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Profit & Growth Tips for Digital Agencies

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Does Your Agency Need Employee Scheduling Software?

Posted by Nicolas Jacobeus on Sep 26, 2016


Employee scheduling software is a tool to help your agency team manage their workload. Many scheduling tools automate the process of time tracking, as well as creating and managing a work schedule. This could be as granular as scheduling work on a task-by-task basis, or much more high-level, scheduling blocks of time to be dedicated to specific projects.

But how essential is it for your agency to have employee scheduling software as part of its toolkit? Today I’m looking at how you can tell whether your agency needs employee scheduling software.

3 Reasons You Might Not Need Employee Scheduling Software

1)      You Have a Very Small Team

If your agency team is only two or three people, then employee scheduling software may not be necessary. With such a small team, it’s likely that you’ll all be involved in the majority of discussions with your clients, and all be aware of time constraints on your various projects.

In this case, it’s likely your agency will be able to plan and manage its workload without a dedicated employee scheduling tool.

2)      You Only Have a Small Number of Clients

Employee scheduling software is most beneficial to agencies trying to plan and manage a complex workload.

Having a small number of clients - especially if you work on retainer and complete similar work month-to-month - will mean your agency’s workload is simple to understand and easy to manage: you will easily be able to work out what’s been done this month, and what still needs doing.

3)      Your Existing Tools Meet Your Current Requirements

For many small agencies, spreadsheets are the go-to solution when they start needing to track employee time and manage an expanding workload.

But while a spreadsheet may meet your agency’s requirements now, in terms of functionality and ease of use, it means your agency is growing and you are starting to need a dedicated tool to manage your workload. As your agency grows, you will need a more powerful tool to manage your workload, track employee time and monitor profitability. Just because a spreadsheet works for you now, doesn’t mean it will do forever.

3 Reasons Your Agency Needs Employee Scheduling Software

1)      You Want to Improve Agency Profitability

Employee scheduling software will help to improve your team utilisation rate, meaning that your employees are spending more of their time working on billable projects, and cutting down time spent on non-billable work. This is essential for improving agency profitability, and will set the foundations for sustainable growth.

2)      You Want to Maximise Team Productivity

An employee scheduling tool will provide your agency team with a useful overview of your agency’s whole workload - not just the tasks they’re working on - which will help to improve your team’s focus and ability to prioritise work.

A scheduling tool will mean that your employees always know what work needs doing and when, allowing them to more effectively manage their workload. Additionally, employee scheduling software will provide all team members with visibility into what their colleagues are working on, so they can help with late-running projects where needed.

3)      You Want to Prioritise Agency Growth

As your agency grows, the agency founder will need to transition away from doing the work, into a more strategic role to plan your agency’s development. Using an employee scheduling tool will allow you to step back from managing the day-to-day running of the agency (such as balancing workloads and checking projects are on-track and deadlines are being met).

In the early days of your agency, it wouldn’t be uncommon for you and your co-founders to manage the whole agency’s workload in your head, but with a tool to manage it instead, you will regain a large amount of time and mental space to reallocate to your agency’s development.

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