In today’s business world, there are many factors to consider when choosing a scheduling system for your company. Two of the most popular scheduling systems are computerized and manual scheduling. Each has its own set of pros and cons that you should consider before making a decision.
Computerized scheduling systems involve using a software program to input employee availability and create the schedule. It is efficient for businesses with many employees or who need to make changes often. Manual scheduling systems involve creating a schedule by hand, using paper or Excel. It applies to small businesses with few employees.
Manual scheduling methods
Manual scheduling is creating a work schedule using paper or an Excel spreadsheet. An appointment secretary or scheduling coordinator typically performs this task. The secretary or coordinator compares the company’s work requirements to the employees’ availability. Then, they create a schedule that assigns employees to specific tasks during specific periods.
This method can be used for businesses with fewer employees or who do not need to change their schedules.
Computerized scheduling methods
Computerized scheduling uses a software program to input employee availability and creates the schedule. It allows employees to input their availability independently, saving the company time.
Computerized systems can also be set up to send reminders to employees about their upcoming shifts. This can be great for businesses with many employees or who need to make changes often.
Computerized Vs. Manual scheduling system
Computerized systems use software and hardware combinations to work automatically with less human intervention. On the other hand, a manual system uses paper or an Excel spreadsheet to make a schedule by hand, which requires more human involvement. Individuals monitor processes and identify issues that may arrive when using the computerized system. Adjustments are made when monitoring the processes. The concept of coordination does not work with a manual system. It can be daunting to coordinate the system.
A computerized system is faster in creating a schedule than a manual system. The speed of the computerized system is due to its design and function. It can quickly process data and information, which helps in creating an accurate schedule. Employees can also use the computerized system to input their availability, saving the company time. Speed is crucial when creating a schedule, as it can help to avoid errors.
On the other hand, the manual system is slower in creating a schedule because the process requires more human involvement. Most of the companies that use the manual system have a smaller staff. They can quickly make changes to the schedule without much difficulty.
Computerized systems are more accurate when creating a schedule than manual systems. A computerized system uses software to input employee availability and creates the schedule. The software is designed to process data quickly and accurately. It helps to avoid errors when creating the schedule. For instance, if an employee is not available for a certain shift, the software will not assign them to that shift.
On the other hand, a manual system is less accurate when creating a schedule because the process requires more human involvement. There is a greater chance of error when using this method. It is also more difficult to make changes to the schedule.
Another difference between computerized and manual scheduling systems is the cost. A computerized system can be costly to set up and maintain. The business in charge must purchase the software and hardware and pay someone to set it up. They also need to pay for updates and maintenance. Training is also vital for employees to use the system properly. This might cost the company as a good investment is needed to hire a professional to provide the training.
In contrast, a manual system is not as costly to set up and maintain. All that is needed is paper or an Excel spreadsheet. There is no need to purchase software or hardware. Training is necessary for employees but will not be as costly as training for a computerized system.
Having a backup plan when using a computerized system is important because the system can crash, and all the data will be lost. Employees may be unable to input their availability, or changes may not be saved. It can cause a lot of problems for the business. A backup plan will help to avoid these issues. For instance, the business can create a manual schedule as well.
On the other hand, when using a manual system, there is no need for a backup plan because the data is not stored on a computer. It is easy to recreate schedules when lost.
Advantages and disadvantages of computerized and manual scheduling systems
Here are the pros and cons of computerized and manual scheduling systems:
Computerized Scheduling System
|Keeps employees updated. One of the greatest advantages of computerized scheduling software is that employees stay on the same page. It makes it easy to track all the scheduling situations within a company. It also makes it easy to determine employees’ exceptions and leaves.||-It can be costly to set up and maintain. The business needs to purchase the software and hardware and pay for training. Maintaining the system can also be costly, especially when mishandled.|
|It enables accessibility. Employees can access information even from the comfort of their homes. It also allows managers to keep track of workers even when not within their working premises. They can track employees’ absences and tardiness. It also enables timely decisions as employees get information on duties on time.||-It can crash, and all data will be lost.|
|It enables compliance. Computerized scheduling makes it easy to comply with state laws concerning businesses, for instance, tracking breaks between working hours and setting employees’ working hours on a daily or weekly basis.||It limits interactions between the business and customers. This is because customers can only interact with the computer. They cannot speak to a human being. This might result in them not getting the help they need.|
|It enhances efficiency. It helps keep the business activities running efficiently. A computerized system ensures that workers adhere to all rules concerning their shifts and breaks by keeping track of information within one location.||Companies have to synchronize calendars. Companies have to synchronize calendars when using this system because the computerized system needs to be updated regularly. If not, it will not work properly.|
Manual Scheduling System
|You know your documents are always available when needed. There is no need to worry about power outages or losing data. With a manual system, you know your documents are always available when needed.||It can be time-consuming. Creating a schedule manually can be time-consuming. One has to input all the information into the system and then share it with others.|
|You can easily share information with others. It is easy to share information with others when using a manual system.||It can be difficult to track employees’ exceptions and leaves. This is because all the information is not available in one place. Many documents are used, and it can be hard to keep track of everything.|
|It is less expensive to set up and maintain. A manual system is less expensive to set up and maintain. You only need to purchase the materials needed and train employees on how to use them.||It is difficult to make changes. Once the schedule is created, it can be difficult to make changes. This is because one has to update all the scheduled copies by hand.|
|It does not require a lot of space. A manual system does not require a lot of space. You can store it in a filing cabinet or on a shelf.||The system lacks security on the information. This is because paper documents can be easily lost or stolen.|
|It is easy to track employees’ exceptions and leaves. This is because all the information is available on paper.||Miskeying of information often happens when using a manual system. This is because one has to input all the information by hand. This can lead to errors in the schedule. –|
Overall, both computerized and manual scheduling systems have their pros and cons. When deciding which system to use for your business, it is important to weigh these factors. A manual system might be the best option if you have a small business with a limited budget. However, a computerized system might be the best option if you have a large business with many employees. Ultimately, the decision depends on the needs of your business.