The workplace is undeniably changing at a fast rate. Instead of using old-fashioned manual processes and complicated spreadsheets to manage shift planning and scheduling, a myriad of businesses – from gyms and hotels to bars and restaurants – are turning to innovative solutions to work together progressively and conveniently.
The problem with scheduling
According to Deputy, more than 80% of small and medium-sized businesses rely on time-consuming solutions, like pen and paper, or spreadsheets, to manage staff rotas. The average restaurant, hotel, or office manager dedicates 2.64 hours a week to the same scheduling task, as well as spending more time on checking the accuracy of pay. That’s a staggering 20% of valuable time, which could be otherwise filled by serving customers and growing the business.
Of course, checking pay and records are essential aspects of running any business and in this respect, employers have a duty of care. Many businesses, however, are still falling short. Last month, the government named and shamed nearly 180 employers for underpaying more than 9,000 minimum wage workers by £1.1 million.
Mistakes aren’t always made due to unscrupulous employers. The problem can also be that outdated, paper-based systems can often lead to mistakes with time sheets and pay. For staff in shift-based businesses like call centres and gyms, there can be other challenges: such as timekeeping. Employees requesting time off due to holidays or sickness, especially at the last minute, can also complicate matters.
Replace pens and spreadsheets with the cloud
Rather than trying to figure out how best to fill gaps in work scheduling manually, it can now all be done in real time via apps and online, thanks to the power of cloud-based employee management solutions like Planday.
Whether you run a restaurant or a manufacturing business, instead of having to update spreadsheets with last minute changes, you can now simply drag and drop new shifts into work schedules. And once you have a scheduling system that works, there’s no need to waste time creating it from scratch every week. Instead, the same work schedule can automatically be transferred over to the next week.
As for timekeeping, at the beginning of a shift, individual employees can clock-in quickly through an app, which works on Apple and Android devices. With its ability to connect employees and managers in shift-based businesses, in real time, it’s easy to see why some of the biggest names in food service, hospitality, and fitness are now embracing innovative, cloud-based technology to run their businesses more efficiently. These include Ottolenghi restaurants, Soho gyms and St. Pancras Renaissance Hotel among others.
Cloud technology has transformed how businesses operate across all industries. An industry in which staff management, flexibility and reliability are paramount, is the care sector, and this is one area Planday technology has been transforming. In care homes it’s vital that communications are foolproof, important documents aren’t mislaid and systems are regularly updated. Crucially, when workers can’t make a shift, managers need to know immediately.
Sam, a shift-worker at Avondale Care, a group of Scottish care homes which have implemented Planday last year, has told us: “I can pick up extra shifts, swap shifts and request holidays easily and I can communicate with my team effectively. It’s night and day to the old system; a real improvement and all the staff love it.”
One of the major responsibilities of care home management is ensuring that staff are rotated regularly, to avoid burnout, as well as ensuring the right skills are available within the team on duty at all times. The Planday app ensures that staff can instantly clock in and out for shifts, all changes are instantly updated centrally. Corresponding salary changes are also recorded automatically.
The Director of Avondale Care, Adrian Hendry explained “Planday provides more transparency. Any contract or policy changes that need to be made, can be implemented simply through the system and everyone has sight of it. This, in turn, helps us with employee satisfaction, as all parties are aware of any changes.”
Saving Time and Resources
Since the technology is centrally developed, controlled and updated it’s also cost-effective. Our customers save on average seven hours of admin time per week, freeing up time and budget for their essential staff. Whether you work in the care sector, the fitness industry or a restaurant, cloud-based technology like Planday is changing lives for the better by driving new efficiencies and higher workplace satisfaction.
To find out more about Planday visit https://www.planday.com/uk/