Qweek provides a versatile and modular solution for managing and optimizing the workforce supply of any business in a way that would enable the business to achieve not only fast and convenient, automatically generated but highly increased operational and financial efficiency that can only be gained by optimally matching workforce supply to the exact demand of the business at any given moment
Overstaffing - A situation where more people are working at the same time then actually needed by the business (i.e. 3 waiters are needed to serve all the customers of a restaurant but 5 are working). This is an adverse situation that leads to hidden waste. First of all, the business loses money, because of the extensive and unneeded payroll expenses. Why pay 5 people when 3 can do the job? Another adverse effect is employee frustration. Most people would get frustrated and bored if there's not enough work and this leads to operational inefficiency.
Understaffing - A situation opposite to overstaffing, when fewer people are staffed than are needed to meet the demands of the business (e.g. a restaurant requires 5 people to serve all the customers in a satisfactory manner, but only 4 are working). This situation leads to more adverse effects. First of all, there's potential loss of revenue as people are not being served and the business tasks are not being performed. Second of all, this leads to poor service quality and that also damages the reputation of the business.
Qweek provides a versatile and modular solution for managing and optimizing the workforce supply of any business in a way that would enable the business to achieve not only fast and convenient, automatically generated rosters but highly increased operational and financial efficiency that can only be gained by optimally matching workforce supply to the exact demand of the business at any given moment.
Many people who are new to the workforce optimization market are not entirely sure regarding what exactly is the difference between scheduling and shift planning. Well, answering this question is similar to answering the question "what is the difference between Qweek and most of the other solutions on the market?".
The difference between scheduling and shift planning is vast. Not only in terms of the complexity of the problem and solution but in terms of the value that the business gains from implementing the solution.
In order to answer this question we must first think of how a typical business operates in terms of staffing, whether with or without a software solution. In our view, the first question that a business needs to ask itself before approaching planning, scheduling and staffing is "How many employees do we need at any given time for any given task?" or more simply phrased – "what is our workforce demand ?". By planning and staffing without knowing the exact workforce demand at any given time, businesses often put themselves at the risk of increased overstaffing or understaffing (see frame). It must be emphasized that some level of overstaffing and understaffing is unavoidable and would usually exist in any business. The challenge of the manager is to reduce overstaffing and understaffing to its necessary minimum. In many businesses, an approximation of the workforce demand can be achieved by applying a relatively simple linear function (i.e. a restaurant manager might estimate that he needs 1 waiter for every 7 diners, and he might even know what is the average number of diners in the restaurant at every hour of the day, based on historical data. This would enable him to calculate how many waiters he needs to employ at any given hour.)
The second problem that a business encounters after it knows its workforce demand is the problem of planning the shifts. The great challenge in planning the shifts is doing it in a way that would minimize overstaffing and understaffing (see frame), or in other words – In order to be efficient, a business must match its workforce supply as closely as possible to its workforce demand. The efficient solution of the planning problem is one of the most critical factors that contribute to the operational success of a business. Unfortunately, this problem is often overlooked, usually due to the lack of the means to solve it. Planning the shifts means deciding exactly at what time each and every shift should start and end, how many people should work that shift and which tasks they should perform. Planning the shifts correctly, dynamically and efficiently is much more important than deciding who will work when (scheduling). One must also understand that solving the planning problem, whether manually or algorithmically using a software solution, such as Qweek, is much harder than doing the scheduling itself. This is exactly where Qweek kicks in. Without using Qweek, many managers try to plan the shifts in a very simplified way ( A manager would typically divide the working day into 3 shifts and decide how many people would man each shift). These simplified solutions inevitably leave big margins of overstaffing and understaffing.
The solution that a powerful solution such as Qweek offers is often much more detailed than the simplified solution described above. Qweek looks at the demand graph and finds the optimal shift plan that ensures a supply graph that matches demand as closely as possible (e.g.Qweek's solution might be that the first employee should arrive at 8:00 am and leave at 2 pm, the second employee should arrive at 8:30 and leave at 14:15, the 3rd employee should arrive at 10:00 and start working the kitchen, then replace the second employee from 14:15 until 15:00 and so on). Of course all constraints, demands, regulations and preferences will be met. Only after creating a shift plan, a business should think about the problem of scheduling. This is the problem of assigning employees to shifts while maintaining the needs of the business, the maximum and minimum working hours, the rest time, the dependencies between employees, the preferences of the employees and any other rule, constraint or demand one can think of.
Qweek can analyze the continuous demand of workforce in a business and create an optimal and dynamic shift plan in high resolution. This is virtually impossible to achieve manually without using Qweek's sophisticated proprietary optimization algorithms. Qweeks optimal and automatic shift plans are a huge money saver for almost any business that relies on employees.
While automatic scheduling is a really nice to have feature in a business and it can save a lot of the managers' time, its benefits to the business in terms of efficiency and ROI are nowhere near the benefits of an optimal planning solution. While an automatic scheduling solution frees some of the manager's time and improves the way that employees are being scheduled to their shifts, it does not reduce the overall payroll expenses. The big advantage of Qweek is that its sophisticated planning solution not only provides optimal schedules but also optimizes the duration and parameters of the shifts in a way that reduces the overall working man-hours in a way that optimizes the matching of workforce supply and demand and saves on payroll.
Qweek currently provide the most versatile and comprehensive scheduling solution available on the market. Our SaaS solution that is available and affordable for SMB's as well as for larger corporations is in fact an enterprise grade solution that can accommodate any specific circumstances of any business, no matter how special and uncommon they may seem. Qweek enables the managers and the employees to customize, define and solve practically anything in a simple, user friendly interface. But versatility is not Qweek's only virtue. Qweeks main strengths lie in the core of its optimization algorithms, which were designed by world class optimization specialists. Qweeks will always provide the optimal solution that takes into account all demand, constraints and preferences and will keep the work environment as fair as you want it to be.
By using Qweek you will be saving your business money on two different levels. When using Qweek's workforce planning module, you will save up to 10% of your overall payroll expenses. This is due to the optimal adjustment of the workforce to what is actually needed in the business. Hidden overstaffing will be minimized as well as customer complaints and staff frustration due to understaffing.
When it comes to workforce, inefficiency comes in two forms – you may either have too many people working at the same time (Overstaffing) or you may not have enough (Understaffing). In each of these cases your business would be making less money than it should. Qweek's unique optimization algorithms have proven to save our clients up to 20% of the overstaffing and understaffing in their business, resulting in cutting up to 10% of the payroll expenses. That's efficiency that translates straight to the bottom line.
Generating rosters can be a very frustrating task that consumes a lot of management time. You have to know when each employee can be scheduled, you have to gather preferences, you need to know the skills of each one of your employees and make sure that they can perform the tasks that they are required to, you need to make sure that everyone gets enough rest time between shifts and that no one is working the graveyard shift twice in a week that his friends don't do it even once. And that's just the least of it. Well, with Qweek, you will never have to worry about these details ever again. Qweek automatically generates the optimal rosters while considering everything there is to consider and finding the optimal solution to every preference, conflict, dependency or restriction.
Did you ever get employees being frustrated because there was too much work to do and not enough people scheduled to work? Or did you ever find your staff being bored because there was not enough work and they ended up reading the newspaper during their shift? Well with Qweek, these symptoms will cease to exist in your business. Qweek makes sure that the number of employees that are scheduled to work a certain shift, matches the expected workload during that shift. In fact, it does even more than that, it can assign employees to the different tasks that exist during a shift in an optimal way that would make sure that all tasks are taken care of and all employees always know what to do and when to do it
With Qweek you will not only have optimal shift plans and rosters, you will have more control over your business. With Qweek you will be able to optimize and manage tasks and roles of employees during a shift in a manner that will match the specific needs of your business. With Qweek you will be able to control and measure what your employees do while they work and when. With Qweek you will be able to generate reports that will show you all the information that you need about what's happening with your workforce.
Does your workforce have to comply with various standards, rules, regulations and certifications ? Well, with Qweek the risk of non-compliance disappears. You just need to tell Qweek which rules and regulations should be applied to the workforce and Qweek will automatically consider everything,while generating the optimal automatic rosters that fully comply with everything you can imagine.
Qweek is a cloud based solution. Therefore it requires no investments in hardware, infrastructure, licenses, servers and other expensive technological components. Being cloud based, Qweek offers increased security, fluent updates, flexibility, scalability, mobility and increased ease of implementation.
Unlike many of the competitors, Qweek's solutions are fully automated. Qweek implements cutting-edge algorithms that can automatically provide the optimal shifts plan and schedule and to produce rosters that accommodate all needs, preferences and constraints without any human intervention.
Qweek offers three models, each with its own business value. With Qweek you can use as much as you need. If you want, Qweek can do everything for you. If you already know you workforce demand, Qweek can just plan and schedule for you. If you already have a shifts plan, Qweek can only do the scheduling.
Qweek offers mobile apps for iOS/Android so that your employees can submit their preferences, ask for changes, and get their rosters directly from their mobile phones.
With Qweek, you will never have employees missing a shift because they didn't know about it. Qweek features a comprehensive internal messaging and notifications system. Messaging, submitting preferences, asking for days off, absence approvals, communicating rosters, notifying about upcoming shifts – can all be done through the messaging system, external emails and text messaging to mobile phones.
Qweek is the most flexible workforce planning and scheduling system on the market today. Qweek is flexible enough to fit the specific needs of almost every business, no matter how complicated it might seem. With Qweek you can conveniently define any type of properties, constraints, clauses, dependencies etc…
Qweek features a state of the art User Interface that turns the most complicated procedures and definitions into simple tasks and actions. Qweek features common concepts like drag-and-drop to make the process of managing and optimizing workforce as simple as scheduling a meeting with Gmail or Outlook.
Qweek's three modules – Forecasting, Planning and Scheduling provide a complete and comprehensive solution to optimizing and managing workforce. By utilizing the advantages of Qweek you don't have to lift a finger. Qweek's solution can automatically forecast your businesses' demand for workforce at any given moment, create the optimal shifts plan and automatically schedule the employees to shifts.
Qweek has an extremely comprehensive, convenient and user-friendly reporting system. You can issue virtually any type of report. With Qweek's reporting system you can always know who worked when and did what, and even how much it cost. The output of Qweek's reports can also easily be used for payroll.
Qweek has a complete built-in mechanism for managing attendance and absence. With Qweek attendance management you can always know not only who was scheduled to work but also who actually worked every shift. With Qweek absence management your employees can easily ask for time off in accordance with a pre-defined absence policy and get manual or automatic approval for their requests.