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Think your optimising your rotas to schedule effectively? Think again!

By June 7, 2022No Comments

Many schedulers in the care, cleaning and retail industries believe that they are optimising their rotas and schedules effectively. However, often this is not the case. 

What if we told you that these ‘well optimised’ rotas and schedules could be optimised even further to allow more shifts to be covered, without the need to recruit more staff? 

Trust us, it’s possible as we’ve seen it first-hand. Take a recently onboarded OptifAI user for example…

They came to us believing they were optimising well but were struggling to cover all shifts and were very close to recruiting more staff.

OptifAI changed that completely. 

OptifAI helped them to increase their average of six calls, to eight calls a day per staff member, saving money on additional staff that they thought they needed and also saving heaps of time for the scheduler – meaning more free time to be used elsewhere. Win-win!


Template calls

Many leading software providers allow you to template calls, meaning that you can schedule shifts automatically based on the care users’ requirements. This usually works well until their requirements change (which is highly likely in the care industry!).

Below is an example of how templated calls can quickly become outdated and ineffective.

Mrs Jones

Mrs Jones has three calls a day: 8 am, 12 pm and 5 pm which her regular carer attends. This would automatically be scheduled via a templated call. 

However, Mrs Jones has a fall and now needs medication at different times over several days.

Now what? Other mainstream software providers haven’t anticipated this, meaning the scheduler must now manually assign each carer to their individual shifts which are counterproductive and completely defeat the object of using scheduling software.

HOWEVER… With OptifAI, you can run optimisation calls on a daily or weekly basis, which updates the requirements of the care user, helping to schedule calls more effectively. 


Multi-branch organisations can centralise

Using OptifAI will also allow multi-branch organisations to ‘centralise’ coordination of calls or scheduling. For example, one coordinator might schedule in a particular way and another coordinator might schedule completely differently. In addition to this, there is a potential that coordinators favour some workers over others, which may have an impact on shift allocation. With OptifAI you can create a template that everyone uses and effectively standardises coordination across the organisation, completely eliminating these issues.


Want to experience the beauty of OptifAI for yourself without committing? Not to worry – try out our two-week trail completely FREE. 

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