The National Museum of World Cultures is a vibrant organization with three locations (Museum Volkenkunde, Tropenmuseum, and Africa Museum), and a staff of 140 people, spread across multiple departments. The museum offers a rich cultural experience that takes visitors on a journey around the world. Managing such a complex organization requires excellent planning and coordination.
Schedules were made in Excel and shared via email or WhatsApp. Keeping track of time registration was also a challenge; it was done manually in Excel and then collected from six departments at each location - there were three locations in total.
Additionally, arranging for allowances was often problematic. There were many different allowances, and there were no clear guidelines as to when certain hours qualified for a certain allowance.
Swapping shifts was done through the team leader, who manually adjusted the schedule and shared the new version with everyone. Employee availability was requested via email a month in advance. With 140 employees, this was a monthly puzzle to figure out who had not yet responded.
Team leaders were used to working as it was, so they initially did not see the added value of Shiftbase. However, four departments started testing Shiftbase. When the museum switched to AFAS for payroll administration, it turned out that this solution did not have a good time registration module, especially not for allowances. Because of the success in the four departments, Shiftbase was ultimately implemented company-wide.
Efficiency: A significant time saving for scheduling (20% compared to the old situation) for the 14 coordinators. The five team leaders now also save 2 hours per month on time checking and approval.
Interdepartmental coordination: Different departments can now view each other's schedules, significantly improving communication and coordination.
Flexibility: Reservations can now take on more parties because they have insight into employee availability.
Management: Insight into contractual obligations helps to keep track of plus and minus hours and facilitates comparison of planned hours with contractual hours.
Reporting: Department heads can now easily draw up a report of the planned hours to compare it with their budget.
Task registration: Tasks such as checking fire alarms are now registered. Collaboration: Team leaders can now easily take over each other's department during vacations.
They give each other the right to temporarily view and approve hours. The implementation of Shiftbase at the National Museum of World Cultures is a success story that shows how the right tools can make a big difference in managing complex organizations.