When I Blog + News

Ensure a Lasting Relationship with the Internet

Posted on February 13, 2012 by apidde

Last night’s Grammy Awards make one thing clear: Love is a choice subject for many musicians. It’s an emotion that everyone can relate to on some level, and while it is usually thought to be a shared feeling between people, there’s a new kind of love gaining momentum. Not many will admit to it, but 78% of United States citizens are in the midst of an affair. What love has moved into people’s hearts, right beside (or perhaps over) human connection? The Internet of course, along with all the glorious tools that come with it: blogs, social networking, movies, and apps and apps galore!

MyHarto wrote a song specifically about this love.  While it is supposed to be funny and a little absurd, many people might watch her music video and feel her words resonate a spark within them. Don’t be embarrassed; loving the Internet is not a bad thing. In fact, the current growth in apps is helping the Internet make life easier when it comes to various life obstacles from losing weight, to keeping track of finances to scheduling, and more.

People love and Internet love aren’t mutually exclusive, or at least shouldn’t be. If you had to choose between a significant other and the Internet, which would be harder to live without? This Valentine’s Day, we encourage you to prioritize the tools that give you more time to enjoy real life. There’s room for all kinds of love in life, just don’t allow your technology love to turn into an unhealthy relationship, because let’s face it, “Internet I don’t want to lose you.”

Internet Love Song

Police Schedulers, Listen Up! More Alertness, Less Overtime

Posted on January 30, 2012 by kparker

According to two recent studies, there’s a sleep disorder epidemic among police officers, but a simple shift length switch may be a simple fix to keep officers alert on the job. The studies investigated sleep disorders among law enforcement officers, and the impact of various shift lengths on  officer alertness.

One of the studies, which tracked around 5,000 police officers over two years, found that 40-percent screened positive for sleep disorders. Since less than half that amount, only 15-20 percent, of the general population suffers from these disorders, it appears that the stressful, variant schedule common in law enforcement may be taking a toll on police officers.

The second study looked into how different shift lengths may impact alertness for officers at work. Not surprisingly, officers  who worked 8-hour shifts were less sleepy and more alert than those working the longer 12-hour shifts. However, this shorter 8-hour shift didn’t hold all the benefits in the study. The 10-hour shift workers reported a higher quality of work life than those on the shorter shift. What’s more, management may benefit from assigning 10-hour shifts as well; the study found that officers who worked 10-hour shifts reported the least amount of overtime of the three different shift lengths.

If you manage law enforcement schedules, tell us in the comments what you do to keep your staff alert. Have you seen an impact of various shift lengths on your officers?

To see how When I Work helps simplify police officer scheduling, click here.

Study: Discouraging Trends in Retail Employee Scheduling

Posted on January 24, 2012 by kparker

The retail world has been abuzz this week with a report from Retail Action Project that speaks to the pains of being a shift worker in the industry. The report, “Discounted Jobs: How Retailers Sell Workers Short” looked at 436 frontline, non-managerial retail workers in New York City, the retail capital of the United States. The industry-wide issues reflected in the study go far beyond just low wages and non-existent benefits (but, in case you’re interested, more than half earn less than $10/hour, and over 70% don’t receive health insurance), but arguably the most shocking finding is the growth of “just in time” scheduling, aka “structured instability.”

If you’re thinking that even the name sounds chaotic, that’s because it is. This “structured instability” speaks to the new trend of managers scheduling fewer employees, yet asking their staff to stay on call in case of last-minute needs. As the Business Insider explains, “This practice maximizes staffing flexibility at the cost of worker stability and also keeps some workers from claiming full-time benefits.”

Fewer hours not only lead to fewer benefits, but also an unpredictable paycheck. Constantly being on call instead of scheduled ahead-of-time annihilates the opportunity to budget and plan for the future. In fact, only 17% of study participants have a regular schedule, which leads one to question how the other 83% manage their schedules.

The answer? They don’t manage their schedules, but instead are forced into a wait-and-see pattern. In case changes show up mere hours before the next shift, retail workers are expected to check their schedules 24/7. This would be difficult enough if all schedules were accessible online, but many businesses have yet to merge the digital world with  their employee scheduling processes. Not only is this frustrating for employees, but it’s also not practical with the multiple responsibilities most shift workers balance in their day-to-day lives.

Most of us here at When I Work have been retail employees, and have felt the pain of these very issues. Even 10 years ago these concerns were on the tips of our tongues. For these reasons, we created When I Work to make it easy for managers to be respectful of their employees’ time, while still being prepared for whatever comes their way on any given day.

Management Tip: Drop the Facade, Gain Respect

Posted on January 13, 2012 by kparker

“The boss” is a favorite token role of modern day comedy. Just think of iconic managers such as Michael Scott, Bill Lumbergh, and Jack Donaghy, whose clueless, arrogant, and condescending lines are quoted by viewers, while their characters are mocked by employees on the screen. Although egos, facades, and superiority complexes may win for comedy, putting up a front in the real world is far less funny. A recent “Management Tip of the Day” from Thompson Reuters discusses the importance of authenticity in the office. The article states, “When you try to be someone else, it erodes trust and effectiveness and causes people to question your true identity.”

Perhaps you’re not as large of an offender as Michael Scott, but as a manager, you’re still tempted to come off as perfect, experienced, and prepared for anything. However, letting your employees see the real you – imperfections and all – encourages the building of trust and respect.  Everyone manages differently, but no matter your management style, there are probably ways for you to show your true colors and be authentic with your employees. What do you do to encourage trust and respect in your workplace?

Study Connects Flexible Employee Scheduling with Reduced Work-Family Conflicts

Posted on December 29, 2011 by kparker

When managers begin the process of overhauling their schedule systems, they generally focus on streamlining the process through organization, and using tools that build accountability among staff. However, one aspect of a well-functioning schedule that is often overlooked is flexibility. Giving employees some leeway with their schedules can lower work-family conflicts and reduce turnover, according to a new study from the University of Minnesota. To examine the relationship between flexible work schedules and work-family life, researchers surveyed over 600 employees of Minneapolis/St. Paul-based Best Buy, and collected data from company records before and after the implementation of results-only work environment, or ROWE. With ROWE, Best Buy employees may adjust where and when they work without notifying a manager or seeking their approval.

Although this type of flexibility is far from today’s norm, the study’s results suggest that increased schedule flexibility may help build greater job satisfaction. In fact, Best Buy employees across varying positions noted an increase in work-family fit, and a reduction in conflict, with greater schedule control. Employees aren’t the only ones who benefit from flexibility, as the study also found a 45-percent reduction in turnover with ROWE system.

If you manage a schedule, perhaps you’re not ready to switch to ROWE, but what do you do (or what could you do) to keep your employees satisfied with their schedules? It is an important question that tends to get lost in the maze of meetings, events, and more, but  could bring significant improvement in your employee retention, attitude, and performance.

Restaurants Schedule Staff On-The-Go with Mobile Apps and Text Messaging

Posted on November 16, 2011 by kparker

When I Work recently rolled out an exciting update to their mobile app which allows managers to adjust their schedules wherever and whenever. Since sitting at a computer is a rare convenience for food service managers, necessary schedule changes tend to be pushed aside or forgotten. The new mobile app challenges this pattern, because in an industry that is constantly moving and adapting, scheduling can’t happen exclusively while sitting down.

When I Work already helps managers take advantage of mobility and keep tabs on their schedules via text message alerts and mobile apps that allow schedule viewing, but this month we’ve taken accessibility a step further by giving managers the ability to add shifts on the fly. The updated free iPhone and Android apps give managers the option to add, publish and unpublish shifts anytime and anywhere.

Picture this: You get a call from a large local business asking if you can fit in a reservation for a dinner party for 50 of their employees that night. You check your reservations, decide you can make it work, and run out to purchase additional supplies. With the new mobile app, you can publish open shifts for the evening as you are running errands. Your staff gets an email and text message alerting them to the open shift and reply promptly with a “TAKE”. Both tasks are important to the success of your restaurant’s dinner shift, and both can be taken care of easily at the same time.

Discussions about the “Mobile Workforce” tend to highlight the mobile migration in the salaried world, largely because the greatest tool in these positions (email) has been a staple of mobile progress. While 78% of workers use their Smartphones to access their email, Smartphone use for schedule management is just beginning to gain momentum. Since shift workers are inherently and literally mobile with their lives, there’s an opportunity for mobility to have the same effect, if not an even greater one, outside of office jobs.

Become part of the mobile workforce by signing up for a free 30 day trial of When I Work. If you’re already using When I Work, make sure to upgrade your iPhone or Android App to manage schedules on the go.

Twitter Helps Employers Manage Staff Scheduling One Tweet at a Time

Posted on November 7, 2011 by chadworks

ST. PAUL, MN – November 7, 2011 –The social and mobile employee scheduling app, When I Work, launched Twitter integration this month that allows employees to keep tabs on their schedules every time they access the popular social site. The new Twitter integration extends When I Work’s already groundbreaking notification platform. Previously employees could receive shift alerts via text and email, but now they can also receive shift reminders and schedule alerts via tweets from the @wheniworkapp Twitter account.

Why combine Twitter with scheduling? Twitter is the language of the social universe, with over 80% of users between the ages of 18 and 49 (key ages of shift workers), and with 450,000 new accounts created every day, Twitter is only growing in influence. People access Twitter both at home and on-the-go, so it’s an easy and efficient way to keep up with  news, and communicate with friends and coworkers.

Chad Halvorson, CEO and co-founder of thisCLICKS says, “People who tweet tend to be on Twitter several times a day, even if it’s just for a few minutes. Many in the Twitter-verse monitor their feeds via desktops, laptops, tablets, smartphones and text message. A friendly tweet reminding them of an upcoming shift has a better chance of finding their eyeballs than a text message or email. ”

Praetorians Inc. employee and avid Twitter user @Braie appreciates the extra reminder, she says, “I like getting tweet reminders about my schedule. Even if I’m away from my phone, I use Tweetdeck on my PC so the reminders are always there.”

The Twitter integration hasn’t only received rave reviews from employees. With the additional alerts and reminders provided by Twitter, managers can enjoy extra piece of mind knowing that staff will be prepared for their upcoming shifts. “Employees are automatically more aware of their schedules, and less likely to miss shifts. It gives managers an extra vote of confidence in their staff,” Halvorson explains.

Employees using When I Work can enable Twitter reminders via “Profile & Settings —> Social” in their account. Learn more about When I Work by visiting http://wheniwork.com

New Facebook App Makes Employee Scheduling Simple, Social, and Shareable

Posted on November 2, 2011 by chadworks

ST. PAUL, MN – November 2, 2011 – With work schedules that vary day-to-day, night-to-night, it’s no wonder that 29% of shift workers are dissatisfied with their work-life balance, and 31% complain of “role overload.” Not only does the shift-work lifestyle make it difficult to schedule social activities to offset work stress, but it also makes it hard to keep track of work schedules, family and other responsibilities.

The forward-thinking employee scheduling software, When I Work, has now made shift management effortless, shareable, and social through a new Facebook app, launching this week. With the unique When I Work Facebook app, users will be able to seamlessly check their work schedules and have the option to share their schedules with friends with the upcoming Facebook Timeline. Employers benefit from having yet another way to help keep staff accountable for their shifts.

If you’re wondering why staff would want to merge their work schedules with their Facebook lives, consider the value of both convenience and schedule sharing.  With the When I Work Facebook app, staff will be able to check when they work every time they open Facebook—which on average is 40 times per month—without ever having to log in to their When I Work account or smartphone app. If they opt to share their work schedule on their Facebook Timeline, Facebook friends know when they are at work, and when they get off. Not only does this foster accountability and productivity, but it can also help employees organize social events around their availability.

Dunn Bros Coffee employee Aria Trombley says, “I like having my schedule available every time I open Facebook. The app has really helped me get a handle on my work schedule and my social schedule.”  When someone shares their work schedule on Facebook, friends might see “Aria is working 3-7pm” and can comment with a friendly, “Hey, wanna get together after work tonight?” This eliminates the back and forth about if and how late they work.

Missed shifts are a woe that every manager must deal with from time to time. When an employee doesn’t show up, the whole day must be reworked to fit the gap in staff. With the When I Work Facebook app, managers can rest easy knowing there is yet another tool, which over half a billion people use anyway, to remind their staff of when they work. “Every reminder improves awareness, and that makes a huge difference. When you’re as busy as my staff, sometimes it’s hard to remember to check your schedule. The [When I Work] Facebook app makes it automatic,” says Tom Nacey, co-owner of Dunn Bros Coffee in Oakdale, MN

The Facebook app is a logical next step for When I Work, which leads the way in mobile scheduling software by offering free iPhone and Android apps for people in staff and management positions. “As we seek more mobility and simplicity in our lives, promoting a mobile and social workforce is not only convenient, but necessary for employee satisfaction, accountability, and productivity,” says thisCLICKS CEO and Co-founder Chad Halvorson.

The When I Work Facebook App is free via Facebook, and easy to use. For questions, concerns, and any feedback, contact When I Work.

Add Unpaid Breaks to Shifts

Posted on November 1, 2011 by chadworks

Today we added support for adding ‘unpaid breaks’ or lunch breaks to a shift. Adding unpaid breaks is simple. When you add a shift, simply enter a duration for the break in the “Unpaid Break” field. The time you enter here is used in 2 circumstances:

1. All the tabulations that occur in the Scheduler will deduct break times for totals. This will be helpful in managing total hours scheduled for employees, positions and weeks.
2. The Toolbox —> Reports tool will also deduct break times from tabulations that occur in exported spreadsheets and CSV files.

We hope this addition will help in fostering more accurate scheduling. Note: the break times do not get reflected to the users. It’s currently for tabulation purposes only. It is assumed that if an employee is entitled to an unpaid break, management will indicate policies surrounding breaks on a case by case bases to their employees. For example, when an employee actually takes their break typically varies from day to day per the current need.

Better Publishing Options for Your Schedule

Posted on October 18, 2011 by chadworks

We’ve made improvements to how your schedule gets published. In the next week or so, you’ll see a streamlined publishing system and additional options for publishing your schedule.

Publish & Notify

The original publish/save features are still available, however, we’ve simplified the process and added a few more options that should streamline the process. Clicking “Publish & Notify” will publish the current week’s schedule and notify all appropriate employees that have shifts assigned during the current week. This makes publishing and notifying your staff of a new schedule very quick and easy.

Secondary Options

If you click the “secondary” options arrow to the right of the main “Publish” button, you’ll be presented with the publish widget. This new publish widget allows you to indicate which shifts get published and who gets notified. Simply type the employee or position name into the “Recipients” field. The schedules for the employees and/or positions you indicate here will be published. You can enter “Everyone” to publish all shifts. Like before, you can also include a date range and publish the schedule for a specified duration of time. If the “Notify” box is checked, the selected recipients will be notified as usual about the schedule changes.

Publish Changes

In addition, you now have the option to un-publish your schedule and track your changes before you publish. Once a schedule has been published, any changes you make will not be visible to your employees until you click “Publish Changes.” This adds flexibility allowing you to fine tune your schedule after you’ve published.