Embedded Files
The Problem
Managing a workforce with flexible hours can be challenging, and for a busy realty company, their previous method of scheduling was becoming increasingly inefficient. They relied on an Excel spreadsheet to track employee availability, which required constant involvement from managers. Employees had to request time off directly through their manager and coordinate shift swaps manually. Since only one person could edit the spreadsheet at a time, everyone else was limited to "view-only" access, slowing down updates and creating bottlenecks.
This method presented numerous frustrations. Managers found it time-consuming and cumbersome to handle schedule changes, especially when employees needed last-minute adjustments over weekends or evenings when managers were often unavailable. Employees, on the other hand, struggled because they couldn't view or update their schedules from home, as the spreadsheet was only accessible via the cloud at the office. This lack of flexibility often resulted in missed opportunities for shift coverage and scheduling conflicts.
Though the company used Workday for payroll and PTO tracking, it lacked robust scheduling features. They needed a solution that empowered employees to manage their schedules independently and provided managers with better tools for creating and managing shifts, ultimately ensuring smoother operations for their workforce.
They needed a solution that empowered employees to manage their schedules independently and provided managers with better tools for creating and managing shifts
The Evaluation
To kick off the project, I met with the company's managers to gain a comprehensive understanding of their scheduling challenges and gather feedback they had received from employees. It was clear that the existing process was causing unnecessary headaches, and they needed a solution that would empower both managers and employees. With this insight, I asked targeted, technical questions designed to uncover the specific requirements for their ideal solution. These included questions like:
"How many users would need admin access to the software?"
"Do you need the ability for employees to clock in and out upon arrival using geofencing technology?"
By asking the right questions, I was able to pinpoint the features that would make the biggest impact on their scheduling process. Many businesses know their pain points but may not have the technical knowledge to translate those challenges into actionable software requirements. That’s where our expertise comes in—to bridge that gap and find solutions that simplify their operations.
After compiling a ranked list of requirements, I sent it to stakeholders for review and approval. With their buy-in, I conducted extensive research to identify potential solutions. This led us to demos with a few promising vendors. Stakeholders often find it invaluable to see a product's layout and functionality firsthand, which is why I work diligently with vendors to focus on relevant use cases rather than generic sales pitches. Stakeholders were able to ask questions during the demo and evaluate how well each option aligned with their needs.
The Selection
After a thorough evaluation process, our client selected When I Work as their scheduling solution. This platform met their requirements by offering both desktop and mobile login options, which allowed employees to access their schedule from anywhere. Managers could easily publish schedules weeks in advance, while employees gained the ability to independently swap shifts and block off specific times they couldn’t work.
The client chose to handle the implementation internally. To support them, I provided a comprehensive handoff document which included links to helpful resources such as the vendor knowledge base and contact information for their client success manager. These resources offered valuable guidance for training staff and answering questions as they transitioned to the new system.
By aligning the software with their operational workflow, employee morale improved significantly. With the newfound ability to manage their own schedules, employees felt empowered to balance their work and personal lives. Managers, in turn, saved time and could focus on more strategic tasks, making the solution a win-win for everyone involved.
Employees felt empowered to balance their work and personal lives.
Managers, in turn, saved time and could focus on more strategic tasks
Need help?
While any software change comes with its challenges, getting to the root of the client’s pain points upfront ensures minimal disruption and maximizes the benefits. If your business is struggling with workflow challenges or inefficient processes, we can help. With expertise in gathering the right requirements, evaluating software solutions, and ensuring alignment with your unique needs, we’re here to make your transition seamless. Reach out to us today to find a solution tailored specifically to your business.
Report abuse