AI in Employee Scheduling: The Future of Work for HR

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As artificial intelligence becomes an increasingly crucial tool in the modern workplace, more and more companies are racing to see how they can benefit. There are no shortage of tools being implemented at the moment and for good reason. We have reached a point where all of the most forward-thinking businesses are already taking the necessary steps.

This means that the less proactive companies are going to find themselves left in the dust. Those who utilize artificial intelligence are able to streamline any number of operations and become more efficient. This is especially true when it comes to employee scheduling. No matter how well-run a business may be, there are always going to be concerns in this regard.

Thanks to artificial intelligence, these age-old problems are finally solved. For HR managers and small businesses, AI is a godsend. There are a wide range of advantages that can be enjoyed from a scheduling standpoint. Let's take a closer look at how AI can play a key role in scheduling, allowing businesses to avoid any number of common pitfalls.

The Role of AI in Employee Scheduling

AI will allow a small business to further optimize their scheduling by analyzing the workloads of individual employees. Artificial intelligence is also able to analyze meeting patterns and other various factors that affect scheduling. This allows a company to utilize its time and resources more efficiently. Scheduling conflicts that happened on a more frequent basis can finally become a thing of the past.

Instead of asking a human employee to go through everyone's schedule with a fine tooth comb, AI handles things at a more rapid pace. The accuracy is also a sight to behold. HR employees who are constantly under siege with requests for time off or other various scheduling concerns have the chance to focus on other day-to-day tasks that are just as pressing.

In addition to these helpful aspects, AI also has the ability to analyze any noticeable patterns in the company's scheduling history. From there, the business is able to optimize its future schedules in a number of different ways. Are there certain employees who work particularly well together? Their schedules will now align more often.

Perhaps there are employees that are most familiar with certain client sites as well. This technology makes it easier to match them with the sites that they are best suited for. The same goes for employees who are able to work certain shifts. AI will retain all of this information so that the company does not have to. An HR department cannot be reasonably expected to handle all of this on its own.

The Benefits of Using AI in Employee Scheduling

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Avoid human errors

There are a plethora of benefits associated with using AI in employee scheduling. For starters, the amount of scheduling errors that can take place at even the most forward-thinking companies can be troubling. By taking the time to remove human error from the equation, it becomes easier to avoid scheduling conflicts.

Time saving

The time that is saved allows a company to take advantage of more opportunities. There are costs associated with the loss of time, costs that are not monetary. If a small business is wasting all sorts of time and effort on handling scheduling concerns, this is time that is not being used to advance the company in any sort of meaningful way.

Improved employee engagement and retention

The myriad benefits to the company are great but the benefits to the employee merit wider discussion. In a world where employee turnover is on the rise, employee retention has only become more important. Businesses that do not take proactive steps to ensure employee satisfaction are going to be left to spend big on the hiring and training process.

Improve business outcomes

The best scheduling allows the business to thrive while taking time to consider the needs of the employee. When employees feel as if their thoughts and concerns are being heard when it comes to scheduling, they are more likely to remain with the company long-term. In a best-case scenario, employees are given the tools that they need to embrace their roles, without having to worry about scheduling concerns.

Case Studies + Real-World Examples

According to a survey that was conducted last year, over 90 percent of companies said that they were receiving noticeable returns on their AI investments. While big names companies are still in the process of integrating artificial intelligence into their employee scheduling, it will not be long before we begin to hear about top-flight businesses taking these types of steps. For now, a number of big-name companies have been utilizing AI in the hiring process.

If AI is providing enough results during the hiring process that companies as well known as McDonald's and General Motors are utilizing it, it is only a matter of time before smaller businesses enjoy the benefits associated with employee scheduling. The McDonald's system is known as McHire and it is led by a virtual assistant named Olivia. The time-saving capabilities of AI in the workplace are already on full display at the Golden Arches.

A company as sizable as McDonald's is shaving the amount of time from the screening process to the actual interview from three days to three minutes. Imagine being able to implement this kind of time-saving capability when it comes to employee scheduling. Because of AI handling these stages of the interviewing process, restaurant managers were given an additional 4 to 5 hours a week to handle other duties.

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When household names like these are reaping these sorts of benefits, it is easy to see how AI tools for other forms of scheduling can benefit the average business. In addition to McDonald's, General Motors has enlisted an AI assistant named Ev-E, who handles screening and scheduling for their overflow of current applicants. Their recruiters were experiencing massive time theft.

Thanks to Ev-E, they are now free to handle far more important work. These benefits can be extended to any HR employees who are currently going through the same problems. By removing time burglary from the equation, HR representatives are freed up to take care of the tasks that matter to them and employee morale is boosted in the process. It's a true win/win.

Potential Challenges + Considerations for hr professionals

While every business would like to take the obvious next step in these instances, there are a few potential challenges and considerations that must be considered. One of the toughest considerations is the financial aspect. Even the most well-intentioned companies are not always going to have the necessary cash on hand to handle these expenses.

In order to successfully implement AI for employee scheduling, a business will need to budget accordingly. There needs to be a realization from the top down: this is the best investment for the company's future. There is no reason for any arm of the company to fight it. Even if momentary sacrifices are required, these investments are the way to go.

Fortunately, there are some helpful hacks for budgeting for a project of this nature. A small business will need to determine its use case first. Is the company looking to use AI for scheduling or do they need a chatbot? There are major differences between each expense. A company cannot budget for these implementations in a general sense.

Since software costs are a major piece of the equation, the licensing and delivery method must be researched first. This keeps the company from experiencing unwanted price overages. The company must also choose an implementation service that aligns with their exact needs. In most instances, a small business can keep costs down by working with niche vendors.

Training needs and employee policy concerns also need to be considered. The top companies factor these potential issues into the implementation costs so that they are sidestepped completely. Implementation and software costs are crucial, of course, but if employee privacy considerations and training needs aren't handled in a proactive manner?

This will simply lead to greater costs over the long haul. Implementation budgets from forward-thinking companies tend to include a sizable amount of their budget for training and compliance with other applications. Don't make the mistake of overlooking any of these costs and focusing solely on software-related concerns.

In Summation

Thanks to the advent of AI, tasks like employee scheduling have been easier. A company is able to benefit from the implementation of this software in a number of ways. The HR representatives who are left to waste all sorts of time and energy on scheduling concerns are able to focus on different aspects of their job.

The time burglary that was taking place before is finally stopped. A small business is always going to benefit more from taking a proactive approach, especially when helpful new technology can be implemented. Employees also benefit from the use of AI technology for their scheduling needs. Errors are reduced, their schedule is tailored more to their specific needs and both sides of the coin benefit immensely.

Happier employees are far more likely to remain employed by the same company for longer stretches of time. The large amount of turnover that so many other companies are experiencing is avoided when potential scheduling concerns are met head-on. HR managers and small business owners would do well to consider these issues when they are in the midst of their scheduling process.

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Shiftbase: Harness the Power of AI in HR

In a world where AI is shaping the future, staying ahead means embracing change. Shiftbase integrates artificial intelligence into its comprehensive workforce management solution, enhancing the efficiency and effectiveness of your HR processes, particularly in employee scheduling.

Our platform leverages AI's potential to analyze workloads, meeting patterns, and historical data, creating optimal, conflict-free schedules, and freeing your HR team to focus on other pressing tasks. With Shiftbase, you're not just adapting to the future - you're shaping it.

Ready to transform your HR processes? Try Shiftbase for free for 14 days and experience the benefits of AI in HR firsthand.

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