Last Updated On August 21, 2019 / Written By Michelle Jaco

How to Find the Perfect Employee Scheduling Software

The best employee scheduling software can empower managers to increase transparency and work more efficiently - here’s how to find the right tool.

Criteria to Finding the Perfect Employee Scheduling Software

Employee scheduling is a tough task that can soak up countless hours of valuable management time. Fortunately for managers and businesses, a range of modern solutions have emerged to give managers a helping hand. But how should you choose the best employee scheduling software? Here’s a closer look at how you should assess your options.

What is Employee Scheduling Software?

Employee scheduling software refers to digital tools that help managers to automate the tricky employee scheduling process.

Creating and maintaining a work schedule is very difficult without the right tools. In fact, 20% of full-time employees say that they lack the right tools to make flexible work arrangement easy and productive.

There are a wide range of tools on the market and they vary in terms of key factors like usability, pricing, features, and more. The best employee scheduling software can help managers to track important information like vacation time, compensation time, sick time, and more.

Truly powerful employee scheduling software is also capable of dispatching real-time alerts if any scheduling conflicts arise. This helps managers to react immediately and ensure that their employee schedule remains intact.

Why Do Businesses Use Employee Scheduling Software

Businesses and managers turn to employee scheduling software for a range of reasons.

If you are wondering why to use employee scheduling software, here’s a closer look at the top reasons.

Saves time
The most obvious benefit of using employee scheduling software is the amount of time that it saves. With a great tool, managers are able to spend their time on more productive tasks and a robust tool will reduce confusion and in-person discussion time.

Boosts transparency
In its guidance on employee scheduling, the U.S. Department of Labor demands that employee schedules are visible and agreed between the employer and employee. Scheduling software can help businesses and managers to achieve this.

Improves communication
Discussions around employee scheduling can take up a significant amount of time in many businesses. Quality employee scheduling tools can help managers to centralize discussions and improve communication between employees.

Reduces lost working hours
There are only so many work hours in a year - businesses must take full advantage of every minute to put themselves ahead of the competition. Employee scheduling software can give businesses the ability to drive accountability across their business.

Drives accountability
Every team member plays an important role within your business - it’s important that they understand their responsibilities and commitments. Your chosen employee scheduling tool should clearly outline working hours.

Improves decision making
The best employee scheduling tools make it easy for you to look back and analyze historical data. Those tools will present key trends and information to help you improve your decision making and boost accountability.

Hits the right scheduling balance
Employee scheduling tools should come with features and tools that assist in making the right decisions when it comes to budgeting and labor forecasting. Those features can help businesses stick to budgets while satisfying managers and employees alike.

How Do Businesses Drive the Adoption of Employee Scheduling Software?

There are a few challenges when it comes to using employee scheduling software. Perhaps the biggest challenge is encouraging managers and employees to use the tool. Many businesses develop a strategy to overcome this challenge.

This strategy often consists of three key actions.

Firstly, businesses make sure that they leverage their communication channels to spread the word. Those channels will vary depending on the size of the business. Some larger businesses may use an intranet or employee newsletter to communicate the change. Smaller businesses may decide to use a notice board or word of mouth.

Secondly, many businesses choose to incentivize adoption at the beginning of the process. A simple challenge or raffle could be created that offers a reward to the employee that uses the tool consistently and appropriately.

Finally, many businesses decide to quickly and comprehensively integrate the tool into their company and employee handbooks. Those documents will clearly outline what the tool is and how it is supposed to be used to drive value.

How to Choose the Best Employee Scheduling Software

Choosing the best employee scheduling software is no easy task. There are lots of options out there and each one offers a slightly different set of features. Here’s a closer look at how you can differentiate between employee scheduling tools.

First and foremost, your tool has to look and feel great. It must also offer an interface that is easy to navigate and use. This will boost efficiency while using the tool while also encouraging your managers and employees to use the tool.

If your chosen employee scheduling tool falls behind in terms of usability, you might find that it becomes a hinderance rather than help. A poor-quality tool has the ability to cause even more confusion and generate resentment among your employees.

You should try to find a tool that is a pleasure to use - it should help your employees just as much as your business.

You must choose a tool that offers you the right functionality, too. To make sure that this is the case, you’ll want to begin your search by digging into why you need the tool. If you identify your problems and your needs, you’ll find it easier to assess your options.

Let’s imagine that you currently spend far too long manually creating your employee schedules. This means that you should look for a quality tool that makes it incredibly simple to automatically create new schedules.

There is a lot of potential functionality when it comes to employee scheduling software. You’ll want to keep an eye out for features like vacation requests, resource forecasting, shift swapping, real-time alerts, and more.

Smartphones and tablets are more popular than ever before. To drive adoption of your chosen tool, it’s important that you choose employee scheduling software with mobile app functionality. It’s critical that your tool offers a mobile application on both Android and iOS.

You should make it as simple and convenient as possible for your team to access your chosen tool. This will mean that the tool helps them just as much as your business - a great way to boost your employee satisfaction and engagement.

Countless businesses around the world could benefit from shift planning software. This is why there are so many specialized tools out there that are focused on one specific industry or vertical.

You should carefully assess your options to make sure that the tool is a good fit for your business and your industry. If you work in hospitality, for example, you might find that your needs are totally different compared to a retail store.

If you are unsure about the applicability of the tool you’re looking at, don’t hesitate to get in touch with the provider. They should have no problem providing you with success stories and information about how their platform can fit your needs.

Finally, it’s very important that your chosen employee scheduling tool fits in terms of your finances. The tool should naturally fit within your budget and it should save you more than it costs.

You should carefully explore each employee scheduling tool to make sure that it will fit your needs and make financial sense. This means a deep dive into the features of the tool and a projection of how it will drive value within your business.

How Zip Schedules Delivers

Zip Schedules is used by a wide range of businesses across the US. Those businesses rely on our tool to create and maintain the schedules that keep their business running smoothly. Here’s a look at how we deliver on your key needs.

Total flexibility
Zip Schedules is an employee scheduling software for small businesses and large businesses alike. Our tool is currently used across a range of diverse industries including hospitality, non-profits, theaters, hospitals, and more.

The tool’s rich set of features and focus on usability means that it is perfect for a wide range of use cases. Whatever your industry, you can rest assured that Zip Schedule will be the right choice.

Mobile updates
Our high-quality Android and iOS applications make it simple for managers to publish schedules and dispatch updates with just a few clicks. These instant updates help your employees to stay up to date and track their schedule.

These mobile updates are an effective way of reducing employee absenteeism and keeping your team accountable. The important updates will also be appreciated by your team members who will be empowered to better control their time.

Stronger connections
Zip Schedules offers multi-platform accessibility to give managers a helping hand when achieving their scheduling goals. Both the mobile and web application give your team the ability to connect with managers remotely.

This makes life more convenient for both parties and centralizes the conversation. This helps businesses to reduce the spontaneous and time-consuming conversations around scheduling changes.

Labor forecasting
It is often very challenging for managers to balance their scheduling activities. They will often find that they have over- or under-scheduled for a particular period and this can lead to further confusion and disappointment.

Zip Schedules comes equipped with a powerful labor forecasting tool that keeps managers in the loop. The intelligent tool gives managers all of the resources that they need to quickly and accurately plan employee schedules.

Create in minutes
We understand that all too often, managers spend egregious amounts of time creating their employee schedules. This wastes valuable time, of course, but it’s also often an unpleasant and demanding task.

Zip Schedules really does make it simple for managers to create and edit employee schedules. The intuitive user interface and the ability to call upon previous schedules makes it a breeze to craft effective schedules.

Track budgets
Budgeting is another challenging aspect of employee scheduling. Every manager aims to create schedules that provide enough cover without breaking the bank and over-scheduling too many working hours.

The intuitive labor tracking and forecasting tools within Zip Schedules help managers to meet their labor budget goals. This means that businesses save more time and money while employees are given the appropriate amount of work.

Reports and data tracking
The best managers are able to use their previous experiences to inform current decisions. Zip Schedules offers a suite of reporting and data tracking features to reveal trends and important pieces of information.

Those trends and reports make is possible for project managers to identify any issues or opportunities and capitalize upon them. The ability to look into historic data also drives accountability and performance among staff.

Get Started with Zip Schedules

We hope that this guide has been helpful for you. As you can see, employee scheduling tools really can drive value for your business while delighting your managers and employees.

Are you ready to transform your employee scheduling activities and drive value across your business? Feel free to sign up for your free trial with Zip Schedules today.

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