Softworks Blog

What is Workforce Management?

Posted by Jimmy English on Tue, May 2, 2017

 

What is Workforce Management?

In order for any company or workplace to perform efficiently, there must be a system of organisation in place. Employees should be informed of their designated working hours and the tasks and responsibilities they are assigned to for within these hours. They should also be aware of their holiday and leave entitlements.

WFMS-1.jpg

For Management, it is important to have visibility on future or anticipated demand and to be in a position to assign the required levels of staff. It is also vital that managers can make allowances for absences; both planned and unplanned.  More and more companies are adopting Workforce Management Systems to assist them in organising, tracking and optimising their employees and output. Specifically, Workforce management solutions allow companies to forecast workload and required staff, track the timekeeping and attendance of their staff and track the various projects across the company.

Let’s take a look at the core elements of Workforce management and how they can be of benefit to you.

 

Time and Attendance.

Time and Attendance tools allow you to track and analyse employee hours worked. Time and Attendance tools  allow you to build a clear picture of employee time through detailed data and reports on attendance, absenteeism, overtime, flexi-balances, rostering and holiday leave as well as producing real time reports on individual employees.

Scheduling

By implementing online scheduling software and eRostering software, companies can eliminate paper based rosters and reduce the errors that are associated with manually prepared rosters. Online rosters give you visibility of all employees and their hours worked. Most importantly, eRostering enable companies to align staff supply with customer demand, ultimately reducing costs and improving customer experience.

Project Management

Project Management Software allows companies to track employee activity and involvement in relation to ongoing projects. Employers can view the time spent on a project, activity and cost to the project. With Project management software, managers can keep projects within budget and reduce the loss of unaccountable hours and profitability.

 

The true benefits of Workforce Management Solutions lie in reducing costs, driving efficiencies and increasing the productivity and profitability of your company.

 

To find out more about Workforce Management Solutions and the many benefits they offer, request a Demo of our Workforce Management tools here.
Request a Free Demo Today!

 

Topics: Time & Attendance, Project Manager, Labour Scheduling, Rostering, Workforce Management

The Key to a Happy Workforce

Posted by Nadine Walsh on Mon, Feb 2, 2015

 

happy workforce

 

We all know that saying, find something you love to do and you will never work a day in your life. There's nothing I would like more than for everyone I know to be working in a job they love, in a field they are really interested in, surrounded by supportive, talented co-workers. I am generally a positive thinker but the harsh reality behind that statement is that we have bills to pay, the job we love isn't always that easy to find and we all know every office has a nuisance (or two). There are a number of simple steps that will help you on your way to a happier workforce. This one is for you managers, CEOs, presidents and everyone else in charge of someone else's working day. Implement the ideas below now and I promise you will see a difference.

 

1. Introduce Flexitime.

Its 2015. Our lives are crazier and busier then ever. As it is, most of us spend 25% of our week at work and 34% sleeping leaving just 41% of your week to do the things you like. Plus or minus a family, hobbies, exercise, eating we really are short on time. Just the other day I wanted to kill my Iphone. Just this one device allows me to communicate in over 10 different ways; Facebook, Twitter, LinkedIn, Whatsapp, Viber, Imessage, text message, email, call, Facetime... Yes I am ranting but my point is that there is more to life then work, however much we like our job. It will make such a difference to everyone if they can leave ten minutes earlier so that they can make that appointment or take an extra long lunch if its been a particularly stressful day. Remember that your workplace is made up of people, not machines. Being honest, we could all use a bit more flexibility in all areas of our lives so the workplace is a good place to start.

2. Celebrate Moments and People.

If somebody has been in the building for 20 years today, why not send a mass email to all staff and congratulate and thank them. They are choosing to be here and they wouldn't still be here if they weren't important to your company! Something I love about working at Softworks is that there are so many people working here that unless we were obesity advocates, we couldn't possibly have a cake for everyone's birthday. With that in mind our CEO introduced "cake day" where once a month we get in an array of buns and cakes and enjoy them together. Its definitely in the little things, and there is a great sense of fun round the office once everyone realises it's "cake day".

3. Schedule, Schedule, Schedule

There is nothing worse than your job taking over your life. I remember years of working in restaurants and the problems the messy schedule brought. I knew I had to get out of the shift work world when I had to miss an award ceremony where I was actually receiving a prize because my manager wouldn't let me reschedule my shift. I also missed birthdays of loved ones, my own birthday and lost a few friends because it. For people like nurses, doctors and many more escaping the 24 hour roster isn't ever going to happen. Set up a system where if needs be co-workers can do a swap. A disappointed and sulking worker is of no benefit to anyone.

4. Hand Over the Power

I cannot stress how important I think Self Service is. Employees, in my opinion should always have access to their own records. I want to be able so see how many hours overtime I have done, I want to check my holiday balance and I want to know how many times I was late or early this month without having to ask HR who will usually pass comment or wonder why I am asking. Don't get me wrong I think every company; big or small should have a HR department. A great HR team is fundamental to every successful company but my roster and my holiday details are the business of my manager and I. Get rid of the middle man.

5. Time to be on Time

We all have great intentions. You all know that amazing feeling when you come out of a productive meeting feeling all motivated because you and your team brainstormed tons of great ideas that could really work. Then you look back on the minutes of the meeting a month or two later no progress has been made and most of the ideas have been tossed aside and forgotten about. Start tracking your projects. Once the whole team can see on a shared screen what needs to be done and who needs to do it, the project will be done in no time. Set a deadline, make a task list, assign responsibility and get on with it. A great idea should never be let slide.

 

I would love to know your tips too! Feel free to share

Best,

Nadine

Topics: Time & Attendance, Workforce Solutions, Flexitime / Flexible Working Hours Arrangement, Labour Scheduling, Work-Life Balance, Flexible Working, Working From Home, Rostering, Working Hours, Performance, Happy Workers, The Key To a Happy Workforce

Rostering - Putting Skills in the Right Places

Posted by Nadine Walsh on Fri, Nov 28, 2014

 

Roster resized 600

 

Almost everyone’s heard of the saying ‘Right place, right time’ and when it comes to your workforce, a key element to the successful management of a business is ensuring that you have the right staff in the right place at the right time.

This often comes down to judgement, trusting your manager(s) to roster correctly and assess the possible requirements of their department within set constraints, be it contract terms, working hours, holiday leave, sick leave and so on. Whether it’s a shop floor, a manufacturing plant or a hospital, the demands on staff will change depending on various factors. Whilst these factors are more often than not outside of your control, you can plan effectively to deal with them based on historical data, local knowledge and general trends.

After all that, there is still a time consuming necessity to plan out the rosters based on the business requirements and the staff available. This can often be a frustrating and tedious task, which is subject to change at any given moment. Having an efficient and flexible rostering system can often save multiple hours every week/month as well as ensuring that all regulatory obligations are met. It can also be designed to factor in many of the aforementioned variables which aids in reducing the risk of under staffing at critical times, not to mention ensuring cost effectiveness by controlling resources when they are less needed.

 

Softworks offers a range of rostering & erostering solutions to make scheduling your workforce as easy and stress free as it should be. Click here for more details.

 

By Softworks' Head of Finance: Oliver Mitchell, ACA                    Oliver

Topics: Time & Attendance, Workforce Solutions, Labour Scheduling, Rostering

Softworks attends NHS Confederation Annual Conference in Liverpool

Posted by Mairead Walsh on Tue, Jun 3, 2014

Softworks are delighted to be exhibiting at the 2014 NHS Confederation Annual Conference which is taking place this week at the ACC Liverpool, UK. 

The NHS Confederation is the membership body for the full range of organisations that commission and provide NHS services. They work with members and health and social care partners to help the NHS guarantee high standards of care for patients and best value for taxpayers.

Softworks eRostering, Time & Attendance and Absence Management Solutions provide a completely automated workforce environment for healthcare providers.  The portfolio has been developed around staff management and managing the working day and is used to tackle some of the most challenging problems for healthcare, such as managing complex rosters/scheduling, time and attendance, working time directive compliance, employee self-service solutions, data collection and access control.

Unlike traditional rostering software for hospitals, Softworks eRostering Solution can manage rosters across the entire hospital landscape from nursing, medics, non-clinical to ancillary staff, enabling effective rostering and management of staff across all units, multi-disciplinary teams and multiple locations.  

Softworks Malcolm Riviera who heads up Softworks Healthcare Division will be on hand at stand H85 to answer questions and demonstrate our unique solutions.  Make sure you stop by if you are attending the conference this year.  For more about how Softworks Healthcare could assist your organisation check out our website - www.softworks-healthcare.com

Softworks Healthcare at NHS Confederation

Topics: Time & Attendance, Conferences, Rostering, Healthcare, Working Time Directive

Webinar OnDemand: Automated Labour Scheduling/eRostering

Posted by Triona Cahalane on Fri, Mar 7, 2014
Webinar

Automated Labour Scheduling/eRostering

In this 45 minute webinar we will examine Labour Scheduling and the different options and stages of automation. From intuitive user driven systems, where the user inputs the schedule based on their knowledge, experience and the needs of the business to more "intelligent" based solutions where "the system" effectively builds and optimises the schedule, based on the inputs, drivers, demands, planned and historical data.

Futhermore we will look at current trends towards Employee Self Service options and the key benefits of automated scheduling including; reduced absenteeism & overtime, managing employees costs relative to revenue and employee empowerment.

Watch OnDemand

Topics: Webinar / Online Presentation event, Labour Scheduling, Rostering

How to Manage Complex Hospital Rostering/Scheduling - Case Study

Posted by Mairead Walsh on Thu, Jan 23, 2014

In an era when computers can handle almost everything, it always amazes me that some healthcare providers still rely on spread sheets, clipboards, notice boards, and from time to time a bit of sweet talking and arm twisting to function!  

Healthcare providers are tasked with trying to deliver one of the most important services in our society in an efficient and cost effective manner with limited resources, while also attempting to balance the skills, needs and desires of their employees.  The sector is undoubtedly facing significant operational challenges with demand rising and resources falling.

Hospital image resized 600

Considering the limited resources, the logical next step has to be finding new ways to improve operational efficiency, and the subsequent value of care to patients. This is where technology has excelled in recent years and it is a missed opportunity to ignore these advances.

The latest eRostering / scheduling solutions can assist with managing the complex balance of workforce supply with service/patient demand.  Agile employee scheduling/rostering, time and attendance and analytical insight can empower healthcare providers to optimise their workforce and make changes in response to internal and external changes in real-time. 

By automating these processes you can eliminate error prone paper-based rosters / schedules and excel spread-sheets along with time consuming administrative tasks.  Allocating resources where and when they are needed, is easily achieved via innovative automated scheduling tools. To see this in action take a look at how The Bon Secours Hospital achieved tangible results with automated Scheduling, Time & Attendance and Absence Management.

Find out how they achieved

  • Better Rostering and time management effectiveness
  • Increased efficiencies that benefited both employees and patients
  • Improved management information & reporting
  • Greater employee engagement & empowerment

The case study is free to download using this link

Topics: Time & Attendance, Labour Scheduling, Absenteeism, Rostering, Healthcare, Hospital Scheduling

Softworks Presents at Healthcare Summit in Dublin

Posted by Mairead Walsh on Wed, Nov 20, 2013

Softworks are delighted to be part of the 2013 HISI Stakeholders Summit which takes place in Dublin today.

The one day event provides an opportunity for delegates to learn from international experience and to gain a better understanding of the shared challenges and opportunities faced by healthcare providers.  Andrew Ferguson, Softworks CEO, was invited to present on how to overcome the challenges of staff schedulingrostering in healthcare. 

The healthcare sector is unlike any other sector when it comes to staff rostering/scheduling. Scheduling thousands of employees in a 24/7 organisation, with unknown and often unpredictable demand drivers is an enormous challenge. Add to this specific skills, legislative compliance, variable start and finish times, rotating patterns, contracts, employee preferences, numerous departments, teams and specialities…. It could not be more complex. 

He shared with delegates Softworks experience working with Irish and international hospitals/community & residential healthcare providers. Softworks Irish clients include; Beaumont, Bon Secours Hospitals, The Coombe, National Maternity Hospital, The Beacon, The Mercy Hospital,  St Michael’s House, Children’s Sunshine Home, Laura Lynn House.

HISI Conference

 

 

 

HISI Conference

Softworks have developed specific software to make light work of employee scheduling in healthcare.  Unlike historic hospital rostering software that was often only used by the nursing department. Softworks software manages rosters across the entire hospital from admin staff to porters, doctors, nurses, departmental staff etc. 

In an era when computers can handle almost everything, it’s incredible that some healthcare organisations still rely on spread sheets, clipboards, notice boards, and from time to time a bit of sweet talking and arm twisting to function!  

For more about how Softworks assist the healthcare sector download our free paper - How the latest in Workforce Management Technology can meet the Healthcare Sector’s Operational Challenges

Topics: Workforce Solutions, Labour Scheduling, Rostering, Healthcare