Overview
This case study explores their journey from manual scheduling with Microsoft Excel to an efficient, scalable solution with Retain resource scheduling software, highlighting the transformative impact on their operations.
The world's fifth-largest accounting, audit, and tax firm operates across multiple industries in over 160 countries, including some of the largest palm oil exporters faced significant resource management challenges due to its rapid growth.
"Investing in a robust resource scheduling software like Retain can lead to significant operational efficiencies, better resource utilisation, and enhanced employee satisfaction."
Background and Challenge
With a growing headcount and increasingly complex resource management needs, the firm struggled with manual scheduling processes. Key challenges included:
- Manual Allocation: A single dedicated person managed all resource allocations manually using Microsoft Excel, leading to inefficiencies and potential errors.
- Limited Accessibility: Excel files were stored on a secure on-premise server, making remote access impossible.
- Overbookings: Managing double or triple bookings was difficult, hindering capacity understanding and resource optimization.
- High Attrition Rates: Industry wide attrition rate of 20%, particularly among interns.
Selection and implementation
Why Retain?
This firm chose Retain based on strong recommendations from other member firms and its comprehensive feature set. Retain’s cloud-based system promised to resolve their accessibility issues and provide a robust scheduling solution.
Implementation Journey
The Retain team provided excellent communication and support, helping this firm navigate the challenges of the transition. Initially, Excel was used concurrently with Retain to ensure a smooth changeover. Full implementation began in April, and by May, the benefits were already apparent.
Results and Impact
Transformational Outcomes
The implementation of Retain brought about several positive changes:
- Reduction in Human Errors: Automation significantly reduced the likelihood of manual errors.
- Resource Optimization: Better utilisation of underutilised staff improved overall efficiency.
- Enhanced Decision Making: Managers gained better insights into capacity and scheduling, aiding in informed decision-making.
- Time Savings: The automation of scheduling tasks allowed resources to focus more on their core responsibilities.
- Scalability: The system enabled the firm to scale operations and meet the demands of their growing business.
Specific Benefits
- Tracking and Matching Resources: can now efficiently track and find resources that match their customer needs and projects.
- Scheduling Training: The ability to schedule technical training has been enhanced, addressing skill gaps and improving service quality.
- Employee Satisfaction: Happier employees, as they can now request and receive training tailored to their needs.
Overall Operational Impact
The adoption of Retain has fundamentally improved the firms’ operations. The company now enjoys a streamlined, efficient, and scalable resource management system that supports their growth and enhances service quality.
Advice for Others
Investing in a robust resource scheduling software like Retain can lead to significant operational efficiencies, better resource utilisation, and enhanced employee satisfaction. The journey from Excel to Retain is an investment in the future, positioning the firm for sustained growth and success.