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April 22, 2021 | Time and Attendance | Posted by Ascentis Thought Leadership

What are the Benefits of Job Scheduling Software?

Employee scheduling isn’t always thought of as one of the most exciting areas of workforce management (WFM), but it’s quietly one of the most vital processes in the world of human resources. Effective scheduling is closely tied to payroll, compliance, employee engagement, and many other WFM functions.

As the modern workforce continues to diversify, managing job scheduling has become all the more complicated. More and more employers are dealing with a mix of full-time employees, part-time employees, contingent workers, contract workers, and freelancers. Meeting the needs of all of those categories of workers while maintaining compliance with classification and reporting rules is not always easy. That’s why online scheduling tools have become necessities for many human capital management (HCM) professionals. A few key benefits of investing in job scheduling software include:

Preventing cost overruns

Effective scheduling is more than just time management. Without an automated solution, a complicated schedule can quickly drive up job costs and expenditures. For instance, chronic under-scheduling often leads to excessive overtime hours. Not only can that cost an employer in unnecessary payroll expenses, overtime pay is also a heavily regulated area. Mismanaging overtime can lead to significant fines and sanctions under the Federal Labor Standards Act (FLSA), as well as various state and local regulations.

Automated scheduling also helps ensure that the most cost-effective employees are assigned to each task. For example, there is no reason to assign job that can be performed by an entry-level employee to a longer-tenured or better-trained worker who commands a higher salary. A good job scheduling software system can automatically match employee skill sets to certain tasks, ensuring that your business is not overpaying for them.

Broadening skill sets

Speaking of employee skill sets, scheduling software can also play a role in broadening your workforce’s knowledge and abilities. By identifying the specific skills required for each role in your organization, you can also identify key gaps where more employee development is needed.

For example, a manufacturing facility may require employees to complete a training and safety program before they are authorized to operate a certain piece of equipment. If your scheduling software shows consistent problems with keeping that role fully staffed, that can inform your decision to expand your learning management program to get more workers trained to use that equipment. With more and more workplaces adopting a more flexible scheduling system where workers are trained in interchangeable skill sets, that kind of knowledge can be a fantastic asset.

Freeing up resources

Even under the best of circumstances, managing employee scheduling takes some time and effort. Trying to keep track of a complicated schedule by hand eats up a serious amount of time that could otherwise be spent on other areas of human resources. Functions like assigning daily tasks, processing and approving sick time and other time-off requests, and running compliance checks are all repetitive, time-consuming, and expensive when handled manually.

Instituting an automated employee scheduling system takes many of those day-to-day operations off the plate of your scheduling manager and HR team, freeing them up to dedicate more time to tasks that do require a human touch. Not only does that create immediate savings of time and money, it also helps to improve employee retention rates by eliminating tedious duties that can burn out employees and lead to more turnover.

Improving compliance

Your scheduling practices touch on a number of issues related to compliance, and automating those functions is one of the surest ways to keep them on the right side of regulations. As mentioned earlier, job scheduling software can help mitigate your risk of FLSA violations by keeping a closer watch on overtime hours. Similarly, a software solution can also check your leave management practices against the standards laid out by the Family and Medical Leave Act (FMLA) as well as any applicable state or local labor laws or union guidelines.

In industries where certain roles require training or certification from an officially licensed body, such as manufacturing facilities, healthcare providers, and construction businesses, scheduling software can help your business avoid noncompliance. By customizing your schedules so that a shift cannot be approved unless all roles are filled by properly certified or credentialed workers, you can be sure that every task is being handled by qualified, fully trained employees.

When it comes to scheduling practices in the modern workforce, the bottom line is that technology now exists that can make the process easier, faster, and more cost-effective. When you factor in the potential boost in employee engagement and reduction in burnout that also come with efficient scheduling software, there is very little reason not to make the move to an automated scheduling system. Find out how online scheduling solutions from Ascentis can help improve your scheduling practices and save you money.

With more than 35 years of experience in providing Software as a Service (SaaS) solutions, Ascentis thought leaders have become a respected source for insights, tips, and innovations in the Human Capital Management (HCM) space.