Posts Tagged ‘online scheduling software’

Customer Driven Updates

Thursday, June 10th, 2010

One of the unique aspects of Shiftboard is our ability to work and excel with clients from very different industries. From small businesses of ten workers to hospitals scheduling thousands of individuals, people come to Shiftboard looking for an efficient way to manage their scheduling. We see this diverse client pool as a strength – a symbiotic relationship dynamically beneficial for all parties involved.

Shiftboard does not operate on a one way street. Our clients provide us a wealth of intellectual power and perspective to improve our product. We provide schedulers with a service, they use it and respond, and we incorporate their feedback.  Recently we received enough input regarding a certain feature that we escalated it on the development list. When assigning a shift, you can now assign it to multiple individuals in the same step. Clicking ‘Pick Multiple’ will give you a list of workers who can take the shift. Simply toggle multiple members and click “assign”. Don’t worry, the options to individually assign, bulk assign, auto assign, check availability and enforce seniority still exist.

Our developers are sharp, but our clients’ insight is invaluable. Please keep us in the loop. Share your ideas and suggestions, we are all ears and your thoughts are heard.

- Alison

Weave ‘em together

Wednesday, June 2nd, 2010

The world is integrating, fast. At the macro level, economies are increasingly interlinked, their confidence and health retreating or rising with the flux of global financial and political tides. Our personal lives are more and more interconnected, allowing us to communicate and synchronize via a range of media. Integration between the applications and tools at our disposal helps to make us savvier and more versatile in an ever changing world.

Recognizing that Shiftboard is not the only calendaring system our clients use, we have rolled out an iCal integration feature. Now with any iCal compatible calendaring, such as Google Calendar or Outlook, you can synchronize your Shiftboard schedule to your other calendars. By selecting to Publish iCal/Google Outlook, your Shiftboard schedule and any changes you make will syndicate with the other iCal compatible systems associated with your account’s email. When you make a change in your Shiftboard calendar, you will also see that change in your Google Calendar.

We live in a rapidly evolving and fickle world. With the help of Shiftboard, you can now diversify and weave together your calendaring, making you a more adaptable agent in a sea of change.

- Alison

So… When Can You Work?

Friday, May 28th, 2010

Many of our clients have employees who are working multiple jobs. Juggling two different schedules, with your worker as the liaison, can be frustrating for all parties involved. Volunteer and non-profit groups often face a similar dilemma. While two weeks down the road a volunteer’s schedule is a white canvas waiting for shifts to be etched in, prior obligations and unaccounted for circumstances inevitably leave schedulers scrambling to fill shifts.

Scheduling shouldn't be a stunt...

Scheduling shouldn't be a stunt...

Plan ahead by utilizing Shiftboard’s Availability tool. Users (or their managers) can choose certain days of the week, at certain hours, and then specify busy or available. For random, spur of the moment events, you can select Specific Availability, and choose which days you will be available or unavailable. If you want to be really stringent, you can default your site so that members’ unaccounted availability times will be considered busy, thereby excluding them from being scheduled except for those times they have actually entered as available.

Constantly updating a calendar to accommodate ever changing priorities and schedules can be a real headache. So take a scheduler’s aspirin, use Availability, and give your workers an incentive to think more than a few days down the proverbial calendar road. Rest easy schedulers – those you see, are those available.

- Alison

Lake Superior and Scheduling Software: Getting Your Feet Wet

Monday, February 8th, 2010

“The Middle.”  That’s what my wife called the Midwest when I first met her.  Like so many people who grow up on one of the coasts and do their traveling to the other (she grew up in New Jersey and went to college at Cal-Berkeley in the Bay Area), she had no idea what was in between.  She is long past that view, and we bring the kids back to western Michigan where I grew up each summer.

When I get back to the Midwest each summer, I absolutely must do a few things.  If you happen to be headed to “The Middle” anytime soon, feel free to borrow my little checklist and save yourself the 40+ years it took me to create it:

•    Grab at least 12 bottles of Bell’s Oberon, a summer ale, and make darn sure to drink every one of them before you leave.  Bell’s is a small brewery in Kalamazoo that tops my list of the best micro-breweries in the nation in terms of top quality beer, although others like Deschutes Brewery out of Oregon are almost as good with stronger marketing and wider distribution.

•    Watch “High Fidelity”  or “Ferris Bueller’s Day Off” to get into the spirit of the Midwest’s capital city – Chicago.  John Hughes (“The Breakfast Club”, “Weird Science”, etc.), the recently passed screenwriter/director bard of a generation that “was born between the Gulf of Tonkin Resolution and the Bicentennial” in the words of a NY Times obituary, was also a Midwesterner – raised in Detroit.  He wrote the latter movie and helped discover the former’s star John Cusack in one of his earlier films – “Pretty in Pink”.225fitzopen

•    Finally and most importantly, listen to Gordon Lightftoot’s ballad “The Wreck of the Edmund Fitzgerald” at least 5 times on your trip.  This song, more than any other, is the anthem of the Midwest and Great Lakes region.  Many of you probably haven’t even heard of it, but ask anyone who grew up from Minnesota to upstate New York, from Ontario to southern Indiana about it.  It is such a hardwired piece of a Midwesterner’s soul that they will refuse to believe there is anyone in North America that doesn’t know the song or the shipwreck that inspired it.

The legend lives on from the Chippewa on down
Of the big lake they call Gitche Gumee
The lake, it is said, never gives up her dead
When the skies of November turn gloomy.

With a load of iron ore – 26,000 tons more
Than the Edmund Fitzgerald weighed empty
That good ship and true was a bone to be chewed
When the gales of November came early

Many people I know are shocked when they first realize you can’t see across Lake Michigan, or any of the other Great Lakes. These are no inland lakes, but rather a group of inland seas that hold more than 20% of the earth’s fresh water.  The waves get big when the wind is piping.  If you ever really want to understand the power of water or waves, Sebastian Younger writes an enthralling summary near the beginning of “The Perfect Storm.”

The wind in the wires made a tattletale sound
And a wave broke over the railing
And every man knew, as the Captain did, too,
T’was the witch of November come stealing.

The dawn came late and the breakfast had to wait
When the gales of November came slashing
When afternoon came it was freezing rain
In the face of a hurricane west wind

Take a quick guess at the waves that sunk the Edmund Fitzgerald?  She sank in 30 foot waves.  In my five years in the Navy, I saw those kinds of seas only once on the Atlantic and Mediterranean.  The waves were so large on Superior that fateful November day in 1975 that she planed up on two of them and the bottom literally fell out of the ship.  She was gone in less than 2 minutes.

When supper time came the old cook came on deck
Saying fellows it’s too rough to feed ya
At 7PM a main hatchway caved in
He said fellas it’s been good to know ya.

The Captain wired in he had water coming in
And the good ship and crew was in peril
And later that night when his lights went out of sight
Came the wreck of the Edmund Fitzgerald.

On this past summer’s trip, my kids were 7, 5 and 3 years old.  They love digging in the sand of the Lake Michigan shoreline.  And of course they want to swim every day.  We had big waves most days this year, and even my oldest son can get knocked flat on his back by a 3 foot wave.  So we stood within twenty feet of shore much of the time, lifejackets buttoned up, and yelped with glee as we jumped the incoming waves while holding hands.

In the next summer or two, my older ones will be out on the sandbar, battling the waves alone.  They won’t need me near by then.  In four or five years, they will be body surfing out there and wondering why I don’t have the gas to keep up with them.  But we started them slow and got their feet wet, so they could learn the power of the surf and gain confidence quickly while still near to shore.

Lake Huron rolls, Superior sings
In the ruins of her ice water mansion
Old Michigan steams like a young man’s dreams,
The islands and bays are for sportsmen.

And farther below Lake Ontario
Takes in what Lake Erie can send her
And the iron boats go as the mariners all know
With the gales of November remembered.


Getting your feet wet with online scheduling

I am reminded of that analogy as I sit here in the office.  The more we work with customers, the more calls we take, the more launches we provide, the more obvious it becomes that the customers who are most successful get started immediately but with some small steps initially.

You see, the flip side is that we have people call us to ask about literally every add-on product we have listed on our website.  And they are extremely useful products, don’t get me wrong.  But the reason people come to us is a scheduling problem, and somehow with all those questions they lose sight of the core problem.  Instead of getting off the beach and adjusting to the water temperature, they are busy planning how to swim to Milwaukee.

Shiftboard in 6 Minutes

As we observed our customers, especially during the first week or two of them having access to the system, we sat down internally here and said, “We have got to get our customers started quickly and cleanly.  They each need some quick wins to get confident with the system and online scheduling as a process in the first day or two.”  We thought hard about that, and the more we thought, the more we felt that we had to get to the core of the issue.

So we created an initiative called “Shiftboard in 6 minutes.”  There is a training video to kick off your Shiftboard experience, and you should be ready to go in 6 minutes.  You will be up and running and actually putting shifts on the calendar the first time you sit down and log into Shiftboard.  Whether your gig is event scheduling or nurse scheduling or volunteer scheduling, have your credit card ready when you call us, because we are going to be urging you to take the first few steps into the surf FAST.  And trust me, the water feels nice.  All you need to do is get your feet wet.

-Rob E.

The full lyrics to Gordon Lightfoot’s ballad.

Quick Online Scheduling for Non-Traditional Workforces

Thursday, January 28th, 2010

For any employee or volunteer picking up multiple shifts the process is now much faster.  In addition to the Monthly, Weekly, Daily, and Hourly calendars we have created a “List View”.  This view is absolutely genius!

With List View, users toggle various opportunities and with ONE additional click assign themselves to each of the selected shifts.  If enabled by managers, users can also unconfirm themselves from multiple shifts.

iStock_000005228202XSmallAmong others, this feature is ideal for EMS scheduling, security scheduling and call center scheduling.  These workforces don’t generally pattern the typical 8 hour workday.  Shifts tend to be extra long or super short, ad hoc, unpredictable and ever changing.  In one sweep workers can schedule themselves for multiple shifts on different teams, at various times, across all locations. Users are only capable of double booking themselves if previously enabled by a manager.

According to one volunteer scheduling manager “list view saves workers valuable time, when it’s easier to pick up shifts, volunteers pick up MORE shifts.”  This is just another reminder that employee scheduling software doesn’t need to be complex or cumbersome.  Shiftboard’s ease of use and intuitive design keeps things simple.

South Asia, Millionaires, and Call Center Scheduling

Wednesday, November 25th, 2009

We meet so many people in life that its not surprising many don’t register very long in our memory banks.  At least a couple times a month I receive a “friend” request in Facebook that leaves me scratching my head.  “Did I know this person?  From where?”  But I can tell you that if line up 100 people and ask them to name their freshman roommate in college, every person will remember.

Mine was Himraj from New Dehli, India.  I learned a lot from him about his country, about being an international student in the States, etc.  Generally he broadened my horizons.  We remained close through our four years of college and beyond.  When I rolled off of active duty in the Navy, I had India on my backpack itinerary in order to finally visit him at home. Needless to say, it was great to see where he was from, meet his family, and tour some of India first-hand with my close friend as a guide.  Among many other memories, I had an eventful day-trip to see the Taj Mahal, just myself and a taxi driver, that is worthy of a separate post just in itself.
Call Center Scheduling
Best movie of the year

That was 15 years ago, and my wife had been there since, but I had not.  So recently when we settled on the couch to watch “Slumdog Millionaire”, it brought me back.  It’s a wonderful movie, but also a hard movie.  It doesn’t hide from one of India’s and the globes biggest challenges with regards to the huge masses of humanity living in grinding poverty.  None of those images were a surprise after my previous visit, however.

Whatever the reason, the scene from that movie etched into my brain are the rows of callers and computers in a Space Odyssey unnatural blue hue – an Indian call center.  We can all relate to call centers, of course, in terms talking to tech support from a Fortune 500 company or questioning our credit card bill.  Call center scheduling is one of our many market segments here at Shiftboard.  I guess I had just never pictured a call center in the Henry Ford production line sense at that scale.

Our scheduling software is a good fit

We provide call center scheduling to many customers – survey research institutes, product support groups, insurance appointment setters, etc.  Our customers are US and UK based to date, but I am sure some Indian customers are only a matter of time.  We tend towards call centers where the quality and ease-of-use of our software, combined with no IT requirements, consistently beat the big, tired call center switch vendors with some bolted-on call center scheduling software.

Most importantly, many of our customers, ranging from Cornell and University of Wyoming Survey Research Institutes to more traditional sales or support call centers like VoiceCurve are using a self-scheduling paradigm for their workers and managing the exceptions with our real-time coverage reporting.  That paradigm couldn’t be more different from the Indian call center in the movie.

A few weeks ago, I received an email from Himraj.  He had run into a 3rd classmate of ours, Brooks, over in Mumbai.  There was the usual 3-way banter and some sarcastic references to past events, Kingfisher Beer vs. the local Northwest microbrews, etc.  It brought a smile to my face in the midst of a busy day.  I haven’t forgotten.

-Rob E.

LOL my Manager wants me to Text!

Tuesday, November 24th, 2009

Send text messages with Shiftboard

The rule “no texting at work” doesn’t apply to Shiftboard users.  Managers can easily message their employees via text through Shiftboard’s system.

Imagine you are an event management scheduler and just had to reschedule the start time of 15 shifts from 5:00 pm to 4:30 pm.  The text feature allows you to instantly reach and message all affected workers.  Most people don’t have continuous access to the Internet, but most everybody does keep their cell phone with them 24/7.

Texts are received quicker and are much more likely to be read then emails.  A nurse-scheduling manager can text all qualified RN’s who aren’t currently working to try and fill a last minute shift.  After a manager posts a new schedule they can text their employees to let them know it is ready.

Your employees will love you for letting them have immediate access to their schedules and you will feel confident knowing your workers can be messaged in a method that is rapidly becoming the most preferred method of communication.

Cali Williams Yost redefines Work-Life Balance

Wednesday, November 18th, 2009

Now that the recession is officially over, companies have breathed a collective sigh of relief.  Most, however, are still trying to figure out how to do more with less.

One of the pioneers leading this charge is Cali Yost, of Work + Life Fit Inc.  She is an author and a consultant to companies large and small about how to create a process to help you rethink how work gets done.

One of her key points is:

“How do you move the cultural conversation and mindset about work, life and business growth to match the realities of today’s ‘always on,’ ‘do more with less’ global, competitive reality that affects all of us.”

That’s a mouthful, but one that is similar to what we hear often from scheduling managers and workers.  Do more with less.  From the senior team at 10,000 employee companies to the owner of an 80+ person staffing firm, companies continue trying to grow in a tough economy.

Self scheduling

Our company founder often talks about bottoms-up scheduling as one way to do more with less.  If you give workers some autonomy, they will help you get more done because worrying about their schedule will be off your plate – they can do it themselves, quite well.  His idea and question is that as a culture we have gotten used to managing and running our personal lives online, why not our work lives?

People seek to have some control of their work day and in many cases the recession has forced it on them.  They might now choose to keep 2 or 3 jobs, if they can juggle the scheduling of them, instead of having one major job that forces them into a 9-5 pattern.  And one that leaves them vulnerable when that one job goes away in a layoff or company shutdown.

Research to guide workplace decision making

Yost’s site has a research section which I found useful, especially a 2009 Study entitled: 

Flexibility in the Recession

Yost is finding that flexibility is slowly growing as a business strategy and not just some sort of informal perk.  Flexibility is not simply allowing flexible hours or a shorter work week; it is much more than that.  Work Life Fit worked with BDO Seidman on a study of Chief Financial Officers and perceptions about what is often called work-life balance, but perhaps erroneously so because many studies have argued that balance isn’t possible.  More than 50 percent of CFOs surveyed believed that work life flexibility improved employee productivity, among several other benefits, too.

Indeed, Cali Williams Yost named her firm in a way that implies finding a blend of work and life which recognizes that one might win out over the other at different times of the year or over a lifetime.  We are glad we found her work and site.

As we explore and expand new definitions of work and life, we are finding Shiftboard customers recognize that they need online and offline tools to help them in this new frontier, this new workplace.   Tools and applications that are a flexible as they need to be in helping their workers, their volunteers be productive and effective.  Scheduling software is one of those tools.

-TJ M

Event Management, with an assist to NCAA Womens Soccer

Wednesday, November 11th, 2009

It’s funny how things move in cycles here.  Our roots from some of our earliest customers were in the event management market.  When I came to Shiftboard, most of those customers were in film and music festivals.  We supported them well and continue to do so, but it took a women’s soccer team and a fall season to bring event scheduling into focus for me.

Women_Huskies

Our family had attended a few University of Washington soccer games a year for years.  But over the past two years, Lesle and Amy, the head coach and assistant head coach of the University of Washington women’s soccer team respectively, have become good friends of ours.  Amy and her husband have two boys the same age as my two boys, and they play on some teams together.  Lesle’s high school-age son watches our kids sometimes, and keeps them busy running around more often.  Those two coaches probably think of it more as a cruel twist of fate that they know us, because I now and then after a game I step into my “armchair mid-fielder” role (I know virtually nothing about soccer, which must make it unbearable).  Regardless, our family has become boosters and close followers of the team.

The way to really know event scheduling?  Working with customers of course.

As I have followed the women Huskies this season, Shiftboard has been pulled ever deeper into event management in terms of meeting customer needs.  Our customer base began to not only include a multitude of festivals, but also professional event management companies.  The first was OneReel, a local Seattle firm that runs many events including a nationally known music festival, Bumbershoot.  Then came Film Independent, which runs the Los Angeles Film Festival.  Soon we had event management companies coming from across the country, including Linder & Associates in the Washington DC area organizing federal government-sponsored events.  They recently ran a Department of Energy event, Solar Decathlon, with scheduling software provided by Shiftboard.

In parallel, sports event management firms have been knocking on our door.  Cal-Berkeley Events & Ceremonies referred us internally to Cal-Berkeley Athletics, where the ticket office schedules their personnel with our software.  The CVS/pharmacy LPGA Challenge came in on extremely short notice from a referral this fall.  We set them up to coordinate their 100+ carts and shuttles volunteers.  We have soccer league customers and we’re breaking into hockey. I won’t bore you with a long list, but lets just say our account managers have event management on the brain.

We are pretty darn good at supporting the requirements of this business in terms of real-time scheduling and communication.  As dates, times and locations change on very short notice in the event scheduling world, every worker has real-time visibility into the calendar status.  Our system is exceptionally intuitive for hourly workers or volunteers with little technology patience.  And our software handles events with as few as 50-100 workers and very large annual gatherings with thousands of workers or volunteers. We have earned our knowledge in terms of an all-up-round software solution through direct customer interaction across all these types of events.

It’s hard not to care

As this fall progressed into November, the personal and professional aspects of event management were running in parallel for me. I sat with my family in the bleachers last Sunday, and my blood was up.  After a great season, a UW Women’s Soccer NCAA Tournament spot rested on their final game against a highly ranked USC team.  At the beginning of the 2nd half, the Huskies were down 2-1 despite playing far better in the first half.  I was trying to forget Lesle’s words after a well-played loss earlier in the season, “I hate moral victories.”

Given past history and some “coaching” from my wife after a few Michigan football losses earlier in our relationship, I generally try not to care much about sports these days.  That outlook helps keep me from getting too competitive.  But I have come to know most of the players and certainly the coaching staff of this team.  Needless to say, my 3 year old daughter was complaining about me cheering on a cold November afternoon, “Too LOUD in my ear, Daddy!

The team battled back with a beautiful assist and goal between two fleet-footed strikers midway through the half, combined with a lock-down defense.  The same pair almost scored a 2nd goal that half on a breakaway among other solid scoring opportunities, but a 2-2 draw was enough.  When the tournament pairings came out earlier this week, the Lady Huskies were matched against the University of Mississippi for their first game.  Looks like in terms of both event management here at Shiftboard and more importantly the Husky Women’s Soccer tournament bid . . . IT’S ON!

-Rob E

Career Life Connection and Leanne Chase

Friday, November 6th, 2009

career-life-connectionNot too long ago, in my research around scheduling software and flexible workplaces, I met Leanne Chase.  Leanne is the founder of Career Life Connection and someone who is deeply passionate about helping companies and workers understand the new world of work:  flexible work.  I listened to her on an internet radio program talking with another guest about work-life balance and they insisted that no such thing existed. They preferred the term: work life blend.

Leanne explains that “With 76% of baby boomers wanting to work flexible jobs as they enter retirement and 79% of mothers wanting to work fewer than 40 hours/week it is no wonder that flexibility has become a hot topic in the workplace. Companies that have heeded their workers requests are winning… ”

What this translates into is that workers are more loyal to companies that offer some form of flexibility.  Option like reduced work weeks, telecommuting, job share programs, sabbaticals and generous maternity and paternity leaves.

The part that really struck me was Leanne’s counter point aimed at the employee, which is something not often talked about:  “Flexibility cannot be a one way street…  Employees need to understand that with flexible work conditions come expectations… that work will be completed well and on time, that a reduced salary may be needed in return for reduced hours, and that employees need to be available when they say they will be,” she said.

At Shiftboard, we see that requirement on employees translated by companies of all types who use our scheduling software.  They want their employees to have flexibility, but they want them to be responsible for their commitments and their schedules.  Self scheduling. From security guard services to event management companies,  volunteer coordinators to large HR departments scheduling interviews,  the need to offer employees access to their schedules from any place at any time is what the new workplace is asking for.

-TJ M