers and HR personnel may dedicate eight hours a week or more to creating schedules for the following week, especially with complex shift patterns or a large workforce. When scheduling conflicts arise, the quality of work may be affected, and an even greater number of hours may be wasted working the kinks out! Implementing scheduling software can help prevent these dilemmas and also provide many other benefits.
Although every type of scheduling software will not offer all available benefits, the following paragraphs outline the benefits that may be obtained by using certain types of software. When selecting the scheduling software or HR software programs with built-in scheduling software, it is imperative to make sure the software meets your exact needs. Make your priorities clear to the vendor, so that they are able to help you enjoy the scheduling software benefits as quickly as possible following implementation.
Should You Use HRIS for Employee Scheduling?
If your company operates on a 9-5 schedule and is closed for the weekend, you may not see a benefit from using HRIS for scheduling. However, if your company operates over a longer period of time, contains multiple departments or areas that operate on different schedules, or has a differing degree of complexity with scheduling, HRIS software may help to make scheduling easier.
Using HRIS for scheduling can be of particular benefit to workplaces in industries such as retail, medical, food service, and hospitality where shifts may vary widely.
Allows Collaborative Scheduling
Collaborative scheduling allows employees to set their own availability and manage shift trades. This allows managers and HR professionals to ensure that all shifts are covered and approve employee requests and input. By sharing the scheduling responsibilities, managers can reallocate up to 80 percent of their time to more productive tasks.
Migrates Availability Conflicts
Allowing employees to set their own availability and help collaborate on schedule may automatically mitigate scheduling conflicts. Errors with time off requests will be minimized and employee satisfaction will increase, as employees are able to make the schedule work for their needs. By allowing employees to work a schedule they prefer, the organization may see gains in productivity.
Alerts You to Uncovered Shifts
It is easy to make mistakes when using a pen and paper or spreadsheet to work up a schedule. HRIS can be configured to alert you to uncovered shifts or shifts where more coverage is needed based on forecasts. This can divert potential disasters and help you avoid ever being short-staffed.
Allows You to Strategically Gear Scheduling
When scheduling is made easy, it is possible to focus on scheduling strategically so that employees can be cross-trained through various departments or otherwise receive instruction that helps them to grow within the organization. HRIS can help you to identify times when it may be possible to assign certain employees training tasks or simply take employees aside and teach them new skills. This can help your company to increase the value of labor hours and invest in employees without breaking the bank.
Saves Labor Hours
Many scheduling software programs allow schedules to be easily carried over from previous weeks, then altered using a drag-and-drop method. Employee names may be dragged onto a shift with a few clicks of the mouse. Shifts may be dragged from one day to the next, which will make scheduling fast and simple.
In turn, this will save labor hours and dollars. Many programs even update and save automatically. So instead of searching for the save button, you can save time and prevent calamities in which the schedule is accidentally erased before saving it.
Provides Labor-Management Tools
Labor is the number one expense for most companies, so it is important to manage labor in the most efficient way possible. HRIS can synchronize scheduling with sales and productivity forecasts to help manage labor as you schedule, rather than when it’s too late. This can help you to optimize scheduling on a minute to minute basis so that your company is making the best use of every labor dollar spent.
Provides Sophisticated Staffing Information
Some scheduling software programs collaborate with other HR and business data to provide sophisticated information regarding staffing needs. This can help in decreasing the number of conflicts caused by understaffing and can also prevent your business from paying out overtime or scheduling unnecessary shifts. Scheduling software may also let you know whether your business is meeting its labor percentage goals, or provide information about exactly how close you are to meeting those goals.
Provides a Template
HRIS usually provide scheduling templates and may even make it a snap to copy over the schedule from the previous week or month and make changes to accommodate current business needs. This can save time from penciling in shifts that will stay the same. Templates can also help you to easily utilize feedback from previous scheduling issues to improve future shifts.
Lets Employees Access Schedules Remotely
Many scheduling software programs offer mobile accessibility. This function allows employees to view their schedules remotely, 24 hours a day and seven days a week. If desired, employees may even set up the portal before shifts begin, to provide SMS or email notifications within a set amount of time. These options may help prevent issues with employees misreading the schedule or forgetting shifts. As a result, the business can function seamlessly, and the employees can benefit from their downtime.
Makes Scheduling Communication Instantaneous
It is not an exaggeration to say that employees base their lives around their work schedules. Having scheduling information in advance regularly can quickly and dramatically increase employee contentment.
However, having to communicate with each individual employee as they move through varying shifts to relay schedules can be disruptive to work and difficult. Communicating schedules instantly through HRIS can help to reduce headaches and scheduling mishaps.
Can Increase Employee Contentment
In addition to increasing contentment because of the ease of looking up the schedule online, HRIS may help to increase employee contentment in other ways. Depending on the available features, employees may be able to submit feedback regarding preferences in regards to scheduling. Knowing which employees prefer the late shifts, which prefer the early morning shifts, and which employees would like to pick up available additional shifts can simultaneously make scheduling easier and make employees happier.
Employee scheduling software can be beneficial in many ways, but not every HR software package comes equipped with this functionality. If you would like to upgrade to HR software with scheduling options, we can help. Visit our vendor match page to begin your selection journey.
Authored by: Dave Rietsema