Posts Tagged ‘workforce management’

Summer Lessons Learned

Tuesday, August 24th, 2010

summerIt’s official, this summer has gone by way too fast.  A few short months ago I was writing about the beginning of festival season and now here we are, getting ready to wrap things up with the unofficial end of summer–Labor Day Weekend–only 2 weeks away.  Here at Shiftboard we’ve learned a lot over the past few months, who says learning doesn’t happen in the summer?  To summarize here are 3 points that have stood out to us the most:

1.  Done right-self service scheduling can fill an entire festival’s staffing needs in one weekend.  Create a buzz, let your volunteers know when you will be posting the shifts, provide a bit of info/incentive about each role, and voila! You’ll have volunteers waiting to sign up for their shifts of choice.

2.  Your scheduling “rules” are often unnecessary-we are constantly amazed by the level of complexity that some schedulers put themselves through, especially since nine times out of 10 they don’t need to.  In the case of online scheduling, keeping it simple and organized is often best.

3.  Clarity and transparency is the key to accurate communication.  If people-especially managers-only get a few pieces of the puzzle miscommunications are bound to occur, using a clear, always up to date, and accurate calendar is one giant leap in the right direction towards better overall communication and run around.

Hope these make sense to you all, we’ve seen them to be tried and true from the largest international events down to local small businesses and everything in between.

Nahid

The Economics of Online Scheduling

Friday, August 6th, 2010

As an economics graduate, I’ve come to realize that I almost always try to quantify certain actions–especially in terms of the most efficient way to use a limited amount of resources.  That said, it’s no surprise that I’ve found myself at a company that does just that-making the best use of manager’s, scheduler’s, and volunteer coordinator’s very limited time.  Why would someone who is constantly under the gun and crunched for time sit down and manually work around availability, skill sets, and employee preferences when there are easy ways around it?clock

An important concept familiar to all econ/finance/business people is the opportunity cost of certain actions.  In theory, everything you do has an opportunity cost (how’s that for pressure?).    If you spend the afternoon in a yoga class you aren’t just out $20, but you also incur an opportunity cost.  Those 90 minutes dedicated to your inner self could have been spent on the job making money or perfecting a skill to set you up for future success.  It all boils down to deciding what the best use of your time really is.  To many, spending those 90 minutes once a week is critical in avoiding a stress induced meltdown which we can all agree would lead to far worse consequences than foregoing a few bucks.

To the small business owner, volunteer coordinator, or manager at a large conglomerate it’s safe to say that their scarcest yet most valuable resource is time.  Any product or tool that can effectively reduce time spent doing one thing to put towards time doing something else like growing the business, planning an event, or simply eliminating stress is a very good thing.  Yes, there is a cost associated with online scheduling, but that cost is minimal compared to the payback.  Rather than eating up hours every week plugging in schedules, calling around to get coverage, making changes to employee contact information, and making sure your schedule is current and up to date,  Shiftboard allows you to put that time into your primary goal.  Who can afford the opportunity cost of not using online scheduling?  Not only will you put time previously spent scheduling towards a greater good, but chances are your current scheduling process won’t hold a candle to the tools, communications, and overall ease of use that the team here at Shiftboard has worked hard to create, test, and perfect.

-Nahid

Smoothing it All Out

Tuesday, July 13th, 2010

easyShiftboard was recently featured in a Federal Times article about the importance of streamlining and simplifying all the processes that need to happen from date of hire to the first day of work to the first major task/event for any new or seasoned employee.  Any new hire can tell you that the first hours spent in their new job are almost always dedicated to filling out dozens of different forms, specific availability, tax information, emergency contact stuff…the list goes on and on.

It’s never easy on the other end either, HR managers have to keep track of not only the new forms, but past resumes, notes, and references, to name a few key pieces.

Many Shiftboard users don’t realize that they can actually input and store all of this information in their Shiftboard site.  Yes, Shiftboard is useful for the obvious reasons-online scheduling-but there are many other workforce management benefits to using the software.  Users are able to upload their resume’s upon registration to your organization that can be stored and viewed in their user profile.  Emergency contact information as well as basic personal information is also stored within Shiftboard, and can be exported into an Excel report at the click of a button.

Shiftboard clients can customize information fields that need to be kept with each employee’s profile–from experience levels and certifications to T-shirt sizes and their favorite bar.  Probably the best part of all of this is that as long as you have an internet connection you will always have access to this information in a secure spot–you will be able to control who sees it, who can change, and it will always be password protected.

If you have any questions about how to access the features mentioned above give us a call at 1-800-746-7531 or shoot us an email by clicking Contact above.

–Nahid

Online Scheduling 101: Shiftboard’s Financial Tools

Wednesday, July 7th, 2010

money

One of the biggest headaches in trying to create financial labor forecasts is the constant cross referencing-adding up hours, typos, no shows, actual vs. scheduled, etc…

With Shiftboard’s financial forecasting tools you will be able to run a report of your employee’s scheduled hours and see just how close (or far) from your budget you fall.  Having this capacity to run this report directly from the data that you will be using will greatly reduce not only errors, but headaches and time spent creating a labor forecast as well.

Individuals can be assigned a pay code with an associated amount, or an overriding pay rate. When you run reports Shiftboard will calculate the overall labor cost based on hours and the associated wage.  For shifts that haven’t been filled yet, Shiftboard allows you to make a prediction on what your labor expenditures will be. By assigning default pay rates/codes to your teams, you can run reports to help determine how much you will be distributing to your workers – even if you don’t know which workers will be filling those shifts. Staffing companies can benefit from this as well—if you work with contractors whose wages vary site to site, leave your worker’s financials blank and Shiftboard will use the team’s default wage to come up with their forecasted labor.

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

Welcome to the Workforce, Class of 2010!

Thursday, May 27th, 2010

It’s that time of year again, finals are wrapping up, credits are satisfied, and voilà! You’re officially a college graduate.  Three short years ago graduating from college was one of the most exciting things that could have happened to a person…but then came Fall (literally) of 2008, and it all went downhill from there.   As a graduate of the 2009 class myself, I’ve been there and I know how it feels.   It’s frustrating.  According to a recent USA Today article, there are currently 5 job applicants out there for every 1 open position.  On top of that, only 44% of those employers plan on hiring new college grads.  It’s not only tough for fresh-out-of-school coeds, even workforce veterans have found themselves at odds with the struggling economy.  Its not an ideal situation for most, but there’s got to be a silver lining in this big, fat, ugly rain cloud…

Graduationg

So now what?  You start picking up whichever jobs you can.  That may mean working one, two, or three part time jobs, juggling a part time gig with a full time job, internships, volunteering, a combination of any one of these…it’s exhausting to think about, but with the right combination of organization, skill, and drive I truly believe that it’s still possible to move forward and get ahead, even if it seems like you are fighting against the gods to do so.   This is where the beauty of a program like Shiftboard comes in.  I know that I must have been a pill for previous employers, working 2 different jobs with varying schedules while also volunteering once a week.  Sounds like a scheduling nightmare.  But I was always willing to pick up shifts if I could, switch with another employee if I could, and about every month I would need to change my availability all together.   But the trick is that although people are busier than ever, they are also more willing than ever to pick up extra shifts.  Because of their complex availabilities it makes sense to let them look at what’s available and decide for themselves which shifts will work.  It saves managers time (“oh…so you aren’t available this Tuesday?”) and avoid the possibility of having to get that shift covered last minute or being faced with a no show.    “Why do I even bother writing a schedule? People end up switching and trading shifts until they get the schedule they want anyways.”  It’s true. They will.   So while Shiftboard can still be used in the traditional manager-tells-me-when-to-work-end-of-story way, it’s also nice to have the option of allowing for a bit more flexibility and input on the employee’s end without having to circle around phone calls, availability forms, etc.  If you’re working with a lot of young, mobile workers, why not try a combination of both? Strict yet flexible?

The class of 2010 has a lot to be proud of, they have worked just as hard, probably harder, than any other class.   So hats off to you class of 2010!  You did it!  And now let the job spree begin…

-Nahid

Clawing Back Management Time

Friday, May 21st, 2010

Brief PowerPoint presentation illustrates the value of online scheduling in today’s busy world:

Download (PPT, 300.5KB)

Remember When . . . Confusing Products Were A Good Thing?

Monday, April 12th, 2010

There was a day, not so long ago, when most business software was bought from the likes of SAP or Oracle or Siebel Systems.  It came on a disk that needed to be installed on a server with a whole lot of customization by some very high priced consultants.  Sit back, take a deep breath, relax, and take a walk down memory lane with me.

Let’s just say, for example, a CIO of a big manufacturing or services business led a committee that decided to buy SAP as an ERP system.  He and his team commit the company to a 7 figure purchase price and 2-3x that again in consulting fees.  Something like a year passes, and this company is rolling out SAP.  Finally going live.

What do you think that CIO says to a couple of operations-types from the warehouse or manufacturing floor who knock on his door and complain that the screens are quite busy and complex, that the work-flows are unintuitive, that they can’t figure out what to do even with the user manual (roughly the size of phone book) right in front of them?  He tells them to pack sand, only not so nicely.  He says, “Suck it up and figure it out.  We just spent $7 million on this package.  Either that, or try not to let the door slam your gluteus maximus on the way out.”

The times they are a changin’

I remember as a CRM sales guy in the late 1990s Siebel Systems touting 135 screens in their marketing literature.

confused-userOh, what a great software concept – confuse the crap out of your user community.  Can you imagine any software-as-a-service (SaaS) company marketing like that today? It wouldn’t just be slitting the company’s throat.  It would be the VP of Marketing filling entire office building with jet fuel and then grabbing a smoke.

What has changed?  Seven million handcuffs were removed, that’s what.  The massive upfront lock-in costs are gone in SaaS.  The business buyers pay as they go, a month at a time.  The software has to perform its function well, very quickly, and it has to be extremely intuitive.  If it’s not, the user community really does hit the road.  They vote with their feet, and fast.

Online scheduling driven by the user base

A couple of years ago, I was preparing to meet Shiftboard’s founder, Bryan, for the first time.  I was doing my homework on the online scheduling market which was new to me.  I have studied a fair number of markets in my day, and I figured I had the big picture of this one.

Somewhere in the first 15 minutes of that meeting, Bryan says, “Most scheduling software is built from the scheduler out.  But Shiftboard was built first and foremost for the users, the workers checking schedules and picking up shifts, in other words designed from the worker in.  Because in online scheduling software over the next decade, the users will ultimately have the biggest collective say in what software is used.”  I was off my game.  That nugget of information got under my skin.  I thought about it a lot over the next couple of days.  I met him a couple of more times, talked to some customers, laid awake at night chewing on it.

Here was the product manager of the future, not the past.  Here was a guy who designed the product around ease of use above all things.  It didn’t take me too long.  I decided to get on the train . . . pushed all my chips to the middle of the table . . . because I knew from more than a decade in the business that his kind of software product design was where the whole software industry was going.

See what you think about our online scheduling software – literally tens of thousands of users who have logged in for the very first time and figured out what to do without a lick of training.  There ain’t no 135 screens, I can promise you that.

– Rob E

Remember When . . . Confusing Products Were A Good Thing?

There was a day, not so long ago, when most business software was bought from the likes of SAP or Oracle or Siebel Systems.  It came on a disk that needed to be installed on a server with a whole lot of customization by some very high priced consultants.  Sit back, take a deep breath, relax, and take a walk down memory lane with me.

Let’s just say, for example, a CIO of a big manufacturing or services business led a committee that decided to buy SAP as an ERP system.  He and his team commit the company to a 7 figure purchase price and 2-3x that again in consulting fees.  Something like a year passes, and this company is rolling out SAP.  Finally going live.

What do you think that CIO says to a couple of operations-types from the warehouse or manufacturing floor who knock on his door and complain that the screens are quite busy and complex, that the work-flows are unintuitive, that they can’t figure out what to do even with the user manual (roughly the size of phone book) right in front of them?  He tells them to pack sand, only not so nicely.  He says, “Suck it up and figure it out.  We just spent $7 million on this package.  Either that, or try not to let the door slam your gluteus maximus on the way out.”

The times they are a changin’

I remember as a CRM sales guy in the late 1990s Siebel Systems touting 135 screens in their marketing literature.  [Insert confused user here.  I had trouble finding a free image: http://www.istockphoto.com/stock-photo-1722913-frustrated.php] Oh, what a great software concept – confuse the crap out of your user community.  Can you imagine any software-as-a-service (SaaS) company marketing like that today?  It wouldn’t just be slitting the company’s throat.  It would be the VP of Marketing filling entire office building with jet fuel and then grabbing a smoke.

What has changed?  Seven million handcuffs were removed, that’s what.  The massive upfront lock-in costs are gone in SaaS.  The business buyers pay as they go, a month at a time.  The software has to perform its function well, very quickly, and it has to be extremely intuitive.  If it’s not, the user community really does hit the road.  They vote with their feet, and fast.

Online scheduling driven by the user base

A couple of years ago, I was preparing to meet Shiftboard’s founder, Bryan, for the first time.  I was doing my homework on the online scheduling market which was new to me.  I have studied a fair number of markets in my day, and I figured I had the big picture of this one.

Somewhere in the first 15 minutes of that meeting, Bryan says, “Most scheduling software is built from the scheduler out.  But Shiftboard was built first and foremost for the users, the workers checking schedules and picking up shifts, in other words designed from the worker in.  Because in online scheduling software over the next decade, the users will ultimately have the biggest collective say in what software is used.”  I was off my game.  That nugget of information got under my skin.  I thought about it a lot over the next couple of days.  I met him a couple of more times, talked to some customers, laid awake at night chewing on it.

Here was the product manager of the future, not the past.  Here was a guy who designed the product around ease of use above all things.  It didn’t take me too long.  I decided to get on the train . . . pushed all my chips to the middle of the table . . . because I knew from more than a decade in the business that his kind of software product design was where the whole software industry was going.

See what you think about our online scheduling software – literally tens of thousands of users who have logged in for the very first time and figured out what to do without a lick of training.  There ain’t no 135 screens, I can promise you that.


Rob Eleveld
Shiftboard, Inc.
direct: 425.503.6066

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.

Flexible Work: Bulldoze Your Cubicles

Friday, September 18th, 2009

There are many who will cheer at the title of this post.

Workforce management will never be the same.

The cubicle has been the bane of jokes and banter for many years. Now, some astute researchers have proven they actually reduce productivity.

Sylvia Ann Hewlett is a blogger for the Harvard Business Review’s HBR Voices and her blog is called Winning the Talent War.  I’ll share this short quote:  “‘cube farms’ discourage collaboration, stifle employee engagement and, as a result, strangle innovation at the exact time when it’s desperately needed. As Dilbert fans might say, ‘Duh.’”  The full post is titled: Bulldoze Your Cubicles for Better Collaboration

Side note: On a project not long ago, I read about Sylvia Ann Hewlett, an economist and founder of the Center for Work-Life Policy where she directs the “Hidden Brain Drain”—a task force committed to fully realizing female and multicultural talent.  Hat tip to The Future of Work blog for the actual link to the Harvard Business Review article.

-TJ M

Links in this post:

http://blogs.harvardbusiness.org/hbr/hewlett/2009/08/bulldoze_your_cubicles_for_bet.html

http://thefutureofwork.net/blog/

http://www.shiftboard.com/blog