When a company realizes the employee scheduling system it uses has become more an impediment than a useful tool, the solution is quite often an online employee scheduling service or software. Software development companies are always looking for opportunities to sell software to meet specific needs. Scheduling systems can be both lucrative and relatively easy to produce. This has lead to a large selection of available products. The more responsive developers have taken the additional step and implemented employee scheduling as a web application.
The management benefits of a quality scheduling system are easy to see. The chosen package should be closely matched to the company’s needs. Implementing a company-wide change can be a stressful process for the employees that are affected. Many employees will have some time invested in learning to use whatever system existed before the change and will resist the new system. For small companies with a relatively limited number of employees over a tiny geographic area the change can be managed by group training sessions and demonstrations. Larger companies may require a bit more effort to help employees adapt.
One of the most effective means to help employees adapt to a new system is to describe to them the ways they will benefit from the new system. It can be difficult to convince some employees to learn a new system if they see the company getting all the benefits while they receive nothing more than extra work. Online employee scheduling offers a range of benefits to the employees. Explaining the benefits can motivate the employees to enthusiastically embrace the new system instead of mounting a resistance to change.
Each organization has particular functions that workers must fulfill. The job duties performed and the time needed will be different for each company. From the workers’ viewpoint any schedule must adapt seamlessly to the workers’ duties and be flexible enough to painlessly deal with the unexpected. If company management takes the time and effort to make sure the chosen scheduling package can be matched to the company’s plan, the employees will feel comfortable with the new system. It is important that change management focuses on the ways the new system will make the workers’ days less tedious and frustrating.
One of the more frustrating events that field technicians have to deal with is unexpected schedule changes. Every technician approaches his day with a plan. This plan is based on the schedule he has been provided with at the start of the day or week and he or she has a plan to meet all the scheduled actions for the period. There is nothing worse than arriving at a location to discover the scheduled action for the location has been changed or rescheduled. Conventional scheduling systems do not support real-time schedule updates. Online scheduling can deliver schedule updates as soon as they are made. While this will not totally eliminate the stress of unplanned schedule changes, knowing about changes as early as possible will dramatically reduce the stress.
For the assembly-line worker, shift schedules rarely change and almost never mid-week.
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Other workers may not have the luxury of weekly schedules. Waiters and other restaurant employees are often scheduled on a day-to-day basis. These people will appreciate knowing about their schedules as early as possible. Online scheduling can keep them informed and reduce the stress of receiving a call during their day off requiring them to come to work. There are dozens of jobs where the workload changes often and worker needs change daily.
One recent entry into the online employee scheduling software world is Fendza. In addition to the obvious employer benefits it includes a unique set of self-service options for employees. When employees access the online system, they can see their current schedules at a glance. These schedules are updated real-time so any recent changes are immediately visible. The self-service options include the ability to swap schedules with other employees and the ability to request schedule changes or time off online. Employees can volunteer for extra work and even request vacation time online. It is up to management how these requests are managed and in many cases the system can make tentative changes subject to management approval. This can be a powerful selling point to encourage adoption of the new system.