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Using manual rosters? Should you be worried? | Workforce Kit

using manual rosters should you be worried

In today’s fiercely competitive business world, accurate and effective personnel scheduling is a must.  However, Planning and creating an effective roster is a challenging endeavour for roster managers and workforce planners. It can take a lot of effort and forethought to assign shifts in order to create a roster that is both effective and optimised.

A manager who is serious about personnel scheduling may devote up to 14 hours per week to this effort. However, the results may still be unsatisfactory due to the ineffectiveness of this approach. Regardless of how many staff you have, making schedules can take a lot of time.

Here are some typical issues that Roster Managers and Workforce Planners run into throughout manual rostering, along with some suggestions for how to resolve them.

Poor time management

You are familiar with the notion that “Not enough hours in the day”.

As you strive to create new rosters, update the roster, fix time input problems, and get through a pile of paperwork, the to-do list will seem to never end. But the fact is, just because you’re busy doesn’t mean you’re necessarily efficient.

Manual staff rostering can cause tension for many businesses since it is slow, tedious, and could be costly if staffs aren’t handled properly. Moreover, it can hinder your ability to concentrate on other crucial aspects of managing a business.

The primary benefit of optimising your schedule is the tremendous improvement in time management at work, which will enable you to perform better and accomplish your goals more quickly.

Messy schedule

Whenever you make adjustments to a complex schedule, it could become chaotic if you can’t find a reasonable way to arrange the information.  For later adjustments and employee notification of changes, it is best to build up a coherent scheduling process with an organised system.

Using good scheduling software with a time clock and simple scheduling features is the best approach to prevent and resolve this messy problem.

Special complexities

Managing the complexity of having many employees at various times is frequently difficult and, if managed incorrectly, can have a detrimental effect on your company’s performance. This complexity heavily applies to overtime, weekends, and public holidays.

Additionally, handling handwritten rosters and workers that work in several departments of the company (sometimes within the same shift) can become messy and impossible to observe from the top.

Big companies simply cannot manage the process manually because it is so complicated and time-consuming for schedulers.

Flexibility issue

Business owners who still use pen and paper to schedule employee shifts frequently experience this problem. Manual shift scheduling is simple to establish initially but becomes rigid over time.

Moreover, managers may find it annoying as modifying the roster is a time-consuming and ineffective process. So you end up having to adapt the rigidity, to match the limits of your present system.

Since shift planning and rostering are such dynamic components of workforce management, your system must be flexible and easily configurable.


To manage a successful business with a harmonious, healthy workforce, effective shift planning and rostering are essential. However, manual systems place intense pressure on workers to be accurate in every aspect of their work, but people aren’t flawless, no matter how much we all wish we were. An optimised roster will boost your efforts and unlock even greater potential to appropriately schedule your staff, and strategically save on costs, while maintaining or improving customer experience.

Workforce Kit is built for managers that want to easily and quickly create, adapt and monitor employee rosters with email and SMS notifications.

When the rosters are entered into the system, a notification is triggered and sent immediately to each of your corresponding staff members through email and SMS. To keep your workforce informed about the status of their shifts, any roster updates are provided in real-time.

The enormous expense factor associated with manual rostering systems is reduced by automating routine processes. Therefore, quit utilizing manual systems for rostering; that is the greatest approach to optimise your rostering process.

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