3 reasons why remote working makes the digitalization of staffing necessary
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Estelle
Content manager
Content manager
October 27, 2020
3 min
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In a period as complex as the current health crisis, companies are forced to make massive use of teleworking without reducing the number of projects carried out. Unfortunately, as the informal conversations that characterize working in the office are no longer possible, transmitting information and exercising resource planning become a real headache. This is why, in this period of working from home, it is vital for your business to review its resource allocation process.
In particular, the digitalization of this process will allow you to:save time on the management of staffing, of keep a strong bond with your collaborators, and of carry out as many projects - if not more - than before.
Why is the digitization of your staffing process necessary, especially during a period of teleworking?
Whether we are talking about information about your employees, current projects or future projects, the rule is simple: everyone in your organization must be able to find the information he needs.
⏳ The staffing managers must be able to access the availability and skills of employees quickly to create project teams. Teleworking tends to reduce responsiveness in exchanging and sharing information. However, these exchanges are key when you want to staff a team and win a project. It is therefore necessary to centralize on a tool all the information useful for the allocation of resources.
📅 The managers must have access to the schedule of their employees and must be able to simply indicate to the staffing managers that it is up to date.
💪 The coworkers should have visibility into their current and upcoming workload in the coming weeks and be notified of changes in real time.
⛰ The leaders must quickly obtain consolidated data on their future activity to anticipate staffing and all related topics (recruitment, training, partial activity, etc.). Anticipation is essential in a context of uncertainty.
Even if you have the feeling that all this information is already available in other tools (HRIS, CRM, ERP...), it must be centralized in a Staffing tool dedicated in order to support an optimal resource allocation process.
Acting the choices of Staffing via remote staffing meetings is a complex exercise, in particular because staffing meetings are the subject of intense discussions and the manipulation of a large amount of information in real time. In addition, it is common to observe that the frequency of staffing meetings is accelerating during this difficult period because some projects are postponed, frozen, blocked... To gain efficiency during staffing meetings, it is necessary to prepare them well and to take advantage of a solution that updates all the staffing data during the session:
💫 the centralization of qualified staffing requests issued by managers will be simplified And will do Save time to staffing managers. Indeed, they will no longer need to ask each manager specifically for their needs before meetings because the reminders will be automated;
🙋 managers will be able to directly check availability of their collaborators and make requests specific profiles for their projects;
🥇 staffing requests will be prioritized so that the most urgent requests are processed first during meetings;
✅ when an employee's staffing is validated, his availability will be automatically updated and it will no longer be offered for future arbitrations. All staffing indicators are also updated;
🔔 all stakeholders are notified of changes via notification sets, even those who could not be present at the meeting.
If staffing meetings are already complex in person in a less uncertain context, gathering all the information, sharing it with stakeholders and making remote staffing choices is impossible. A digital tool that allows everyone to access the necessary information and to update it during the meeting saves considerable time and improves the transmission of information.
When the general context is full of uncertainty, it is essential for your business to have excellent visibility across the entire business to better anticipate. Beyond forecasting, a digitized solution will allow:
1. Aux staffing managers to have visibility on the staffing of other managers and to be aware of the availability of employees outside their BU/Department. This decompartmentalization allows staffing managers to be more reactive in creating project teams by looking for missing resources in other departments and to no longer refuse projects for lack of resources.
2. Aux coworkers to be better informed of current and future projects and to no longer discover their assignments at the last moment. The staffing process is perceived as much more transparent and engaging for employees, and allows them to maintain a strong link with the rest of their team, and even toBe an actor in their staffing indicating their aspirations and interests in particular projects.
3. Access And the visibility on the available training courses that can be used by everyone to develop skills in specific and promising areas for your company.
4. To substitute In part to informal discussions around staffing and to maintain the link between the teams.
Digitizing your staffing is centralize important information to anticipate your business and your needs, to be in a position to effectively pool your resources, make your productive staffing meetings and improve the visibility on a critical process at all levels of your business.
Important actions to put in place in the current situation of general teleworking and which will allow you to optimize the allocation of your employees to projects, taking into account their availability, skills and aspirations. It is also the first step towards setting up a cross-staffing system that may prove to be more than relevant in the current situation.
To find out how Napta helps you digitize your staffing process, ask to talk to an expert.
Do you want to go deeper into the subject? We have lots of resources at your disposal to help you go further.
In addition to this subject, find our article”Transform the intercontract into an opportunity thanks to your staffing tool”.
Also discover our guides, templates and checklists in the Resources tab.
See you soon at Napta!
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