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Techniques to Optimise Workforce Rostering

Apr 7, 2022

Survey Results: How Businesses Are Addressing Negative Employee Experience

Looking for more efficient ways to manage your workforce rostering? WorkForce Software solutions can help both your organisation and your employees.

The most important resource is an organisation’s employees. Despite accolades about cutting-edge technologies, innovative leadership and dynamic organisational strategies — many companies still fall short in focusing on their employees. Perhaps it’s time to revisit the HOW, WHEN and WHERE that affect an employee’s work. In other words, maybe it’s time to reevaluate our approach to workforce rostering.

Some important questions to ask about workforce rostering:

  • Do employees have access to the technology that will enable them to quickly adapt to changing business needs and personal commitments?
  • Are employees able to easily comply with ever-changing guidelines?
  • Are employees engaged enough to remain in their positions and keep operations running smoothly?

Smart rostering solutions can have a significant impact across all business operational areas. A modern approach to workforce rostering leverages powerful technologies like AI  to draw and evaluate historical data against emerging trends to ensure labour forecasts reflect current business demands. These rostering solutions can be applied to any workforce segment and across industry sectors such as manufacturing, retail, the public sector, healthcare, education, logistics and hospitality.

With a record number of employees quitting their jobs in 2021, more must be done to show they are appreciated and recognised for a job well done. They want opportunities for career growth, and to achieve a healthier work/life balance. Optimised workforce rostering plays a significant role in creating positive employee experiences that can help mitigate these turnover issues.

Analyse Data to Forecast Demands

The best workforce rostering solution allows organisations to tap into historical data and turn out predictive models that can help managers determine the requisite staffing levels based on specific needs. Data-driven insights mitigate overstaffing and unplanned overtime, whilst also preventing errors and lower productivity due to understaffing.

With smart data management capabilities of modern workforce software solutions, businesses can leverage the immense power of data to optimise output by accurately predicting the right amount of labour needed to meet fluctuating demands. Data can be segmented to refine forecasts by department, area, or product line. Managers must often assign employees to work specific days and/or hours. These could be weekends, holidays, rush hours, or busy seasons, as well as high traffic patterns — making it challenging for employees to know what is expected of them on a daily and hourly basis.

Maintaining a well-staffed operation can be difficult whilst tracking the availability of the workforce, especially as we continue to deal with the fallout of a global pandemic. Keeping a staff list in a secure database with information about each worker’s position, department, skills and paid time-off patterns allows for accurate labour forecasts and easy-to-produce workforce rostering.

Creating employee rosters that are fair, predictable and consistent is often one of the most difficult tasks for managers. Workforce rostering software can help by supporting more flexibility and reducing employee burnout and turnover in the process. Ultimately, effective workforce rostering is about improving the employee experience, which can be negatively impacted by an inflexible and erratic shift rostering process. A dynamic and responsive workforce rostering solution can eliminate those issues.

Know If Your Employee Pool Is Engaged


 WorkForce Software solutions help managers respond quickly to disruptions in the workforce, featuring fair and predictive employee rostering tools that gather valuable data on workers’ skills and hours worked. Managers can make use of this data to meet their employees’ needs adequately whilst helping to create an appropriate work/life balance.

Our rostering tools also retain the necessary focus on compliance, which can be a constantly moving target. It can be difficult to keep track of every detail to ensure operations are meeting regulatory requirements. The right employee rostering programmes can help navigate these challenges, keep the organisation compliant and maintain worker satisfaction.

WorkForce Software helps managers take a modern approach to employee rostering to fully support the different teams in your workforce. This reduces discrepancies between worker types, eliminates unnecessary competition for hours and decreases the chaotic and unproductive nature of manual employee rostering. The software can also assist with ensuring a productive mix of employees to encourage collaboration and address both the needs of the business and its workers.

WorkForce Software can help modernise the employee rostering of deskless shift workers in a variety of verticals, including manufacturing, retail, education, the public sector, healthcare, hospitality and business services.

Employee Rostering By Skill-Level

One way that our solutions modernise employee rostering is by factoring in employee skill-level. Managers can be strategic and intentional by including workers with more experience in the same shifts with workers who are newer, rostering employees who have the strengths and weaknesses to complement each other. This strategy creates a balanced environment where co-workers learn from and with one another.

Additionally, managers can factor in other aspects to ensure they roster the right workers for each shift. With digital rostering capabilities, managers can also look at qualifications, updated certifications and availability to configure dynamic employee rostering. Using these competency criteria will help ensure only workers who are a fit for the job are rostered.

With WorkForce Software, employers have access to a complete worker profile allowing them to log in and update their own employee data. The employee profile tracks shift history and other performance indicators. This employee-generated information also helps the system to identify workers best suited for each project.


Communicate Effectively

When it comes to workforce rostering, disjointed communication is fertile ground for broken operations and increased turnover to flourish. The right workforce rostering solution with integrated communication features will enable the organisation to minimise communication breakdowns.

Effective communication practises enable employees to succeed in their role and makes sure everyone in the organisation is following the same strategy. This practice minimises miscommunication, and ensures messages reach the right people at the right time consistently, effectively and across multiple channels. Utilise mobile messaging, alerts and broadcast bulletins so all employees can be informed across more than one location.

With workforce software that combines rostering and communications, organisations can get mission-critical messages out to teams in advance of their shifts so employees can see them as soon as they log into the application. During shifts, important communication can easily fall through the cracks. A quick and easy way to prevent this from happening is to digitally post important notes in a centralised program hub. The more readily accessible for everyone, the better. When the shift is over, managers can go through their notes and prepare for the next day.

When employees need to make rostering requests, record overtime, or indicate availability, a simplified digital platform makes the process much easier for all. Supervisors can also inform employees of any changes in workplace demand within the platform. When emergencies strike, app-based communication tools are an effective way to relay one message to the entire workforce quickly. However, when the communication is more personal — like performance or disciplinary-related message communicating it privately is the best practice.

Remember, just sending out a message is no guarantee it will be seen, heard, or acted on. With a proper workforce management program, you can see when directives are being received, read and implemented.

Ensure Roster Accessibility

Allowing employees access to rosters means they can make decisions about their own roster, and ultimately decrease stress related to uncertainties in work hours and last-minute shift changes. With access to workforce rostering, employees can view their rosters anywhere, increasing flexibility and autonomy.

If employees have input into their preferred rosters, they’ll likely be more satisfied with their workload. An increase in satisfied employees translates into more productive employees who are less likely to leave the company.

Be Compliant

Local and national governments are consistently rolling out new and amended legislation requiring mandatory break times, overtime rostering, pay rates, paid holidays and much more. For example, Washington DC recently amended existing legislation to mandate additional paid medical leave and a new category of paid prenatal leave for employees. Tracking who is eligible and how many days of paid leave are available can prove to be challenging. But with a digital workforce rostering platform, the task becomes easy.

Amid the flurry of new legislation change is the one constant employers can anticipate. Just a few measures under the new legislation include:

  • Vaccination and COVID-19 testing mandates
  • New or expanded leave entitlements
  • Increases in the minimum wage
  • Rostering safeguards for workers
  • Employee protection against workplace retaliation

Automated workforce rostering can help to effectively navigate this compliance minefield.

“The twin necessities of meeting compliance obligations and maintaining an engaged workforce mean that employers must focus more than ever on their employees’ physical and mental well-being.”

Paul Kramer, Director of Compliance at WorkForce Software


 Some key considerations for managers when creating employee rostering strategies for deskless shift workers involves being flexible, predictable and accessible. These workers need employee rostering tools that help them plan their work/life balance and have access to their employee data.

Employees need to know that their availability and requests for time-off will be acknowledged and factored into the employee rostering process each week. When employees feel employers are responsive to their needs, they are likely to be more engaged, productive and loyal to your organisation.

WorkForce Software’s rostering capabilities deliver the flexibility employees expect with the coverage employers want including:

  • Gives employees visual access to their rosters, clearly displaying when they are expected to work. It can show weekly, biweekly and even monthly rosters. Once employee rostering has been entered, managers can use previous shift information to create future shifts. Knowing when they will work helps employees plan their lives around their work rosters, which is crucial for a healthy work/life balance.
  • Accessibility from a desktop, phone, or any devices with an internet connection. Employees can review their rosters, note changes, updates and even claim available rosters. They can review previous shifts and confirm any information already entered.
  • Provides managers the means and technology to intelligently manage the often overwhelming process of employee rostering. The software helps with managing shifts and planning for time-off requests in an precise and efficient way.

Support Different Teams and Strengthen Employee Experience

With all of these benefits, WorkForce Software offers the tools managers need to provide flexibility in employee rostering whilst helping to meet employee and employer needs. Built for managers that want to easily and quickly create, adapt and monitor employee rosters whilst giving workers more flexibility and control.

Powerful data gathering functions, ease of communication, compliance cognisant and employee satisfaction focused — learn what it can do for your organisation today.

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