Business Transformation

Digital duty roster – what are the advantages?

  • It is not uncommon for companies to experience unexpected staff absences from time to time. As a result, a complete restructuring of the shift schedule may be necessary.
  • Since it is still common practice to do personnel scheduling via Excel or still on paper, chaos can quickly break out. Cumbersome and erroneous lists, paperwork, and time-consuming and nerve-wracking communication via e-mail or telephone.

HR managers often count scheduling as one of the thankless tasks of their job. After all, frustration regularly arises and HR managers have to deal with the complaints and annoyance of colleagues. But fortunately, digitalization has now also arrived in the field of workforce scheduling: Digital shift planning offers numerous advantages for business owners, HR managers, shift planners, and, last but not least, the employees involved.

The costs are reduced

Contrary to popular belief, it is possible to reduce a company’s monthly expenses with easy staff scheduling software. After all, these entrepreneurial processes now run completely digitally. In this way, company resources can be economized. Because costs for paper, folders, and printer cartridges can be saved from now on. In addition, however, the storage space required is also reduced. This means that companies may even be able to switch from large buildings to smaller company headquarters.

Furthermore, it should also be noted, that fewer personnel are needed. With the old-fashioned approach, duty rosters and vacation days often had to be laboriously transferred manually. This can take several hours. In addition, errors crept in, which can lead to resentment and disputes. By using a digital duty roster, HR staff no longer have to sacrifice their time for these pointless tasks and can devote themselves to the essentials.

Efficient productivity

In addition, e-rosters can be used to promote productivity. The system can transfer modifications in seconds. In this way, no overlaps can occur and the entire team is always up-to-date. The program highlights as well correlating vacation days in color, thus alerting HR managers to emerging problems and staff shortages at an early stage. In this way, measures can be taken in time to guarantee the smooth running of the company.

Ultimately, human errors can be counteracted. Documents can no longer be misplaced and employees are also made aware of remaining vacation days. This also avoids frustration and arguments in the workplace and can prevent discussions and fights.

Accessibility, Convenience and, Flexibility

Planning the duty roster is a very time-consuming undertaking: Phone calls, emails and, errands may be necessary to find out which employee is available. In contrast, a digital solution provides short, direct, and straightforward communication channels. The e-roster automatically informs employees instead of having to contact each colleague individually.  It is also possible to sign up for open shifts independently and thus plan one’s working hours. Since this is done via the browser or an app, time and location-independent organization is no longer a problem. Employees can therefore first check responsibilities within families or their leisure activities.

As a logical consequence, companies actively promote employee satisfaction with a digital duty roster. Staff members feel integrated into the planning process. Furthermore, managers gain direct insight into the roster and can counteract inequalities.

There is no security risk

A duty roster is subject to data protection because it contains numerous personal data. In addition to the name, it may also contain information about the address. But also the registration of working hours, vacation and sick days, and overtime already fall within the scope of data protection. If duty rosters are posted in publicly accessible places, such as the office or the entrance area, a security gap arises. The company violates the legal requirements and exposes employees to an increased security risk. Such problems are solved quickly and easily with the digital duty roster. After all, the programs cannot be opened without access to data. Digital tools also ensure data security and backups.

Ultimately, especially in the home office, it is often the case that working hours, breaks, and absences are not adhered to. A software solution forces employees to comply with the company’s specifications. Through detailed recording, warnings are issued to act under labor law.

Extended duty rosters

There is not enough space on paper and excel tables become confusing very quickly. In contrast, with the help of the online duty roster, you are able to use additional functions and provide further information. For example, it is possible to add notes to shifts and define task areas. This means that employees no longer have to be trained locally or manually notified of upcoming tasks using a communication tool; instead, they can see everything they need to know at a glance.

Due to the rich offer of online programs, companies have access to a wide range of tools. Although these tools speed up and simplify work processes, the opposite is often the case. Employees feel overwhelmed by the large selection and frequently do not know which program to use. As a result, messages are lost and important instructions and notes cannot be followed.

Following this, the digital shift schedule functions as scheduling software and also handles the company’s task management.  As a result, further communication tools can be dispensed and employees and managers have access to a structured and clear work schedule. 

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Anna Papadopoulos
Vice President & Executive Editor. Anna Papadopoulos is the Vice President and Executive Editor of the CEOWORLD magazine. In that role she resumes responsibility for the CEOWORLD magazine newsroom, setting daily news priorities, and directing all of CEOWORLD magazine's news-gathering teams. Previously, Anna was the senior supervising editor of CEOWORLD magazine's International Desk. Follow her on Twitter, Facebook, Instagram, or connect on LinkedIn. Email her at AP@ceoworld.biz