A spreadsheet is great for keeping track of a guard's shift but is not a good way to handle the complexity of operations that has to go with that assignment. Spreadsheets are harder to manage as security companies are dealing with more guards, more posts, more locations, more certifications and more shifts to manage.
Workforce management software provides security companies with a unified scheduling, workforce availability, attendance, qualifications and workforce utilization solution without the need to rely on disconnected files.
Spreadsheet Scheduling Fails.
Simple rosters, with a small number of employees and regular shifts, will work with spreadsheets. The issues arise when scheduling is required at multiple locations and shifts are changing.
Without a manual process, there is a scheduling risk.
Managers may require additional information before making an assignment, and a spreadsheet can include a guard's shift. This may include qualifications, leave status, previous shifts, overtime, location and site-specific requirements.
If this information is stored in a separate file or message, managers will need to manually verify it with other information before updating the roster.
Common problems include:
- This is to prevent the possibility of duplicate or outdated employee records.
- Accidental shift overlaps
- Unfilled security posts
- Incorrect availability information
The expiration of certifications that are not being tracked.The failure to track expired certifications.
Scheduling Needs More Than a Shift Calendar
Match Guards to Post Requirements
A shift calendar isn't enough to schedule.
Security scheduling is a problem of resource allocation. Managers must decide at a specific time and place which of their guards is qualified to man a specific post, while taking into account operational constraints.
Match Guards to Post Requirements
Security scheduling software can relate guard profiles to post requirements. Some sites require experience with access control or access control certification, or night shift hours, or some experience at that location.
Managers don't have to waste time poring over employee records; structured workforce data lets them find a staff member that fits the bill.
This shifts the focus in scheduling from filling vacancies to aligning worker's capacities and needs with operations.
Manage Availability in Real Time.
Employees may be unavailable due to vacation, illness, exchange or unforeseen site needs. Handwritten rosters in spreadsheets can be a challenge to update, which means that you risk using stale information.
A scheduling system that is centralized will give them the latest information on assignments and availability and will let the manager change assignments without having to rebuild several files.
Multi-Site Operations Must Be Controlled Centralized.
Another drawback of multiple sites is that they may have varying staffing needs and schedules.
These operations can be all tied together with a workforce view through workforce management software. Managers will be able to view site coverage, staff assignments, planned hours and vacancies without having to navigate between different spreadsheets.
Evaluate and enhance cross-site workforce allocation.
Centralized scheduling allows for better availability to other sites when coverage shifts, and you can identify qualified staff to help at the other sites.
Managers can evaluate:
- Current assignments
- Distance between locations
- Employee availability
- Required qualifications
- Scheduled working hours
This will help to see when moving staff between sites.
Reduce Overtime and Coverage Gaps
When managers are constantly changing shifts, it can be challenging to track overtime hours in a spreadsheet. It is possible for a guard to be assigned more work without having to see a complete picture of their assigned hours.
Track Workforce Utilization
Security scheduling software can deliver scheduling data that aids in the scheduling manager to recognize overwork and underwork and possible gaps.
Managers should look at other qualified staff who are available, rather than hiring a new employee.
This can aid to maximise use of labour, and keep security companies covered.
Make Last-Minute Scheduling Changes
In the security field, it is impossible to avoid absences or emergency needs. The problem is finding someone who can come in, and who is appropriate for the position.
Replace Manual Rework
Centralized workforce system allows managers to search for personnel that have the right qualifications, location, schedule, and workload. A revised assignment can then be made available in the operational roster.
This lessens the amount of data that needs to be edited across multiple spreadsheets and the amount of manual calendar change notification that needs to be done to multiple teams.
Schedule attendance with Connect
An existing schedule is more useful with actual attendance. When hours and clock-in data are kept separate, managers might have difficulties finding those who are late for work, skip shifts or work outside of scheduled hours.
Workforce management software can integrate scheduling data to attendance and time tracking data. This leaves a better history of scheduled and actual workforce work.
Help implement better management reporting
Managers can review consolidated workforce information to look at staffing tendencies, overtime, attendance and site coverage. Owners receive a more holistic overview of the utilisation of the workforce instead of using manually created spreadsheets.
Platforms like Sowaan ERP can then provide integrated data management to back up the centralized workforce and business operations.
Get rid of static rosters and implement controlled scheduling
The idea of ‘moving away from spreadsheets' is not just about replacing one format of scheduling with another. It's about establishing a process that will allow employee data, post requirements, availability, attendance and workload to come together.
Security scheduling software is the solution that can help the growing security firms save manual coordination and enhance scheduling transparency. As these workforce processes become more complex, workforce management software offers the bigger picture of managing these operations.
The simple bottom-line is to place competent guards at the proper locations, provide dependable coverage, manage guard expenses and provide management with real-time data for all scheduling decisions.