Overtime Phone-out register
Discussion
Does anyone know of a system which will link to a computer and dial out and record calls for overtime purposes?
Looking for a system that will record that an employee has been called and answered for purposes of covering overtime.
This is more because there are complaints that some people aren't being called and the system isnt being used fairly.
Would it be possible to set something like this up using just excel for example?
Looking for a system that will record that an employee has been called and answered for purposes of covering overtime.
This is more because there are complaints that some people aren't being called and the system isnt being used fairly.
Would it be possible to set something like this up using just excel for example?
No idea if something specific already exists for this but I'm sure you could work something out with Excel and Skype click-to-call.
Macro buttons in an excel sheet which simultaneously trigger the Skype call and add a time stamp to an excel log sheet?
Might be a bit of a job if there are hundreds of numbers to list and log, though.
Macro buttons in an excel sheet which simultaneously trigger the Skype call and add a time stamp to an excel log sheet?
Might be a bit of a job if there are hundreds of numbers to list and log, though.
NuckyThompson said:
Does anyone know of a system which will link to a computer and dial out and record calls for overtime purposes?
Looking for a system that will record that an employee has been called and answered for purposes of covering overtime.
This is more because there are complaints that some people aren't being called and the system isnt being used fairly.
Would it be possible to set something like this up using just excel for example?
Simple way would be to have a form filled in via Email confirming who called etc, with customer cc'd in?Looking for a system that will record that an employee has been called and answered for purposes of covering overtime.
This is more because there are complaints that some people aren't being called and the system isnt being used fairly.
Would it be possible to set something like this up using just excel for example?
Employee receives call either on mobile phone or home phone. They are rang from work office with supervisor.
Speaking to a guy in work who is a bit more IT savvy he doesn’t think it would be possible to link our current system to phone out using Skype to record calls for example.
Wondering if there is a relatively simple system/programme out there which can link a phone line in office to an excel call out sheet for example;
Saturday overtime.
Ring employee A - no answer (call recorded unanswered Tuesday 3.59pm)
Ring employee B - Answered ( unavailable Tuesday 4.01pm)
Ring employee C - Answered ( unavailable Wednesday 4.04pm)
This way when passed onto the next shift the next manager will be aware of who has already been called and turned down overtime. So he would start back at employee A and then go onto D, E, F etc. The overtime is offered on a fairness system where the employee on lowest overtime hours is offered first so there is always a logical list to follow.
This system would then keep a computerised record of who has been called and offered so employees can’t raise grievance that they are being passed over for overtime and so managers can be held accountable to prove they are attempting to cover positions with overtime (this hasnt been happening regularly lately)
Speaking to a guy in work who is a bit more IT savvy he doesn’t think it would be possible to link our current system to phone out using Skype to record calls for example.
Wondering if there is a relatively simple system/programme out there which can link a phone line in office to an excel call out sheet for example;
Saturday overtime.
Ring employee A - no answer (call recorded unanswered Tuesday 3.59pm)
Ring employee B - Answered ( unavailable Tuesday 4.01pm)
Ring employee C - Answered ( unavailable Wednesday 4.04pm)
This way when passed onto the next shift the next manager will be aware of who has already been called and turned down overtime. So he would start back at employee A and then go onto D, E, F etc. The overtime is offered on a fairness system where the employee on lowest overtime hours is offered first so there is always a logical list to follow.
This system would then keep a computerised record of who has been called and offered so employees can’t raise grievance that they are being passed over for overtime and so managers can be held accountable to prove they are attempting to cover positions with overtime (this hasnt been happening regularly lately)
Why not keep it simple. A simple headcount list in a shared folder. Enter 1 against the name that is called first 2 for the second etc. The column header has the date or shift. When the next duty manager comes on they add a new column with the new date or shift and can easily review who has previously been called and in what order.
It sounds like an auto-dialler may be what you need. Typically used in call centres.
Caveat - I know of these and how they work, not which ones are good!
Basically they can ‘auto dial’ based on a list/database of registered numbers. All calls - even those that were not successful will be logged in the call register of the dialler.
Potentially over kill depending on the size of the company but it takes out the responsibly of the supervisor to select who gets called.
Caveat - I know of these and how they work, not which ones are good!
Basically they can ‘auto dial’ based on a list/database of registered numbers. All calls - even those that were not successful will be logged in the call register of the dialler.
Potentially over kill depending on the size of the company but it takes out the responsibly of the supervisor to select who gets called.
A product called xmatters works like that. We use it for calling people when stuff is broke. It sends email text phone and you have to acknowledge or it moves on to the next person. there is a record of calls and confirmations. It's designed for incident Management but it could work for other reasons for calling people.
How frequently do you need overtime coverage?
Phoning out seems quite labour intensive to me, though I'm not suggesting my alternative is less so but does give you full visibility and integrity.
Let's say, for example, you know all your OT requirements for next week by Wednesday based on holiday, work demand etc.
On Wednesday at around lunchtime, send out an email to all with a list of available slots for next week. Staff then reply - saying which they are available for, and the maximum they would be available for. Replies to be in by 9am Thursday.
By end of play Thursday you can then send the updated list out telling staff which shifts they've been allocated to on OT and you can track totals from there. Should also give others a clear view of who can then be called at short notice for any unexpected OT requirements due to sickness/late absence etc.
Phoning out seems quite labour intensive to me, though I'm not suggesting my alternative is less so but does give you full visibility and integrity.
Let's say, for example, you know all your OT requirements for next week by Wednesday based on holiday, work demand etc.
On Wednesday at around lunchtime, send out an email to all with a list of available slots for next week. Staff then reply - saying which they are available for, and the maximum they would be available for. Replies to be in by 9am Thursday.
By end of play Thursday you can then send the updated list out telling staff which shifts they've been allocated to on OT and you can track totals from there. Should also give others a clear view of who can then be called at short notice for any unexpected OT requirements due to sickness/late absence etc.
Looking in the region of 600 overtime slots to cover each month so massive amounts really large multinational company.
What you would call scheduled overtime is offered to the a shift 3/4 days before the overtime shift. Is this is not covered then it goes to the call out system so perhaps 25% of those 600 end up needing call outs. Unexpected overtime due to sickness etc would also then require the call out system.
An SMS system would have potential and WhatsApp groups have been mentioned.
What you would call scheduled overtime is offered to the a shift 3/4 days before the overtime shift. Is this is not covered then it goes to the call out system so perhaps 25% of those 600 end up needing call outs. Unexpected overtime due to sickness etc would also then require the call out system.
An SMS system would have potential and WhatsApp groups have been mentioned.
NuckyThompson said:
Looking in the region of 600 overtime slots to cover each month so massive amounts really large multinational company.
What you would call scheduled overtime is offered to the a shift 3/4 days before the overtime shift. Is this is not covered then it goes to the call out system so perhaps 25% of those 600 end up needing call outs. Unexpected overtime due to sickness etc would also then require the call out system.
An SMS system would have potential and WhatsApp groups have been mentioned.
Better hire some more staff if you need 600 slots a month to be covered! That's 20 people per day on average! What you would call scheduled overtime is offered to the a shift 3/4 days before the overtime shift. Is this is not covered then it goes to the call out system so perhaps 25% of those 600 end up needing call outs. Unexpected overtime due to sickness etc would also then require the call out system.
An SMS system would have potential and WhatsApp groups have been mentioned.
NuckyThompson said:
Cheaper for them to pay overtime than recruit more people. It’s all about keeping numbers down.
At 600 shifts a month, plus all the time you/others have to spend phoning people up to cover empty shifts?How many shifts go uncovered, and how much productivity is missed out on from that?
Afterall, you could fill that with 15 full time staff and still have a need for 50% of the overtime to be covered.
Maybe 5-10% go uncovered occasionally this can be in a safety critical role but more often than not it will be something that will simply temporarily hold up the production line which does actually cost them money also perhaps on occasion in the region of 5 figures for that single shift.
Shares, pension and bonus mean it is cheaper to pay the overtime rather than employ more people. They have an obsession with being within the industry top quartile for manning levels (less is more) even at the expense of production/safety/manning at times.
Shares, pension and bonus mean it is cheaper to pay the overtime rather than employ more people. They have an obsession with being within the industry top quartile for manning levels (less is more) even at the expense of production/safety/manning at times.
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