Tokmanni introduces a centralized scheduling process to improve efficiency and ensure fair schedules

Tokmanni has been using Quinyx's scheduling system since 2022. The original article was published on Tokmanni's website in August 2024.

Implementation of the new scheduling model

In the spring of 2023, Tokmanni began planning for a pilot project aimed at optimizing scheduling and creating fairer schedules by centralizing scheduling to a resource coordinator. In the fall of 2023, the pilot project was launched in nine stores. Resource planner Heidi Hirvonen and store manager Hanna Rantakallio laid the groundwork for implementing the new operating model by designing and conducting training sessions and rolling out the centralized scheduling pilot in the stores.

"Previously, scheduling in the pilot stores was handled by the managers, and the work often took place in multiple steps. With the new scheduling process, the scope is broader, making it easier to utilize the balancing period in a larger context."
-Heidi

"When looking at a longer time frame, it becomes easier to ensure that planning is fair, for example, when scheduling weekends, as well as morning and evening shifts."
-Hanna

Transition to Quinyx's scheduling system

The new scheduling process and resource coordination have received positive feedback from both employees and store managers. Thanks to the resource coordinator's broader overview, Heidi can now better adhere to the collective agreement's rules, such as weekend leave and hour distribution. This contributes to fairer scheduling.

"Heidi has been praised for how easy it is to collaborate with her and how well she considers employees' preferences."
– Hanna

The work of the resource planner has freed up supervisors' time for other tasks and reduced extra workload while still allowing them to maintain responsibility for and influence over their own store’s shifts.

Positive outcomes

The new scheduling model has been well received, and Heidi and Hanna were named employees of the month during the spring.

"It feels great to receive recognition for our work in this way. Visiting the stores and putting a face to the project played a key role in the successful implementation of the new shift planning model."
– Hanna

The pilot confirmed that the new scheduling model is an effective approach to scheduling. In the spring of 2024, five additional stores joined the model, and in the fall of 2024, further expansion is planned.

Want to read more about how centralized scheduling works with Quinyx? Read more here!