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Organizing the flow of work, allotting the right task to the right person at the right time, ensuring that smooth transitions take place across a project and monitoring task-completion are what is collectively known as workforce scheduling. Schedules are also essential to ensure efficient running of retail stores, factories, health-care and manufacturing units or offices where shift timings are prevalent. Appointment management involves coordinating between customers and workers, technicians or sales force so that meetings can be arranged at a time and place that's convenient to both.
In cases where the workforce is mobile, spread across time-zones and geographies, creating a schedule can be a daunting task. If the nature of work is of a variable type, then time-bar scheduling is required, whereby supervisors can see at a glance how many people are working at a particular time. Traditional methods of scheduling were dependent on scheduling staff to ensure that an accurate schedule is drawn up. The expertise of certain people in this area comes to the fore in such cases, however, it is heavily dependent on this and in case of sudden changes or alterations due to unexpected absence of some employees, the schedule needs to be re-worked. When it is a manual process, this can be tedious and time-consuming.
Currently there are many software programs that enable companies to streamline the scheduling and appointment management process. A roster or rota system is followed and spreadsheets are the most commonly used software tool to create the schedule. The list of employees, tasks and specific assignments can be coded onto a master sheet and from this data, the allotment of different tasks to the employees can be done through a simple sorting method. A big advantage of using software is that unexpected ramping-up of work and taking on new employees for this specific need can be seamlessly integrated into an already existing schedule without much effort. This ensures a smooth work-flow. However, scheduling software may not be appropriate for small businesses where this can be done manually. You may also have to invest in training when you purchase the software.
Appointment-software is a boon for the mobile worker. With user-friendly formats like drag-and-drop, interfacing directly into devices like smart-phones, tablets or mobiles, automatic notifications to clients, etc, appointment-software takes the confusion out of multi-tasking. Transport and overtime payouts can be drastically reduced. It also takes care that workers are appropriately picked for tasks that match their expertise and experience, that they arrive at the right place, on time, with the correct tools and equipment. Direct access to inventory, spare-parts and billing ensures that the chain of mobile working is complete. If re-scheduling needs to be done due to some untoward circumstances, appointment-software can take care of it while maintaining consistency and quality.
Using state-of-the-art workforce scheduling and appointment software can take an organization to the next level in ensuring customer satisfaction and repeat orders.
Workforce scheduling capabilities are being continuously developed by companies such as Oneserve in the UK. For more information, visit http://www.oneserve.co.uk/
