How to Seamlessly Deploy an Employee Scheduling System?

Employee scheduling is essential for managers to maintain a productive workflow and deliver results. And an employee scheduling system can help you with it. The system can give you visibility into your employees’ schedules and streamline routine scheduling processes efficiently. But deploying an employee scheduling system is  a behemoth task in itself.

You must not only test the new employee scheduling system to see if it helps you manage your processes, but you must also ensure it is easy to use and update. Besides, you must plan for downtime and ensure all of this happens without disrupting your employees’ daily activities. So, how do you do it? 

Here is how you can deploy an employee scheduling system at your workplace in 4 simple steps.

Step 1: Research and Plan

For a successful deployment of an employee scheduling system, you need a well-thought-out plan. Start by asking yourself questions like:

  • What problems are you trying to solve?
  • What features an employee scheduling system must have?
  • Who shall all have access to the software?
  • Who should be part of the decision-making process?
  • What is the budget and timeline?

After finding answers to all of the above questions, you can easily filter the best solutions for your workplace. 

Hybrid workplaces demand flexibility. Naturally, an ideal scheduling system would go beyond scheduling tasks. It must offer tools to facilitate collaboration, use amenities, and improve productivity. Moreover, it must allow managers to schedule tasks while allowing employees to book desks, rooms, and other amenities with ease. 

Step 2: Get a Team of Early Adopters for Your Employee Scheduling System

Once you have found an employee scheduling system that ticks all the boxes, testing it with a small team is next. The team can have employees and team leaders who will test the software before deployment. So, get the demo from the vendor and let the group explore the software.

The team will have the following responsibilities.

  • Test the software and weigh its pros and cons
  • Assist management in the deployment process 
  • Help employees get familiar with the software 

Even when a solution might look good on paper, it may not be ideal for your workplace. The team of early users can analyze if the software is worth investing in further. If not, they will provide the list of things your next option must have.

Step 3: Train Your Employees

Some of the most polished workplace solutions fail to deliver results because employees struggle to adopt them. The reason for such issues is often the lack of first-hand practical experience among team members. So, you must train your employees to seamlessly deploy an employee scheduling system.  

Put the team of early adopters in charge of training the rest of the workforce. Tell them all they must know about the software and give them hands-on training experience.

Training your employees is vital as it helps them get comfortable using the employee scheduling system. It also ensures that there would be no hiccups or downtime after office-wide deployment due to a lack of technical know-how among workers. 

Training is also your chance to get employees’ feedback if the software that will help them work efficiently or if the system is missing some tools. 

Step 4: Deploy Your Employee Scheduling System in Phases

Implementing an employee scheduling system does not end at deployment. You must ensure your employees do not encounter glitches in the software or hardware. And when they do, you must have mechanisms to get the system back on track.

Connect with your in-house systems support team and identify the bugs you could encounter when using the new system. Then draft a debugging plan for when these errors occur. This way, your team is not spending time looking for solutions. They can solve the issue at hand and get back to work quickly.

You may not immediately find answers to all the software and hardware issues you encounter. So, create a process to document every bug you encounter in your employee scheduling system.

In case you find bugs, tackle them in sprints. Also, contact the vendor to provide you support based on their testing and reports. A mechanism for documentation and resolution of bugs ensures that your team is ready to deliver results once you deploy the employee scheduling software.

Back to You

An employee scheduling system is a must-have for today’s flexible workplaces. Follow the above steps to deploy employee scheduling software at your workplace without hassles. 

If you plan to get an employee scheduling software, check out WorkInSync. 

WorkInSync employee scheduling app has everything you need to aid synchronous and asynchronous work planning. There is a special focus on facilitating collaboration. From employee shift scheduling to workforce management, this user friendly scheduling solution is everything you will need. 

The scheduling tool allows you to schedule employees, manage team communication real time, and deal with time off request from employees. 

There is much more to the app. You can opt for a demo to learn more. 

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