We can log into Pingboard, or check their app, and get an immediate snapshot of who is out of office. Alessandra Knight | Operations Lead
As Operations Lead at Dots, Alessandra is responsible for all aspects of the organization not directly related to the games themselves. It’s a big job, with a lot of moving pieces to keep track of.
The past few years have seen Dots’ games soar in popularity. Alessandra’s responsibilities were growing along with the size of Dots’ team—but with the added manpower, Alessandra was struggling to keep track of who was in, and more importantly, who was out of the office, each day.
“When we were a staff of 30, keeping track of who was out of office wasn’t as hard,” recalls Alessandra Knight, Operations Lead. “But once we almost doubled in size, it was becoming increasingly more difficult to track.”
Alessandra wasn’t the only one experiencing growing pains. With no official tracking system in place, employees were relying on mass emails to notify co-workers of absences, resulting in overflowing inboxes.
Alessandra needed a solution that could streamline and simplify out of office and vacation reporting for their growing team.
Rigorous Roll Call
Alessandra was spending precious time tracking and recording staff absences daily—time that would have been better spent elsewhere as tasks were mounting with the company’s growth.
In the past, Microsoft Excel had worked as a stand-in solution, though it did mean Alessandra had to track everyone’s details manually. That meant time spent rifling through emails and messages from absent employees.
“We were looking for a more efficient way to keep track of our employees—who was in the office on any given day,” explains Alessandra. “Instead of me using an Excel sheet to track emails, and instead of mass team ‘out of the office’ emails that can easily be missed or overlooked.”
Keeping with the ethos of Dots’ games, Alessandra sought out an interactive and efficient new tool for absence tracking.
We were looking for a more efficient way to keep track of our employees—who was in the office on any given day. We needed to streamline reporting to one common location.
The Perfect Platform
Growing confusion over staff whereabouts was causing stress for everyone. With frustration mounting, Alessandra knew it was time to make a change.
“If someone was going on vacation it was up to their team to remember they were away, to put it on their calendar and record it,” recalls Alessandra. “We were wasting time calling and emailing employees because we didn’t know they were away.”
Dots CEO Paul Murphy had been doing some research of his own and believed Pingboard could be the solution they had been looking for. Under his suggestion, Alessandra checked them out and immediately fell in love.
Pingboard addressed all of Alessandra’s concerns, from reporting and tracking to adaptability.
“Pingboard’s service can be tailored to all types of absences whether big or small, from illnesses and bereavement to car trouble and delays,” Alessandra explains. “Having this flexibility means that I don’t need to fuss with spreadsheets or try to remember who is where and why.”
[Our CEO] thought it looked like an interesting solution for us—he couldn’t have been more right.
An Informed and United Team
Pingboard’s implementation proved uneventful in the best way possible. The system perfectly integrated with Dots’ existing tools, and employees embraced the user friendly new platform.
“Setting Pingboard’s out of office message is just as easy, if not easier, than sending a mass team email,” says Alessandra. “We’re no longer stuck searching through emails for out of office messages, now we can log into Pingboard, or check their app, and get an immediate snapshot of who is out of office.”
As an added bonus, Pingboard was fun and completely adaptable—a tool employees actually enjoyed using.
“What we really love is the different statuses and settings. They allow us to know when we can expect someone back, either later that same day, the next day or next week,” she grins. “You can say you will be away for the morning, that you are working remotely, or away on business travel instead of simply ‘out of the office.’ These variations give more of an understanding to absences and have had a huge positive impact for us.”
Improved Efficiency, Confidence and Community
If Pingboard had exceed Alessandra’s expectations during implementation, she was blown away at the impact it had on her role in the months that followed.
“Pingboard has improved my efficiency by a large degree,” boasts Alessandra. “I no longer have to sift through my inbox searching for out of office messages. I’m not tracking and recording dates and reasons for absences; all this information is right there for me in Pingboard.”
A better informed team has made for a happier, more connected community.
“Now people know where their team is. There is no longer a need for mass emails because the trains are running behind, you can go to Pingboard and update your office status,” Alessandra describes. “Emails, especially mass team emails, can sometimes magnify a small issue, giving it more time and attention than is necessary. Pingboard is a much more appropriate platform for absence reporting.”
Summing it up, Alessandra couldn’t feel more confident that Dots has found the right fit, both now and for the long-term.
“Pingboard has been an ideal solution for us,” Alessandra muses. “It’s an efficient way to let people know who is where and allows me to better keep track of absences, they do all this in a fun and interactive way.”
Pingboard has improved my efficiency by a large degree. I no longer have to sift through my inbox for out of office messages. I’m not tracking and recording dates and reasons for absences; all this information is right there for me in Pingboard.