Pooling | WFM Software | Workforce Management | Staff Shortages

Pooling plays a central role in workforce management (WFM), especially when it comes to optimizing staff planning in a dynamic and complex working environment. Pooling with

WFM software refers to the bundling and flexible assignment of workers to different tasks or teams to ensure maximum efficiency and productivity. In this blog post, we will go into detail about what pooling means, why it is helpful in times of skills shortages, and how companies can make the most of it.

Contents

↓ What is pooling, and how does it work within WFM software?
↓ Why is pooling so significant in workforce management?
↓ What are the best practices for the use of pooling?

 

 

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What is pooling, and how does it work within WFM software?

Pooling is a concept that allows companies to bring together a group of workers who have similar skills or qualifications so that they can be flexibly deployed when needed. These workers can be assigned to different tasks, shifts or projects depending on current requirements and priorities. This differs from the traditional fixed assignment of employees to specific positions or areas of responsibility, as pooling allows for greater flexibility and dynamism.

In practice, this means that a contact center, for example, organizes several employees in a “pool” who can handle calls as well as take on administrative tasks. Instead of assigning each person to a fixed area, the staff planning tool will dynamically decide where the workforce can be deployed most effectively. WFM software solutions use advanced algorithms and real-time data to make these decisions.

Important functions of pooling in WFM software

Pooling in WFM software is supported by various functions that ensure smooth and efficient staff planning and resource allocation:

Automatic shift schedule: the software can automatically assign workers from the pool to shifts based on their availability, qualifications, and expected workload. This enables optimal staffing of each shift and prevents over- or understaffing.

Real-time data analysis: Using real-time data, such as incoming calls or customer inquiries, the software can immediately identify whether additional workers are needed in a particular area and call them up from the pool.

Skill- Management: Pooling algorithms consider the individual skills of employees. This ensures that the right people are working on the right tasks at the right time. This is particularly important in industries where specialized knowledge is required.

Read our blog: https://plano-wfm.com/en/skills-management-new-currency-of-work/

Peak load-Management: Pooling allows companies to react more flexibly to sudden peaks in demand. For example, if an e-commerce company receives more customer inquiries during the vacation season, the software can quickly allocate additional resources from the pool.

Employee self administration: Many modern WFM systems allow employees to sign up for specific shifts or tasks based on their availability and preference. This is often combined with an intelligent pooling function that ensures only qualified and available employees are assigned.

Learn more at: https://plano-wfm.com/en/myplano-employee-self-service-ess/

 

 

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Why is pooling so significant in workforce management?

Pooling offers numerous advantages for companies that rely on dynamic working environments and is an indispensable tool in modern workforce planning and workforce management.

1. flexibility and adaptability

Pooling enables companies to react quickly and efficiently to changes in workload. This is particularly important in industries with strongly fluctuating demand or workload peaks, such as retail, contact centers, or logistics. With a well-organized pool of qualified employees, the workload can be better distributed, and bottlenecks avoided.

2. cost efficiency

Companies can reduce their costs through the flexible use of staff resources from a pool. Overstaffing shifts or hiring additional staff for short-term peaks can be avoided as the existing pool already provides enough capacity to respond to fluctuations. This means that less money needs to be spent on overtime or additional temporary workers.

3. improved employee satisfaction

Pooling can also help to increase employee satisfaction. By enabling employees to take on tasks and shifts that better suit their skills or preferences, they feel more valued and motivated. In addition, a more flexible schedule allows employees to achieve a better work-life balance.

4. increasing the quality of service

By deploying employees who are specially prepared and qualified for the task at hand, the quality of service improves. An optimally staffed team, which is constantly adapted by the WFM software, ensures faster and high-quality processing of customer inquiries or projects.

 

 

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What are the best practices for using pooling?

For pooling to be truly effective in a WFM software, some best practices should be considered:

Proper grouping of workers: it is important to organize the pool based on clearly defined criteria, such as skills, availability, and experience. The more precise the grouping, the better the software can assign suitable employees.

Employee training and development: As the flexibility of a pool often means that employees have to take on different tasks, the company should continuously invest in training and employee development. This will ensure that staff remain qualified for various tasks.

Real-time monitoring: Companies should ensure that they have reliable real-time monitoring of their work processes. The best pooling systems are only as good as the underlying data. Therefore, regular adjustments and optimizations should be made to maximize efficiency.

Communication with staff: Open and transparent communication is crucial to the success of a pooling system. Employees should know exactly how and why they are assigned to certain tasks or shifts and have the opportunity to provide feedback.

 

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Conclusion

Pooling with WFM software is a powerful way to optimize resource utilization in companies. By flexibly allocating workers from a pool, companies can better respond to fluctuations in workload, reducing costs while improving service quality. Crucially, companies need to support this system with a clear strategy, ongoing training, and effective use of real-time data. In this way, pooling can not only increase efficiency, but also contribute to employee and customer satisfaction.

NEW in plano WFM: Get to know our new plano Pooling module!

With plano pooling, you can quickly and flexibly fill staff shortages in shift scheduling with your own or external staff and fill open shifts.

If a shortfall is detected in the plan, e.g., due to illness, a pool request can be used to find available employees who will cover the missing shift if approved. Especially in areas that rely on a high degree of flexibility, plano pooling ensures that employees are deployed exactly where they are currently needed most urgently.

Functions:

• Seamless roster integration
• Rapid replacement in the event of staff shortages
• Compensation for short and long-term absences
• Integration into the planning interface
• Integration of external employee pools is possible
• Consideration of employee priorities during allocation
• Qualification and demand-based allocation of available personnel
• Push notifications for requests
• Mobile use

Would you like to find out more about workforce management with plano?

Further information about our workforce management software and the areas of application here:

→ Workforce Management from plano