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How Time and Attendance Software Improves Shift Planning

How Time and Attendance Software Improves Shift Planning

Software for time and attendance reduces mistakes in shift planning and reduces your costs for labor – plus it’s generally simple to utilize.

  • Schedule shifts to schedule employees to work, so that your business is functioning and staffed all the time.
  • Planning for shifts can be challenging due to labor and time costs and legal compliance, as well as human error and employee requirements.
  • Time and attendance software helps reduce the chance of errors in scheduling shifts and also reduces cost of labor.
  • This post is intended for small business owners looking to improve their shift scheduling processes by using the software for time and attendance..– If you only schedule your employees’ shifts is as easy as creating a grid using pen and paper. This approach to planning your shifts for long hours is as frustrating on employers, as it can be for employees. However, technology for tracking time and attendance provides solutions for you and your staff. Find out more about it below.

Is shift planning a thing?

Shift planning involves the scheduling of employees to fulfill every one of your company’s mandatory tasks within a specific period of time. The most apparent example of shift scheduling is how a cafe could be used:

To be open by the crack of dawn one must work the early 5:00 a.m. shift. However, this employee will not work until the time that the cafe closes. Another employee will be in the cafe at some point to do the same duties throughout the day. When the employee is in for work, say around 12:30 p.m. then the previous employee will feel relieved. their shift will end at the time that the next shift starts.

Shift planning challenges

The concept of shift planning seems simple initially – but how difficult is it to inform employees to be on and off at specific times? However anyone who runs a small business who schedules employees to work on shifts (instead of the standard 9-to-5) can confirm that the process of planning shifts comes with a lot of difficulties. The difficulties associated with scheduling shifts include , but aren’t only limited to the following:

  • time: When operating a small-sized company, time is money, and planning shifts isn’t always a simple procedure. It’s due to the fact that you’ll have to ensure that there are adequate employees working simultaneously and that each person is earning the appropriate amount of hours. To achieve both of these objectives, it may be a bit of a challenge, requiring some inventive arranging and rearranging of shifts , which can take a lot longer than an administrative task of a few minutes.
  • employee vs. employer requirements: Planning shifts so employees work according to their schedules as well as yours can cause stress. If your top employee isn’t able to be available for the night shift, and you’re absolutely in need of someone with the skills to do the job at sunset it is possible that you will need to train staff members or find more employees with the same skills.
  • Problems with HTML0: For some employers shift planning is mostly an exercise in pencil and paper. But, like everything else that is done manually the manual process increases the chance of human mistakes. The consequences of these errors are important: If you assign two employees who have similar roles to work simultaneously and you’re paying more to do less. In this scenario there’s a chance that you may have unintentionally left a time slot empty.
  • Unique employee characteristics: Some employees are generally more adept at certain shifts than other. For example, in your bar or restaurant and bar, the night-owl bartender is able to keep the bar open till 3 a.m. However, they’ll be struggling during your 10-minute a.m. shift. Also, if one your servers are going on leave the busboys may not be prepared to fill in for them which leaves you with a huge time gap.
  • legal compliance In the event that you set up employees for a specific amount of hours per week, they might be eligible for overtime compensation. When you plan shifts by hand you may not be aware that you’re entering overtime territory. And if you don’t pay overtime, legal problems could occur.
  • Costs of labor: Any time you plan to employ an employee they are paid this means that shift scheduling is a cost that is inextricably linked. These expenses can be difficult to calculate quickly when scheduling shifts manually particularly when you may be paying staff at various rates.
  • Employees’ choice: Shift planning is usually a procedure in which employers, like you has the biggest say. However, planning for shifts can be easier for both you and your employees when you are able to easily solicit the input of your employees prior to finalizing the schedules. In this regard, and many other aspects software for time and attendance often can be useful.

Software for tracking time and attendance can benefit shift scheduling

Software for time and attendance solves many of the issues that come up using manual shift planning. The advantages of using software to solve your needs in shift planning include:

  • A more efficient way to plan shifts. Forget pencil and paper (and all the tedious writing and erasing) time and attendance software eliminates all the hassle of shift planning. It allows you to transfer employees’ profiles to open shifts, or drag scheduled employees into an open shift. You can also utilize schedule templates to simplify your schedule for shifts or copy the schedule from this week to plan your next week.
  • More information about the employee. If your company has a lot of employees or locations, you may not have a complete picture of each employee’s credentials as well as their availability, titles and work locations. With the help of time and attendance applications, you will be able to view all the information about every employee in only a couple of clicks. This means that you can plan your work schedule according to where your requirements and the abilities of your employees meet.
  • Easy to schedule around your employees. Given the wealth of information about employees within your software for tracking time and attendance You’ll be able to spend less task of assigning your most productive employees to the most busy shifts. It’s also easier to match your older employees with fresh ones, providing your newer team members the opportunity to gain knowledge from someone who has been in the course of their work.
  • chart of availability to make last minute shift adjustments. In shift planning you must always plan for the best, but be prepared for the worst case scenario – maybe some employees get for illness or do not show in. In this case the scheduling software’s chart of availability could help save the day. Check it out to determine who you could call on an instant to cover a portion or the entire absence of an employee’s shift.
  • Increased involvement of employees. Whereas pencil and paper shift plans do little to notify employees when they plan their shifts time and attendance software incorporates them in the process. Software-based shift scheduling allows employees to bid for shifts and swap shifts with colleagues. Employees can also make use of your software to record when they’re available, ensuring that you don’t plan them for even if they’re not available.
  • Budgeting for labor. When you plan shifts using a reliable and reliable time and attendance software you can decide the amount you’d like to allocate to employees’ labor (including overtime compensation). The software will notify you when the method you’ve scheduled your shifts for the week is in excess of this budget. Then, you can re-arrange your schedule until you are within your budget.
  • Integrations from third-parties. Time and attendance software typically integrates seamlessly with your payroll systems for payroll and invoicing. This means that you don’t have manually input the hours of your employees to your payroll platform to make sure that they’re compensated for their time. Certain software for tracking time and attendance can be integrated with POS systems to establish an association between your schedules and revenues.
  • Forecasting and reporting. Perhaps the most important feature for planning shifts besides scheduling itself is reporting and forecasting tools – will help you determine how your schedule can impact sales. In the example above, imagine that your restaurant anticipates an influx of customers for Restaurant Week and you need more staff. In this instance the software could take the schedule from last year’s sales data to help you determine the ideal shift schedule for this year.
  • Access is easier. If you need to alter the shifts of your employees while you’re away from the office, you’ll do it easily since the majority of applications for time and attendance are cloud-based or accessible via mobile apps. It’s also possible for the top employees to set or alter shifts.
  • Less mistakes. Above all, time and attendance software reduces the cost of any shift-planning mistakes that you may commit. The software should notify to you if you have scheduled an employee who isn’t in the office or accidentally schedule more than one kind of worker on the same shift. With software for time and attendance you don’t just save time, but you also have more flexibility over the schedules of your employees than with a paper and pencil system.

The most efficient software for time and attendance for your company

Are you looking to purchase time and attendance software to help with your shift scheduling? Find out how to select a time and attendance program and keep the information you’ve learned when you read our reviews of time and attendance software. Sooner or later you’ll be armed with a brand new software that can lead to more fair shifts, less cost of labor and happier and productive employees.

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