February 22, 2018

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The Four Worst WFM Mistakes to Avoid We Hear From the Industry

Virtually every employer we meet is in need of business transformation. While changing established processes in an organisation isn’t easy, adopting a modern workforce management (WFM) solution like Sirenum drives an increase in productivity and profitability after just a few months. But what’s really remarkable is how tightly these employers hold onto existing processes that frankly, make little to no sense. So we wanted to share some of the worst ideas we’ve come across. Do any of these sound familiar?

1. Whiteboards

Some of the people that we talk to are currently using whiteboards to manage their dynamic workforce. While that may make sense for teams of 20-30 people, what can we say about it when it’s for teams of 4,000+?! Sure, anyone can see what’s written on it, plus it’s easy to use and easy to understand. But let’s not forget about the major drawback: it gets erased with a simple wipe! Having your roster sorted is not just useful for day to day operations, but it’s also crucial for analysing different parameters. Which ones? The buying behaviour of each of your clients, the historical records of the hours worked by your team, the usual amount of hours spent in a specific shift, and more. This information is crucial, but don’t forget other things that will be missing from your messy whiteboard: risk management, health and safety requirements for a job, your workers’ historical preferences and requests…the list goes on and on.

2. Corkboards


Some managers want to innovate and decide to make information clear and available to everyone in the team by printing a table and hanging it on a corkboard. Expecting your dynamic workers to be aware of this information is simply madness, since they don’t work during office hours only, and they may live far away from the offices. That’s why the solution seems clear to some managers: phone calls, all the time, all day. So many office positions in young temporary job agencies are filled with people in charge of making phone calls to communicate shifts to their workers. When oranisations leverage this “strategy,” we generally see frustrated teams, high turnover and low quality operations, resulting in client unhappiness. Leveraging modern communication tools unified with scheduling software can quickly simplify things for management, as well as improving effectiveness and profitability. Having the information available at all times in their phone also empowers and engages your workers.

3. Spreadsheets

Some small temporary recruitment agencies start their journey by using a spreadsheet to assign openings to workers. And since some spreadsheet systems nowadays allow users to work together online on the same spreadsheet in real time, some may think this is a great idea. But there are so many things that can and will go wrong. For example, when using something like Google Sheets, your information is isolated from other systems. So you still need to manually enter all the information again in other programs to perform other important tasks like payroll. Useful tools like geofencing or live time and attendance tools are detached from roster information if you’re simply using spreadsheets. Making sure your workers are compliant or have the right-to-work is also impossible to verify if you’re using this method. And don’t even get us started on what spreadsheets do for GDPR! Last but not least, a spreadsheet doesn’t allow you scale your business, since it is simply not sustainable for large workforces. Once you reach 150 or so workers, they just can’t handle the complexity. Yes, it’s true: spreadsheets are keeping your business from growing!

4. WhatsApp

WhastApp, Facebook, Instagram… you name it. Important communications for your team shouldn’t rely only on social tools that most workers use for fun, or don’t use at all! We’ve been amazed by how many businesses we meet are managing their teams with these tools.  They’re used mainly to know their team’s availability, making it really hard for managers to make sense of what’s really going on with their staff. Even for the smartest person out there, it is not possible to read a bunch of messages and then remember everyone’s availability, doctor’s appointments, holiday requests, and more. Using this uncertain or even wrong information into the roster is a headache! And of course, this leads to uncovered shifts, lower productivity, higher turnover, and less satisfied clients. But leveraging communication tools integrated within the scheduler allows you to accurately keep track of all relevant pieces of information in real time.

Sirenum is an end to end workforce management solution, able to manage all of this and much more on a single platform. If you want to learn more about how Sirenum is already helping some of the biggest employers in the world, request a demo of Sirenum today!

October 24, 2017

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World's best boss

How To Grow Your Temp Staffing Business

The Challenge

When you work in the temporary staffing industry, you know how challenging it can be keeping your clients and workers engaged and satisfied. Many times a month your clients call demanding a certain amount of people for an event. And more often than not, the event starts tomorrow or even tonight! Of course, promptness is an asset you want your temp staffing business to be known for. So even though it’s a ridiculous request, you jump at the opportunity.

It can seem easy to manage 20, 30 or even 50 workers. Your managers know their teams and you think they can rely on their memory to know their availability, experience, certificates and payment terms. You ultimately rely on the candidates to have their legal documents up to date. You seem to connect with your managers and your staff. Your clients send you compliments. You seem to be ready to expand your business.

temp staffing business boss

You Start Hiring

When you want to grow your temp staffing business, you expect more opportunities to come from existing and new clients. You want to have a bigger workforce to be able to provide a larger amount of people to that client’s big gig. You want to sell and fill more hours. You want to satisfy your clients so that they will recommend you to others, and slowly but surely you want to keep bringing more and more people to your business and become an industry leader. Everything looks clear in your mind because you’ve been doing so well so far. What could go wrong?

Eve-ry-thing Goes Wrong

You’ve put a lot of effort into bringing your business to the next level. You’ve reinvested, hired more managers, you’ve interviewed more candidates and you have, perhaps, moved to bigger and fancier premises. Your good intentions are undeniable and everyone should see it. But one day, one of your clients calls complaining about the lateness of some of your workers, or tells you that they didn’t even show up! That hard knock repeats week after week and eventually some of your clients stop calling you at all. Many of your managers can’t put up with such long hours and busy work and decide to quit. Some of your candidates quit as well, as they don’t feel engaged at all. You don’t understand why is this happening. Why are the same well proven methods and processes you had as a smaller business no longer sufficient?

temp staffing business challenge

Suddenly You Understand

You do some research, receive good mentoring, you talk to people. Finally you figure out that a larger and more complex workforce require a higher amount of technology to keep track of important things. Their availability, skills, permits, legal documentation, payment terms and more, everything should be unified. You understand that your managers are just human and can only retain a certain amount of information in their memories. They can’t have everyones’ data in their minds AND keep your operations smooth. You understand that your managed teams should be interchangeable between your managers if some of them is sick or need to go on holiday. Quick, immediate, without hours of training. You acknowledge that your clients are looking for the best service. If you don’t provide it, they can go to any of your competitors, which are not just a few in such a crowded industry.


As you know, every cloud has a silver lining. One day you decide to not only grow, but grow stronger by leveraging technology to empower your staff. You start using a cloud-based workforce management solution that allows your managers to work from any device or location, allowing them to work from home when convenient. You keep all the important data up-to-date and available to everyone. You have staff requests at your fingertips and directly implemented into the roster. You leverage GPS technology to know when someone can’t make it in time before they even know, so you can solve the problem. Your roster software suggests the best candidates for a specific job so you don’t need to think who’s the best fit. The system knows who are the best depending on the gig.

Everyone in your company benefits from a mobile app that allows your workers to communicate with your managers to request time off. They can view their incoming shifts and payments. They even receive notificatons with enough time to leave their house for work in time, getting directions to the venue. They use the app to swap shifts with relevant team members, and their managers can approve. Workers would only need their phone to clock in and out and get the client signature–no paper required! These and many other modern functionalities engage them with your business.

Finally, That Day Comes

Cautiously, your instinct and your easily accessible reports tell you how your operations are starting to run so much more smoothly. You start to see how your managers are happier, and they actually like to work for you. They have more free time during the day, so they have started to focus on higher value tasks they were unable to tackle before. One day your temp staffing business receives a call from a big client. They want 50 extra people for tonight’s event. And after what happens next, you don’t suffer anymore: one of your managers inputs the request in the system, all the relevant candidates receive an immediate invitation via app to work tonight, and the 50 fastest fingers click and get the job. Your stare wide-eyed at how your client is still on the line when you can give confirmation. And that night you go to bed knowing that everything will be just fine.

temp staffing business software

As you can see, growing your temp staffing business can be easier when you decide to leverage technology to engage your staff and make your operations smooth. There are a number of KPIs and processes a modern agency should be tracking before making a decision. Check out our Staffing Software ROI calculator today and don’t hesitate to reach out to learn more.