Staff scheduling is often a long and tedious task. It is estimated that managers spend 7 hours a week managing their teams' schedules. A large number of companies create schedules on paper or via an Excel-type spreadsheet, which is far from facilitating the task. Fortunately, many tools are available on the market to help you create schedules easily, and share them with your employees. However, it is necessary to choose a tool adapted to the needs of your teams. Let's see how to make the right choice.
Before getting into the heart of the matter, it is worthwhile to recall the main benefits that you can get from such a tool.
One of the main benefits of a scheduling tool is the time savings for team leaders. They would spend nearly 7h per week to define the best combination to assign their team members. The problem takes on another dimension when last-minute changes are required. An unforeseen absence creates a real headache for the person who makes the schedules.
Note also that this particularly time-consuming task is often done, at best, on Excel, and at worst, on paper (often forgotten at the coffee machine). These two media make updates complex (as evidenced by phrases like "what is the latest version of next week's schedule?"). Thanks to an adapted software, these problems are solved, which frees up the mental load of the schedule managers.
As a direct consequence of the previous point, if the files are not up to date, it is difficult to know which employees are available at a given time. It is then necessary to go around the teams to ensure that the information is correct.
The advantage of scheduling tools is that they are generally integrated with your other personnel management software (which manages vacations, sick leave, etc.). This makes it easier to determine which employee should be placed in which position according to their availability or skills (we will go into more detail on this particular point in the second part of the article).
A personnel scheduling software is beneficial for all employees. Employees can access their updated schedules at any time. Managers can focus on more value-added tasks.
Administrative friction points are greatly reduced, which at the same timeimproves communication, information sharing and therefore productivity at all levels of the company.
The use of scheduling and staffing software is an indispensable factor for any company that aspires to greater agility and versatility. Therefore, the choice of the tool to implement in your company must be in line with your business needs. Let's see what are the main criteria to consider before making your choice.
We will focus on three essential dimensions: data centralization, the analytical aspect, and assignment according to business constraints.
Your ideal scheduling tool should be able to take into account data from different human resources tools. For example, vacation dates, which should be easily taken into account in the planning to avoid errors.
Also, make sure you choose a solution that allows you to share schedules with teams live. This way, everyone can access their schedule, which is always up to date.
The second criterion that should get your attention is the analytical aspect. We advise you to turn to software that helps you access key data, such as the number of hours spent by each employee on your workstations. These are precious indicators, especially to limit the risks of Musculoskeletal Disorders on your lines, but also to value and improve the versatility of your employees.
Finally, we would like to draw your attention to the fact that your staff assignment tool should above all help you place the right employee in the right position at the right time. This is only possible if you can take into account a certain number of business constraints when calculating assignments.
Thus, a staffing and planning tool consider :
This third criterion is essential for any company wishing to implement a forward-looking jobs and skills management plan.
Your planning tool should above all help you place the right person in the right position. To do this, it is necessary to integrate concepts such as skills, authorizations, absences and shifts.
Mercateam takes into account the above-mentioned constraints, thus allowing for automated assignment to positions.
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