Want to save time on Job scheduling?
Learn the pros and cons of three common scheduling methods.
- Maree Smith
- January 27, 2022
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Job scheduling—whether you like it or not—is one of the most important business functions. It should be a simple process for everyone involved; however, supervisors often waste hours and hours of time on it. That’s because the coordination of people and jobs is just the tip of the iceberg. Customer order changes, priority shifts, machine breakdowns, and rework are other important factors to consider when it comes to scheduling jobs in the manufacturing world. So, how can you stop wasting time telling people what to work on and make time for the work that matters? Let’s break down three common scheduling methods.
When thinking about a scheduling method, consider your organization’s needs. Some factors to consider are the size of your business, the number of employees, the complexity of your scheduling needs, the training required, and your budget.
Spreadsheets
Pros
- Low cost
- Minimal training
- Transportable work order
Cons
- Manual process
- Time consuming
- Error prone
- Slow response times
- Easy to misplace or lose
- Requires constant updating and administration
Pros
Spreadsheets may be the best option if your organization is small with rather simple scheduling needs, as they can provide a basic way to schedule employees’ Jobs and Tasks. Microsoft Excel has downloadable free or paid templates to help streamline your scheduling process. Additionally, Microsoft Excel even has forecasting templates with the capability to list the planned finished date and time plus the expected time to complete each Job and Task. You can also import employee and Job data into Excel instead of doing it manually.
Cons
While spreadsheets may be the right option for some organizations, they have quite a few shortcomings. Scheduling Jobs through Excel is a static process without the ability to adjust in real time. What if there is a change in Job priorities, supply chain shortages, or a part doesn’t arrive? These factors greatly affect what the team works on, and supervisors must constantly be editing schedules and sending team members updated versions.
Paper Work Orders
Pros
- Low cost
- Minimal training
- Easily transportable
- Don’t need internet access
Cons
- Easily lost or damaged
- Prone to human error
- Manual process
- Time consuming
Pros
Paper work orders are commonly used in the maintenance, construction, and manufacturing industries. Supervisors distribute paper work orders and team members rely on their verbal or written instructions to tell them when to work on jobs. This process can be beneficial for organizations with employees working off-site since they are easily transportable. Employees can attach them to a clipboard, tuck them in a folder, or even fold them in their pocket. In addition, paper work orders are great for employees who work off-site in rough environments with limited connection to the internet.
Cons
Paper work orders also have limitations that must be taken into account. To begin, they can be easily lost, damaged, or misfiled. If this happens, employees waste even more time trying to locate them if there are no back-up copies. Next, information can be difficult to interpret. Whether it’s misspellings, poor penmanship, or mislabeling, this greatly affects the accuracy of the Job being performed. Last, paper work orders are often a slow manual process, resulting in hours and hours of wasted time.
Job Scheduling Software
Pros
- Easy to use and update
- Accessible on any device with a browser
- Automatic work order generation and history log
- Access to real-time information
- Capability to adjust Job priorities and assignments
Cons
- Higher initial cost
- Training required
Cons
Organizations that have more complex scheduling needs often find that Job scheduling software or a mobile app is the solution for them. While a software solution may have a higher initial cost and requires more initial training compared to the two former options, the return on investment makes it easily justifiable.
Pros
Many job scheduling software solutions—such as riteTIME—allow you to easily schedule employees through drag and drop functionality. With just a click of a mouse, you can schedule—and prioritize—Jobs or Tasks by days, users, or departments. This allows for easy schedule set up, saving you loads of time.
There is no doubt that supervisors must be flexible when production changes arise. Job scheduling software allows you to assign or reassign team members in real time. In turn, you won’t have to waste time editing and resending spreadsheets or paper work orders in order to communicate to your team what to work on and when.
Many scheduling software solutions run on any mobile device with an internet browser. Therefore, team members can see the jobs they’re scheduled for on their mobile devices if there is access to the internet.
When it comes to choosing the best Job scheduling solution for you, think about your distinct business needs. Do your research and keep your organization’s goals in mind. If transitioning to an automated solution and going paperless seems daunting, consider taking baby steps to reach your end goal. One option is to continue to use paper work orders to communicate necessary Job information but use software to schedule and track time on Jobs and tasks.
Ready to stop wasting time? Consider Job scheduling and time tracking software.
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