Were using: Manual timesheets, manual rosters, communication breakdowns with messages not "getting through", unable to accurately measure and monitor clocking.
Number of employees
100 - 1 full-time, 15 casual, rest permanent part-time
We spoke to:
Athena Ermides, General Manager
3-4 hours a week or more saved on administration through automation of manual people-processes.
Handling roster amends with ease (not looking across 2 weeks of rosters manually making changes).
Simple, effective communication via email and SMS to all staff, solving all missed and mixed message problems.
No longer using up "trees worth" of paper timesheets, and manually signing on and off (with checks) each employee, each shift.
Authorising leave is simple as there is total visibility of every day and week in terms of staffing at a glance (plus staff can see if leave is possible before asking).
Clear monitoring of staff hours, and accuracy with finger vein scanning.
No mixed messages
"We've got about 100 sta caring for around 60 residents," Athena explains. "I'm the only one who's full-time. Everyone else is part-time, permanent aside from 15 or so casuals. It's a really flat structure – me and everyone else - so there's a lot for me to manage, and a lot of chances for messages to get missed."
"We're pretty unusual because we've got such a stable workforce, so rosters tend not to change that much."
But before TimeTarget, if someone did want to change shifts or the unexpected happened, managing it was a real pain. Each roster was worked out 2 weeks in advance, so you could end up having to go through two weeks" worth of manual rosters to make a single change. It took forever, and then you had all the communication issues.
"When shifts changed, it wouldn"t be uncommon for breakdowns in communication to happen, and then you"d get that "I rang you"; "I didn"t get the message" type problem."
"Now changes go straight on the system and the system messages all those who need to know on email or text. It's such an easy form of communication, but you know the messages are getting through."
Finger on the pulse
"Timesheets used to be manual too," explains Athena. "Staff would physically sign on at the start of a shift and off at the end, and I'd have to sign each sheet off. So we were using up trees" worth of manual sheets on a system that wasn"t very effective. Unless I was physically there at the start and end of a shift, I couldn"t see what times people were actually clocking on and off, and what was happening around that."
"Finger vein scanning has changed all that. Now there's no question over the accuracy of the clocking and that helps me manage the team more e ectively. If someone's habitually starting late I can deal with it. And if people are habitually staying late and working on, I can see that too. It stops arguments!"
Big Picture Leave
TimeTarget has changed leave approval for the better too. "Authorising annual leave is a lot easier, because I have total visibility of the leave situation on any day or week without having to compare loads of different sheets."
"Not only does that make decision making easier for me, it helps the staff understand what's happening too. They can see the leave situation, so they know before they ask whether their leave's likely to be approved."
"Administratively, it's saved us 3 or 4 hrs a week – probably more. That's really valuable time for us," says Berlasco Court's General Manager, Athena Ermides. But saving time isn"t the thing she loves most about TimeTarget."
"It's the messaging," she confides. "I know that's not the biggest feature of TimeTarget, but it matters so much to us."
"We needed TimeTarget to talk to our payroll system, and we needed to set up the rostering so it would reflect the way we work. We asked for a couple of add-ins and now for us the system is terrific. The whole day's training was tailored to what I needed, and I was able to run with it and cascade the training to our other managers really easily."
"I'm not great with software and IT. I think I've got it and then you come back to it later and realise you've got a dozen questions. So having a second training session was really valuable for me because I was able to get all our queries sorted. And actually, now I rarely ever use the Support team."
"It's about more than learning how to use the system. It's about making it work for your business – and once you do that it really takes off, and you see huge benefits, and extra time back."
"It sells itself. Once you see it and what it can do, you ask yourself, "why didn"t I do that years ago?"!"