Finding the Right Employee Scheduler for Your Organization

Your organization functions best when everyone is in the right place at the right time, at every level. The key to making sure that happens – and providing optimal care to everyone relying on you – is having the right tools for the job. It is even better when one tool gets you everything you need.

So how do you ensure you’re acquiring online employee scheduling software that’s the all-in-one tool to get the right person for every shift, every time? Employ the following steps in your search:

What are your priorities? What features get you there?

An effective employee scheduler needs to be able to meet your organization’s specific requirements. But at minimum you need your software to help do the following:

  • Schedule by qualification and accreditations, seniority, availability, and other factors – all while complying with union requirements
  • Track those relevant accreditations and qualifications
  • Reduce overtime costs by staffing accurately
  • Provide real-time mobile access
  • Keep staff informed via easy and accessible communication methods
  • Provide flexible online dashboards and access to key performance indicators for actionable insight
Consider how you benefit from integrated solutions

Don’t underestimate the power of integration in your operations. While you may be looking solely at staff scheduling concerns as the key to fixing your operating issues, once you start digging deeper into that issue, you’ll find there’s more going on. Often, staffing issues are a result of underlying problems with communication between your organizations departments.

Consider what you gain if, instead of being siloed off, your scheduler integrated directly with HR, Payroll, and Finance. An integrated system gets rid of messy, error-conducive manual calculations. Once someone works their hours, that information is automatically disseminated to every other system. Removing the need to manually reconcile data between department systems means time saved and fewer costly mistakes. The overall benefits it provides?

  • Reduce duplicate data – especially employee records
  • Shared data increases accuracy and efficiency for payroll administration
  • Align Finance to Payroll and Payroll to HR to save time through shared data and automatic GL integration
Find experts, not generalists

Generic solutions look like a great time-saver, until you have to retrofit that software to fit your specific needs – which is costly to implement and support. That’s why custom-built and/or modular software solutions are always a better option out of the gate.

The same is true when looking for a solution provider – you want someone who looks at your specific needs and works from that basis with adaptable software, rather than grafting your needs onto their one-solution-fits-all technology. Ultimately, you want a partner that has a proven track record of providing custom-built software for operations similar to yours, thus ensuring you have access to the features and expertise you need.

Ask for a demonstration of the solution

Found someone you want to potentially working with, and whose software and support lines up with your needs? Fantastic! Now make sure you get a demonstration of their solution in action. Because promises are great, but proof is better.

It’s not just about how a solution can deliver your needs and whether it matches up with your priorities that matter, it’s how well you can use it. Going through a demo helps you see first hand how user friendly the solution is and whether the software has the features you need. Finding a software that has a simple, intuitive interface with clearly outlined procedural steps, and ease of use in finding the right person for a specific shift is key.

Once you’ve seen the software in action, follow up on what kind of support your solution provider offers. You want someone who’s in this with you for the long haul.

Talk to a current user of the solution

Your staffing issues aren’t yours alone – they’re shared by other similar organizations. So when you’ve settled on an employment scheduling software you like, ask the solution’s provider for customer references who can talk about their own experiences. You want to be sure that you’re getting an experienced, trustworthy solutions provider. Make sure to specifically ask their clients for and about:

  • Real life examples of the solution in action
  • The experience of working with the provider and how they adapt to their partners’ evolving needs

In the end, finding the right employee scheduler benefits everyone in your organization. Because when you find the right solution, you not only make it easier to comply with union requirements and legal regulations, you also reduce workload and cost, save valuable time, and ensure the happiness of your employees and clients.