Efficient flexwork planning: our clients have their say

A direct line between planner, supervisor and flexworker. It sounds very efficient and it is. What does planning efficiency mean for Beeple? Saving time and reducing errors. With the key: the digitalisation of flexwork planning and communication. Where and how can you save time and reduce errors with Beeple? We let our clients have their say.

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Is your planner close to a burn-out?

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Step 1: From availability to error-free planning

The availability of flexworkers can be requested with one click on the button, without endless phone calls and mails.

Stephan Baudts, Unit Manager Retail at Start People: "The pooling of shifts and candidates who can make themselves available works really well. It's important that you can make the planning follow much more efficiently from those availabilities."

It is not only planners who benefit from this direct line. The flex workers also experience the benefits.

Xavier Ribeaucourt, Senior HR Manager at Synergie Belgium: "We get a lot of positive feedback from flex workers. They are happy that they can manage their own availabilities, accept or refuse job proposals themselves."

Based on the availabilities, you automatically create a schedule. Still a few slots left in the agenda? With one push of the button you can send out an e-mail or text campaign to fill them.

Julie Rongé, HR Advisor at ZEB: "It is extremely easy to make adjustments or to plan extra appointments. For example, changing someone today at 5 pm for tomorrow, is still perfectly possible."

Step 2: Confirming shifts, informing and drawing up contracts

Once planned, employees automatically receive a confirmation with the date, time and location of the shift.

Jo Saenen, Sales Improvement Manager at Agilitas: "In the past, consultants spent a lot of time on communication, calling people and recording voicemails. The digital approach of Beeple saves a lot of time."

Efficiency is also making sure the right people are in the right place.

Julie Rongé: "People who are scheduled for a shift receive an e-mail and text message the day before with the hours that they must be present or perform. This means that there are already two reminders for the shift, sent automatically by the system. That results in fewer no-shows."

And then drawing up the damn contracts... Or not?

Jo Saenen: "In the past, we used to draw up our contracts manually. Now that we have a fully integrated system, a contract is drawn up automatically when a job is confirmed."

Step 3: Recording time and paying out correctly

Okay, everything went well so far: people found, work done. Now all that remains is the tiresome administrative processing. Sigh. Or is it?

Stephan Baudts: "Time registration can be done remotely, for example via Geocard or a QR code. That is an important factor."

Afterwards, you have a clear overview of who worked, when, for how long.

Julie Rongé: "It is actually very simple that the shop manager then just has to confirm or adjust the hours if something has gone wrong somewhere, but that is by exception."

And thank god for payroll integration. After a simple approval, the overview of hours worked is sent to the payroll partner. Before you know it, the payments have been done.

Conclusion?

One of our goals at Beeple is to save 66% of the planners' time. Can we make that happen?

Xavier Ribeaucourt: "I used to spend an average of four hours making a schedule. With a lot of phone calls, contacts, calling people back and leaving voicemails. Now, since we have been working with Beeple, I win 75% of that lost time. In one hour my planning is done."

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