AI

Contributed by Claudia St. John, President, The Workplace Advisors

I recently had the opportunity to speak at a conference on the topic of employee retention and workplace flexibility. One attendee asked me how it was possible to create “flexibility” in a manufacturing environment where schedules are highly structured, and production must be done onsite. His point was valid – you can’t offer hybrid or work-from-home options when the job requires operating machinery at a worksite.

But that doesn’t mean creating flexibility in shift work is impossible. It just requires a bit of “out of the box” thinking. And perhaps a little help from technology.

In today's dynamic manufacturing landscape, managers are increasingly turning to artificial intelligence (AI) to revolutionize shift scheduling and enhance workplace flexibility for non-exempt hourly workers. This technological shift is not only improving operational efficiency but also boosting employee satisfaction and retention. Here are a few of the ways our clients are using AI to transform the manufacturing workplace and to provide flexibility for shift workers.

AI-Driven Shift Scheduling

AI-powered scheduling tools are at the forefront of this transformation, offering managers powerful and often free solutions to optimize workforce allocation and accommodate employee preferences. AI algorithms can generate optimized and customized shift schedules by considering multiple factors simultaneously and quickly. To prove this point during my presentation, I created a sample work schedule that took many variables into account.

Variabilities like:

· Employee availability and preferences

· Required skills and qualifications

· Production demands and forecasts

By processing a complex web of variables such as these, AI was able to create a balanced schedule that met both operational needs and worker preferences, in a fraction of the time it would take a human operations manager.

Real-Time Adjustments & Fair Distribution of Work

One of the key advantages of AI-driven scheduling is its ability to adapt to changes in real time. When unexpected absences or production changes occur, the system can quickly recommend the most suitable replacements or shift adjustments. This agility ensures that manufacturing operations remain smooth while also providing workers with opportunities for additional hours or shift swaps when desired.

In addition, the free AI platform I was working with was able to quickly and easily ensure a fair distribution of desirable and less desirable shifts among employees – taking into consideration some factors that I hadn’t even thought of like childcare needs and commuting times. Moreover, the AI tool offered an impartial approach to scheduling that could create flexible opportunities while also reducing perceived favoritism.

Enhancing Workplace Flexibility

Beyond basic scheduling, AI is enabling manufacturers to offer unprecedented levels of flexibility to their hourly workers. AI systems can manage flex day requests and time-off applications with ease. By analyzing historical data and current staffing needs, certain AI tools can automatically approve or suggest alternatives for employee requests without compromising production targets.

Additionally, AI can easily facilitate non-traditional arrangements such as split shifts, job sharing, or part-time positions. This flexibility allows employees to balance work with personal commitments while ensuring production maintains optimal staffing levels. Workers can post shifts they want or need to give up, and the system can identify and notify qualified colleagues who might be interested in picking up extra hours. We all know those employees who are eager to work as many shifts as possible to earn extra money and those who are happy to give up a few hours to accommodate their pursuits. AI can help facilitate those swaps within the constraints that their managers put in place, such as limiting overtime exposure, etc.

Implementing AI-Driven Flexibility

To successfully implement AI-driven flexibility in manufacturing settings, it’s important to select an AI scheduling tool that integrates well with existing ERP and HR systems. Look for solutions that you can customize to align with your specific manufacturing processes and workforce needs. You may also want to consider implementing a self-service portal or mobile app that allows workers to view their schedules, request changes, and manage their availability preferences, which can both empower them and reduce the administrative burden on managers.

And, by ensuring the right workers are in the right place at the right time, AI-driven scheduling can significantly boost productivity and increase employee satisfaction by giving them the flexibility enjoyed by non-production employees.

But let me be clear, while AI offers tremendous potential for enhancing workplace flexibility, it’s not without its weaknesses and challenges. Introducing AI-driven scheduling could face resistance from employees and managers accustomed to traditional methods and despite the goal to add flexibility, it could be perceived as impersonal, which is the opposite goal. And, while AI can handle complex scheduling tasks, human oversight remains essential. AI-generated algorithms might make mistakes and miss the mark in little and very significant ways. There will always be the need for judgment calls and out-of-the-box thinking – a uniquely human capability. While AI is an amazing tool, it does not replace managers and schedulers who know what works and what doesn’t.

Bottom line: in the right hands with the right mindset and oversight, AI can be an awesome tool to create more efficient, fair, and flexible work environments that benefit both the organization and its employees.