07 October 2021
Uh oh, looks like Last Minute Linus can’t make it to his prep cook shift tonight. To make matters worse, it is a Friday – the busiest night of the week. Someone needs to cover his shift. So begins the feverish process of cold calling and texting dozens of employees to find a shift replacement. Sounds familiar, right?
If so, that’s a problem. There is simply no reason to overcomplicate shift swapping between employees. However, many in the hospitality industry are doing just this.
According to a study from earlier this year, 69% of schedules are made on paper or word processors. Because of this, navigating scheduling logistics is taking far too long. About 29% of employers say approving schedule changes and shift swaps takes the most time in the scheduling process. When dealing with shift replacements, 75% of managers claim to only call, text, or email employees to communicate.
Combing through your phone and email contact lists like this takes valuable time, as does manually updating schedules with every last-minute change.
Fortunately, there is an easier way to orchestrate all of this.
Workforce.com facilitates easy shift swapping all in one place for every employee and manager to see. No more texting seven different people to figure out who can cover who. Right from their phone, an employee can signal a need for a shift swap; this sends a notification to all their team members. These team members can then view information about the available shift and decide for themselves if they will claim it or not. Once a swap happens, all a manager needs to do is review and approve it with one click. Boom. It’s that easy.
Utilizing efficient shift swapping technology benefits both employers and employees. According to a whitepaper published by Workforce.com, shift swapping tools empower managers to reduce overtime and lower under/overstaffing. For employees, the technology provides a better work/life balance as well as the ability to build camaraderie through more effective communication.
Many businesses know firsthand the positive impact shift swapping software has on their scheduling efficiency. Recently, we reached out to the Lake Elsinore Storm, a minor league baseball affiliate of the San Diego Padres, to hear about their experience using Workforce.com.
“One of my favorite features is the shift replacement feature where I can see who’s not available for a shift and who is available to pick it up and don’t have to worry about reaching out to people,” says Katie, an HR generalist for the team. The Storm has a heavy emphasis on hospitality, employing a staff of over for a variety of roles encompassing restaurant service, ticketing, concessions, and groundskeeping.
Before implementing the software, Katie found that personally overseeing shift replacements was eating up a lot of her time. This has since changed with the switch to Workforce.com: “I don’t have to worry about reaching out to people last minute, getting on the phone, sending emails. I know that it just shows up on someone’s phone and they can pick it up.”
Right there lies the real beauty of Workforce.com’s shift swapping feature; it empowers employees with the ability to control their scheduling. Through this empowerment, unnecessary work is offloaded from the manager directly to the employee, saving time and money while maximizing convenience.
For Lake Elsinore Storm, the time savings brought about by key features such as shift swapping were recognized universally across upper management. “It’s almost like we have another assistant or another employee working with us that is really intelligent and smart and knows what it’s doing … it’s really a time-saver,” states Christine Kavic, the Storm’s CFO.
The Storm have many different employee teams set up on Workforce.com, each serving different areas of hospitality. From the taproom staff to stadium maintenance crew, all teams work in unison to make game days go smoothly. Because of this variety, Lake Elsinore Storm management understands more than most what it takes to efficiently schedule a workforce in the hospitality industry. A result of this is high customer satisfaction through exceptional service to the public – something the team prioritizes.
“Without Workforce.com, we could not do what we do best, and that is entertain the community,” says Kavic.
Shift swaps between employees shouldn’t be a hassle; in fact, it should be the easiest aspect of scheduling to manage. Since our shift swapping tool has been a big hit (sorry, I had to do it) in baseball stadium management, maybe it’s time you try it for free to see how it works. You won’t believe how simple it is.
Written by Gustav Anderson
We build robust scheduling & attendance software for businesses with 500+ frontline workers. With custom BI reporting and demand-driven scheduling, we help our customers reduce labor spend and increase profitability across their business. It's as simple as that.
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