Category Archives: AdministrationEN

Par Marilou Lachance | 7 September 2021

Creating automated schedules in 5 steps using Timesphere’s planning module

Creating automated schedules in 5 steps using Timesphere’s planning module

Do you wish to save time by using a scheduling automation software, but wonder about the complexity of the process of implementation when one is not a computer whiz?

 

If you are among those for whom algorithms are connected with a world of complex and somewhat magical formulas (incredibly complicated, really), it’s time to illuminate your world! At Timesphere, our automation software is developed BY computer science professionals FOR business managers like you.

 

Here is an overview of the 5 steps that need to be taken to easily and automatically create work schedules. You can even delegate some tasks to members of your team!

Step 1. Provide Employee Information

In order for the software to manage and set work schedules, you must enter into the system information on each employee such as their name, telephone number, address, position title, date of entry into service, etc.

For each employee record, you will also need to provide, for example, structured information related to an employee’s skills and abilities in order to ensure that any assignment is completed by the right employee at the right time.

PSST! This is also a great way to keep employee information on record (such as birth dates). Never again will you forget to wish an employee a happy birthday. Because this information is stored, the system will automatically send you a reminder (and you can take the credit!)

Step 2. Specify the Sets of Rules to Follow

In order for the system to be able to take into consideration your organization’s internal practices, and because each organization has its own collective agreement and business rules (yes, this applies to all your rules!), you need to feed those rules into the system.

To allow the system to apply the formulas based on the particularities of your collective agreement and internal policies, you will be required to input all the sets of rules that must be taken into consideration when, for example, assigning a work shift or when seeking a replacement for a shift. This information – or planning constraints – can relate to the number of hours of work in a day or shifts per week, to the limit of consecutive hours an employee can work or the minimum number of shifts or hours of work per week that need to be assigned to them, or to the minimum number of hours of time off between two shifts. Note that the set of rules you provide can apply to your entire organization, to a group of employees or to a particular employee. Imagine the endless possibilities.

From then on, you will save hours of frustrations that build when having to plan and manage work schedules while taking into account all the rules of your organization. The good news is that you will only need to set this up once, because Timesphere’s planning module has a superhuman memory. You can now simply rely on Timesphere!

Step 3. Share Your Access Rights

Delegate, delegate, and delegate! Delegation is part of a manager’s reality.

The task of managing can be quite demanding (more often than not). Why not give access rights to team members who can take on different tasks such as approving requests for time off? Also, your employees will also benefit from shared responsibilities and will show their commitment to their colleagues. Among other things, employees will be able to fill in their own availability forms, or submit their requests for time off.

Step 4. Define the Needs of Your Workforce

Now that you have inputted into your system the values that need to be considered (employee information, rules and access rights), put your system to the test: generate a schedule!

Simply select a time slot and define your staffing needs. You will be able to specify, among other things, the number of employees as well as the skills required for a given work period or shift. You will also be able to set the requirements by encapsulating them into commands or projects. That’s it!

Believe it or not, the system will do the work for you (and you are the one who gets paid).

Step 5. Watch the ‘magic’ happen!

Schedules are automatically generated according to the number of staff and skills required, while taking into account absentees and collective agreement rules and internal policies.

When a change occurs, each employee receives a notification on their portal. Also, automatic reminders are sent by email. Thus, all members of a given team have access to the latest version of the schedule through an app installed on their mobile device or from a computer connected to the Internet. There is no longer any reason for an employee to lose their schedule, to forget a shift, or not to be informed of changes (there is no need to play the broken telephone game, where information can be distorted).

Once all the information has been entered into the system (steps 1 and 2), all you need to do is repeat steps 3 to 5 to automatically generate work schedules (remember that the system has a superhuman memory). Also, you may change, at any given time, an employee’s personal and detailed information or the set of rules from your collective agreement or organization.

A scheduling automation software such as Timesphere has the power to save you time, to facilitate management activities while limiting the risk of errors, and to strengthen cooperation within the members of your team. And above all, the software is easy to use!

Go ahead and experience the magic of Timesphere!

Par Marilou Lachance | 27 August 2021

The Perfect Future for Automated Management

The Perfect Future for Automated Management

Are you an entrepreneur, a director or a human resources manager? Tell me, how should one manage employee work schedules in 2021? What if I told you that the days of Excel spreadsheets are over… that powerful algorithms have been developed and can easily and efficiently be used to save time and avoid costly errors? Would you breathe a sigh of relief?

I don’t know about you, but I have the strange impression that the older you get, the less hours there are in a day. It’s exponential really! Let’s paint a picture of the past to pinpoint the moment where Father Time started to play tricks on us, and see how the present and the future can provide solutions to address problems that relate to management methods in the workplace.

 

The Past

As age brings wisdom, if there are sufficient years behind you for you to have known paper scheduling, hats off to you. One must have great patience to rack one’s brain using handwritten notes and bringing changes to every shift, while taking into consideration holidays, time off or special requests while respecting collective agreement terms.

Since the popularization of the computer, sheets of paper have given way to electronic spreadsheets, but even then, the method of operation is still largely manual, not to mention all the papers still lying around. So much time is lost just entering and exporting data or managing specific requests to meet staff requirements. On top of this, you must make sure to inform all the members of your team of any changes while ensuring that the whole process was conducted in an orderly manner according to legal obligations and agreements.

 

The Present Nature of the Challenges

How many hours does your human resources team spend going through a list of names in search of possible replacements without success just to see their level of stress escalate? How many hours of overtime or errors related to the failure to respect the collective agreement have caused you a great deal of trouble or your employees evident dissatisfaction?

In 2021, the global pandemic has changed the overall face of our work environment and our use of computers and mobile devices has evolved significantly. Employers who offer flexibility are increasingly popular and employees have an active interest in the modernization of working processes given that they want to reclaim their valuable time. Labour retention has also become a major issue.

Consequently, one must know how to put in place the tools to use to simplify workplace management so time – yours and your employees’ – can be invested where it is required most.

 

A Perfect Progressive Future 

Imagine that all your personnel is in perfect synchronicity, having access on hand (literally through an app on their mobile phone or through their computer) to the latest updated version of their work schedule. An automated scheduling system is the key to free up your time while reducing the risk of error. Your employees will be delighted with the way the system facilitates communications, follow-ups and the search for replacements. No matter the size of your business, the system strictly follows the rules set out in your collective agreement and manages the list of possible replacements in a simplified way.

In addition to facilitating the processes your management and human resources team must complete, your employees will be delighted by the degree of autonomy they gain by using themselves the online portal to submit a request for time off, to announce their availability or to arrange a shift swap. Also, the platform is intuitive to use and employees get instant access to all their documents.

This is a time for progress. It’s time to put an end to errors caused by outdated management models and to welcome an automated scheduling system with all the flexibility and efficiency it ensures. This is a way to resolve many problems to the satisfaction of employees and managers alike! 

Some say time is money, but time is in fact more valuable than that. At the dawn of this post-pandemic era, your employees have realized this. How about you?