From traditional management to digital scheduling : revolutionise your organisation

Hervé KOPYTO•

Updated on 19/12/2024 • 10 min reading

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Switch from the traditional planning board to a digital version!
How to create a planning board
Advantages and limitations of physical boards
Digital schedule management
The main features of digital scheduling tools include :
FAQ

In a nutshell

In the professional world, effective management of time and resources is crucial to a company's success. Traditionally, T-card boards, as well as other forms of traditional planning boards such as magnetic, lacquered or cork boards, have been indispensable tools for organising weekly, monthly or annual schedules. These boards, often combined with pushpins or flipcharts, can be used to manage schedules that can be written on and dry-wiped. However, the advent of digital technology is changing everything and providing much more effective solutions, particularly for weekly, quarterly or even annual planning boards.

Switch from the traditional planning board to a digital version!

The T-card planning board

T-card boards (or racks, or holders), have been widely used in offices and workshops for decades. These physical boards, whether magnetic or cork, allow tasks and schedules to be viewed and organised in a simple and straightforward way. They are particularly useful for monitoring projects, managing staff schedules and organising day-to-day activities.

Brief history and use in companies

T-card boards originated in the 1960s and 1970s, at a time when visual management methods were becoming popular. They were adopted in a variety of industries, including manufacturing, project management and services, because of their practicality and efficiency. T-cards, often made of cardboard or plastic, are inserted into slots on the board to represent tasks or projects. Employees can easily move the cards around to reorganise priorities and tasks, just as they would with a flipchart or weekly planner.

How to create a planning board

To create an effective planning board, start by defining the period you want to cover, whether weekly, monthly or annually. Choose a suitable medium, such as a writable whiteboard, magnetic board or corkboard. Divide the board into columns representing the days, weeks or months, and rows for the different tasks or resources. If you prefer a digital solution, an online planner offers greater flexibility with real-time updates and access from any device.

Advantages and limitations of physical boards

Although T-cards, and other forms of traditional planning boards, are easy to use and provide a clear overview, they have a number of limitations:

Risk of loss :

Records can be lost or damaged, leading to interruptions in task management.

Lack of safety :

Sensitive information displayed on physical panels can be seen by unauthorised persons.

Limited accessibility :

Physical boards, whether lacquered or magnetic, are fixed and cannot be consulted remotely, which limits their usefulness for geographically separated teams.

Limited flexibility :

Modifying T-cards can be tedious, and it's difficult to track changes in real time.

Digital schedule management

Digital planning tools, such as project management software and online scheduling applications, make it possible to create, modify and share schedules in real time. These tools can be accessed from any Internet-connected device, offering unrivalled flexibility. They are particularly effective for managing work schedules for employees, machines, activities, projects, appointments, holidays, and even for planning sales rounds.

The main features of digital scheduling tools include :

Real-time updates : Any changes made to the schedule are immediately visible to all team members.
Collaboration : Several users can work simultaneously on the same schedule, improving coordination and communication.
Integration : Digital tools can be integrated with other management software, such as ERP (Enterprise Resource Planning) systems and human resources management software.
Automation : Automatic reminders and notifications can be set up to ensure that important tasks are not forgotten.

Examples of digital schedules

Comparison with T-card boards

Digital tools far surpass physical boards in several respects:

Accessibility : Digital schedules can be accessed from anywhere, at any time on any device, including smartphones and tablets.
Flexibility : Changes can be made in just a few clicks, and they are tracked and documented automatically.
Security : Data are protected by robust security measures, such as encryption and access controls, ensuring that schedule data are well safeguarded.
Analysis and reporting : Digital tools offer advanced schedule analysis and reporting capabilities, enabling companies to monitor performance and optimise their processes.

Benefits of switching to online scheduling

Adopting an online scheduling tool has many advantages for companies of all sizes and in all sectors. The dematerialisation of schedules improves accessibility and flexibility, enables real-time updates and reduces errors. Real-time collaboration features enable teams to work together more effectively, while automatic notifications remind users of important tasks. What's more, the centralisation of information and data security provide better protection against loss and intrusion.

Accessibility and flexibility

One of the main advantages of online scheduling tools is their accessibility. You can access them from anywhere at any time, whether from a PC, smartphone or tablet. This allows teams to work more flexibly, particularly in hybrid or remote working environments.

Improved collaboration

Online tools enable real-time collaboration. Several users can modify the schedule simultaneously, which improves coordination and reduces errors. Team members can comment on and discuss tasks directly in the application, facilitating communication and problem solving.

Optimising resource management

With an online scheduling tool, you can dynamically assign tasks and resources, and view availability and assignments at a glance. This makes for more efficient use of resources and helps avoid work overloads.

Reduce errors and duplication

Instant updates and change history reduce errors and duplication. Automatic notifications and alerts ensure that nothing is forgotten. What's more, centralised information eliminates conflicting versions of schedules.

Data security and backup

Online scheduling tools offer enhanced data security, with regular back-ups and easy recovery options in the event of a problem. Companies can set up access controls to ensure that only authorised persons can view and modify the schedule.

Analysis and reporting

Automatic reporting and performance monitoring enable process optimisation and informed decision-making. Online scheduling tools can generate detailed reports on resource utilisation, on-time delivery and team performance, providing valuable visibility for strategic management.