Efficient workforce management in the Swiss healthcare sector

7. December 2020

Author: Pajtim Aliaj, Consultant Analyst


Personnel and Workforce Management

The workload of the health sector is often headline news, especially recently because of the challenges posed by the pandemic. Part-time and flexible work models are becoming increasingly important for employees, placing new demands on traditional personnel management processes.  That is why the traditional system has been developed into a more comprehensive workforce management system, which considers all the activities needed for a productive personnel model - including line managers, training managers, recruitment, planning and analysis of data. 

Modern software as a solution

Forward looking workforce management enables the Swiss healthcare sector to significantly increase both cost efficiency and staff satisfaction. All it takes is modern software.  That might sound almost too good to be true, but Inacta can offer proven software solutions that significantly optimise workforce management.

Swiss hospitals and clinics have been wrestling with the term digitalisation with its different meanings, and opinions about digitalisation, for quite some time. This year will not have been any easier, as the current pandemic is pushing many healthcare institutions to their limits. In fact, the motto for digitalisation in 2020 could have been ‘no time like the present’ - particularly in respect of HR and personnel processes. Efficiently designed processes are essential for an effective management system, particularly in times of extraordinary stress.

Increased efficiency thanks to digitalisation

2020 has shown us more than ever how important employees in the healthcare sector are. Their performance is essential for the well-being of the Swiss population, whilst they are at risk of infection themselves. This is where the digitalisation of workforce management can create more confidence.  Here are a few examples of what that could look like:

  • If employees can record the days and times they wish to work in a system, these and similar parameters can be used to produce automatic software-supported deployment plans. The resulting rule-based planning suggestions reduce the time needed to create  work schedules by up to 80%, meaning that those involved (usually key personnel such as department heads) can save valuable time which can be spent on patients and other tasks;
  • The systematic analysis of important data such as net personnel requirements, sickness rates, age spread and overtime rates allows companies to plan their staff requirements in advance. Potential bottlenecks or periods of surplus staff can be identified at an early stage and averted if necessary;
  • Paper-based HR processes (such as planning shifts, working hours, individual days and holidays as well as changes to working hours) should be made digitally so they can be quickly and easily updated by the person responsible on a PC or mobile phone. In addition, this information should be digitally accessible to employees so that it is always available to them on their mobile phones or personal computers. This avoids having to display hard copies of schedules, encouraging employees to congregate in one place (such as during a shift change), creating an infection risk, particularly during a pandemic. In addition, if these HR processes are managed using digital channels, efficiency can be significantly improved as manual corrections are not needed.

Increased resilience thanks to optimised processes

Even during stressful and hectic times we need to reflect and analyse. By asking the right questions, we can identify our weak points and with the right analysis address them successfully. The digitalisation of workforce management should be seen as a long-term investment that solves current problems and gives a company greater stability and flexibility. Another advantage of optimising processes is increased resilience during crises.

Reach your goal with Inacta

Inacta, an expert in information management, can support you using its experience in workforce management by analysing your internal processes and selecting appropriate software solutions. We support you throughout the process, from the introduction phase to go-live, to ensure that your goals are reached.


Contact Person:


Jürg Porro

Head Business Consulting & Healthcare