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How Task Automation Optimizes Workforce Allocation

How Task Automation Optimizes Workforce Allocation

A productive workforce will be able to take on more tasks that add value to the bottom line. Reaching this optimal point to which your workforce operates is an art and takes careful management and use of a goal setting template to achieve. 

The conversation about how technology can impact workforce productivity has taken center stage in recent years. While some people believe that technology will eventually replace the human workforce in a lot of cases, this can never be entirely true. In essence, technology complements the human workforce in a multitude of different ways. Companies that have integrated technology into their operations are likely to increase the productivity of their workforce considerably. 

One significant component that has helped to optimize workforce allocation is task optimization software. This is where repetitive tasks and those that follow a defined structure can run without human intervention. Task automation has optimized the workforce in the following ways: 

  1. By freeing up human resource 

The majority of tasks in an organization are recurring or repetitive. These tasks always follow the same structure from beginning to completion. So, when your employees focus on such tasks, they spend more time on them and less time on the bigger tasks that impact profitability for the businesses. While these repetitive tasks are wholly necessary, they don’t always require your team to handle them. (1)

Thanks to technology, you can use software from providers like Jobber to automate tasks such as file distribution, data uploading, backup, and invoicing. This means your team will spend significantly less time handling these often time-consuming activities and be freed up to work on the more impactful parts of the business. (1)(2)

  1. Through scheduling automation 

Managing scheduling for large teams of workers can be hugely complex, time-intensive, and subject to human error. If you are responsible for the appointments of multiple technicians out in the field for example, not only do you need to take into consideration that each service request needs to be fulfilled, but that they must be allocated according to skillset, correct working hours, proximity to the job etc. In these cases, scheduling the process can take longer than the actual work itself which makes operational costs high. (3)

Job scheduling software is designed specifically to streamline and automate the whole process. Smart technology is able to take into account employees’ skillsets, working hours, days off and other factors. This way, it becomes possible to schedule the right employees for the right jobs, at the right time, and with the right team. It can even mean that team members can pick the tasks that they want without managerial oversight. (3)

  1. Through flexible schedules for better employee retention 

Workforce allocation largely depends on the number and skills of your employees. Employee retention is a crucial part of any organization as it is the talent of the people that makes your workforce productive. Be conscious to always look for ways to improve employee retention rates, identifying what motivates people to work and how they can be incentivized. 

About 90% of workers say a flexible schedule is effective at boosting morale and is a contributing factor to deciding to stay at an organisation. (4)

Task automation means that you don’t have to worry about manually managing a flexible schedule. By automating the scheduling process, employees can manage their own schedules, allocating tasks based on open shifts. Productivity is enhanced as a consequence. 

  1. By making processes scalable 

Some businesses still work with processes they have used for years. While this has proven that it works, it may not necessarily be the most efficient way of doing things. Regularly reviewing the way you project manage your internal processes will ensure that you are engaging with what you are doing and identifying ways in which things can be done better.   

By automating the simple and repetitive tasks, time is used to much better effect. There is more time available to take on more projects as well as greater time available to service other areas of the business, where the overall level of output can be enhanced. (2)

  1. By leveraging remote workforce 

By enabling a remote workforce, you stand in a strong position to recruit the best talent as you are less restricted by geographical location. With the right tools, collaboration and communication on projects can be easy. Engaging in a remote workforce is a business model that has been shown to increase productivity while keeping overhead costs to a minimum. (5)

Automation helps with a seamless workflow, communication, tracking of projects, and keeping team members up to date. Some businesses have successfully taken the step to go completely virtual to save on operational costs. (5)


As technology takes center stage in business operations, adopting automation should be a priority. Businesses are becoming more competitive, and to continue operating within the space, you need an empowered and enabled workforce that can compete to the same standard or higher. Therefore, use task automation as an opportunity to increase your business productivity wherever possible.


  1. “8 reasons to begin your small business automation in 2020”, Source: https://blog.airslate.com/8-reasons-to-begin-your-small-business-automation-in-2020/
  2. “How Automation Can Benefit A Small Business”, Source: https://blog.soliditech.com/blog/how-automation-can-benefit-a-small-business
  3. “HAVING TROUBLE SCHEDULING EMPLOYEES? SERVICE SCHEDULING SOFTWARE CAN HELP”, Source: https://academy.getjobber.com/resources/articles/scheduling-employees-with-service-scheduling-software/
  4. “How to Automate Employee Scheduling Processes”, Source: https://www.forafinancial.com/blog/small-business/employee-scheduling/
  5. “12 Reasons Every Small Business Needs an Automation Strategy in 2019”, Source: https://www.business2community.com/small-business/12-reasons-every-small-business-needs-an-automation-strategy-in-2019-02216750