As a manager of a large-volume workforce, you already know just how challenging the shift scheduling process is. Not only do you have to ensure all shifts are covered, but you also must make sure you schedule the right workers for the right roles. Just having one or two positions go unfilled could result in production issues. For example, not having enough certified forklift drivers scheduled could create a backlog and cause production delays.
However, between scheduled time off, last-minute callouts and the ongoing labour shortage making sure all shifts are fully staffed can seem nearly impossible. Additionally, the workforce scheduling process can be both tedious and time-consuming, which can take precious time away from other duties. On top of that, many operational managers are still using Excel spreadsheets to manage the shift scheduling process.
While there was a time when Excel spreadsheets were one of the best shift scheduling tools available, this is no longer the case. Today, workforce environments are more complex, compliance regulations are more intricate and production demands are more intense than they were years ago. Add to this, the shift in workers’ expectations and the lingering effects of COVID-19, such as an increase in last-minute callouts and extended absences. It’s easy to see that Excel spreadsheets are no longer an effective way to manage the shift scheduling process.
Fortunately, advancements in technology have spurred the creation of workforce scheduling software. This software can help simplify this process, while also improving overall outcomes. Keep reading to learn more about workforce scheduling software and how it works.
what is workforce scheduling software?
Workforce scheduling software helps to streamline the shift scheduling process by automating many of its tasks, such as:
- create work schedules
- track work hours
- manage shift swaps
- reconcile timesheets
- track certifications
- monitor overtime hours
- accept time off requests
Managers can use this software to track workers' hours and ensure all shift positions are filled. Workers, on the other hand, are able to check their schedules and see if their time off requests have been approved.
As the employer, you are able to set the rules and parameters within the platform that best meet the needs of your company. For instance, if a certain role requires a specific skill set or qualification, this software can prevent you from scheduling an unqualified worker for that role. Cloud-based workforce scheduling software also gives you access to this data anywhere, at any time and from any device.
benefits of utilizing workforce scheduling software
There are a number of great benefits to using workforce scheduling software, such as our Relevate Schedule platform, including:
save time and money
When managing a large volume workforce, recruitment and onboarding costs can quickly add up and cut into the company’s bottom line. Workforce planning can help reduce some of these costs. First, our Relevate Schedule app can help to reduce both absenteeism and tardiness by allowing your contingent workforce to set their own availability hours and select the shifts that work best for them.
Secondly, you can reduce production shutdowns and delays by ensuring all shifts are filled with the right workers. Finally, workforce planning can improve hiring outcomes. Hiring the right workers, the first time around can help your company save money on overall recruitment costs.
With our software in place, your company can not only save money, but you can save time as well. By allowing your dedicated on-site account specialists to handle many of the day-to-day tasks, your managers can focus more time on other operational and workforce management duties.
minimize errors
Our workforce scheduling software can also help your company reduce the risk of costly errors. For example, our software can be set to only allow workers with specific qualifications to sign up for certain roles. This means that not only can we help you fill every shift, but we can ensure the right workers are in the right roles.
Our software also tracks workers’ hours, so you can monitor overtime hours for any given shift or individual worker. Additionally, our scheduling app can track your employees’ qualifications and completion of required trainings, including safety training. This can ensure your company remains in compliance, even when managing a large volume workforce.
improved communication
Another important benefit of our Relevate Workforce Schedule app is that it can improve communication between workers and management. Not only can your on-site account specialist work as a liaison between management and contingent workers but our app also provides managers with real-time access to workforce data.
Whether your management team wants to check overtime hours, see a specific worker’s qualifications or ensure a shift is filled properly, they can do so from our app at any time, anywhere and from any device. Likewise, workers can view their schedules, set their availability and request time off right through the scheduling software.
relevate workforce schedule
Our Randstad Relevate Workforce Schedule platform can help your company simplify the shift scheduling process no matter how large or small your workforce is. Our innovative software is not a standalone product, but rather a complimentary part of our Randstad Inhouse Services. These services are ideal for companies managing a large flexible workforce, including those with a large volume of contingent workers.
Our workforce scheduling software makes monitoring and scheduling workers’ hours quick and easy. In fact, your teams can have 24/7 access to our Randstad Relevate Workforce Schedule platform through any device, including smartphones, tablets, laptops and desktop computers. This instant access allows you to ensure all shifts are covered, track work hours and monitor overtime.
As part of our Randstad Inhouse Services, your organization has access to a dedicated on-site account specialist. This account manager can not only implement and manage the Relevate Workforce Schedule platform for you, but they can also handle the entire shift scheduling process. Additionally, our on-site account specialist can handle many other day-to-day tasks of managing a large contingent workforce, including recruitment, onboarding and training.
While our on-site account specialists can handle the shift scheduling process, your managers still have access to view and track workers’ schedules 24/7. It’s the unique combination of 'tech and touch' that makes our shift scheduling solutions really stand out and provide greater value to employers.
As with all our services, our Randstad Inhouse Services are completely customizable, allowing you to determine which aspects of the workforce management process you want our teams to handle and which tasks you want to keep in-house. We’ll even work directly with you to determine if our Relevate Workforce Schedule is the right tool for your company.
how does relevate workforce schedule work?
An added benefit of our Relevate Workforce Schedule platform is that it’s easy to implement and manage. Using the following six-step approach ensures that you’re maximizing its use so it can bring real value to your organization.
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1. create talent pool of contingent workers
The first step of any workforce planning strategy is to build a talent pool of pre-qualified workers. When managing a large volume workforce of contingent workers, it’s crucial to have this talent pool in place right from the start. You also want to have a recruitment plan for adding new workers as needed.
With our Randstad Inhouse Services, we can handle this process for you. Your on-site account specialist works directly with your organization and all key players to determine exactly what qualifications and skill sets your company needs along with the number of contingent workers needed to fill roles within your organization.
With this information in hand, your account specialist can search through our vast talent pool to identify which candidates best match your company’s criteria. For those hard-to-fill roles, where suitable candidates may not be in our current talent pool, our teams will source and recruit the talent you need with a robust hiring strategy.
Having a pool of contingent workers in place gives your company the freedom to scale up or scale down as production demands fluctuate. This step also keeps your company prepared to handle both planned and unexpected worker absences.
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2. manager training
Training your management team to use our workforce scheduling platform is a crucial next step. While your on-site account specialist handles the setup and shift scheduling process, you still want to make sure your managers understand how to utilize this technology.
Your account specialist can provide this training to your teams to ensure they know how to view workers’ information and schedules. This access gives your teams the ability to monitor shifts and ensure they are staffed appropriately.
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3. temporary worker onboarding
Your contingent workers also must know how to properly use our Relevate Workforce Schedule. Once your talent pool of contingent workers is in place, your on-site account specialist can start this training process. Your dedicated account specialist also provides ongoing training as new contingent workers are brought onboard.
All workers learn how to download the workforce schedule app as well as how to use its multiple features, including how to accept or decline shifts, set their availability and request a shift change if necessary. Workers also learn how the app notification process works and how to view their work schedules online.
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4. shift planning
Once your managers and workers complete the training process, shift planning using the Relevate Workforce Schedule app can start. Your dedicated account manager will take the time to better understand your company’s specific talent needs and what the minimum qualifications are for each role. When your organization needs to bring in contingent workers, your on-site account specialist uses our schedule app to notify workers and fill shifts.
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5. notification process
This shift scheduling process begins by posting all open shifts on the Relevate Workforce Schedule app, along with the number of workers needed for each timeframe. Your entire pool of contingent workers immediately receives a notification announcing all open shifts. They then have the option to accept or decline each shift. Once the allotted number of workers accept the role, no more workers can sign up. Additionally, your on-site manager can set parameters for each open position to ensure only contingent workers with the right skills can sign up for that shift.
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6. ongoing shift scheduling management
Your dedicated on-site manager role doesn’t stop here. They also continuously monitor your talent pool of contingent workers to ensure your company always has the right number of workers with the right skills. By using feedback from your managers and supervisors, your account specialist can tailor your talent pool to meet the company’s specific needs. Additionally, workers have full access to set their availability, so you always know exactly how many contingent workers you have available.
Most importantly, our scheduling app provides your management teams with complete transparency regarding this talent pool of contingent workers. At any point, your teams can instantly view real-time workforce and scheduling data. Over 1,500 clients in 15 different markets are already using our Relevate Workforce Schedule to fill 120,000 shifts per week.
Learn more about how our Randstad Relevate Schedule app works by downloading our case study today.
download our case study