What is workforce management?

In order to get ahead and excel where the competition falter, a good company needs to have a broad overview of its objectives, its roadmap and, maybe most importantly, itself. This is where workforce management comes in.

Workforce management systems provide robust scheduling, timekeeping, data analysis, and compliance techniques that help anticipate challenges ahead and forecast workloads. Ultimately reducing risk by optimizing productivity.

And to meet present and future challenges, workforce management tools and apps are continually updating and evolving; affording employers the opportunity to track time and labor, as well as absence, and safety and security compliances.

But monitoring the comings and goings of staff is more than a matter of good practice or micromanaging for the sake of it. It’s the ability to analyze what we know, in order to determine what is needed – thereby creating consistency across the workforce.

How workforce management works

A good workforce management system is not necessarily a dictated one. And it would be wrong to assume it will push your organization into a mold that doesn’t suit your specific needs.

It’s about finding an optimal fit, to get the long-term positive effects that you’re after, by analyzing historical data to predict future requirements.

In order to create a scheduling model that tracks employee time and attendance, you’ll need to adhere to the following steps:

Have a goal

By setting objectives and aligning the workforce to meet them, your business will be invigorated with purpose and direction.

Check the cupboard

Perform data gathering and analysis to ensure your goals are based on the reality of your company, rather than some perceived positive. “When it comes to our industry, we’re pulling ahead and leading the way.” Are you? What does the data indicate? There’s no sense setting out to improve if you can’t have a candid conversation about where you’re currently at.

Shop around

In order to succeed, you must find a solution that works for you. This is another level of research, this time focused on finding the tools and technology that will help you achieve your goals. And with a wide array of tech advancements, it’s worth taking the time to weigh up your options.

Commit across the board

Create standardized procedures across the entire workforce to give your solutions the best chance to thrive. Like planting seeds, they won’t simply grow on their own, everyone must be attentive and work toward that common desired outcome.

Get a helping hand

Explore automation angles and strategies to maximize productivity and reduce costs during this transitional period.

Where are we?

And finally, track your progress. As with any cultural shift, it’s important to remember this is not a one-off fix. As your workforce evolves and demands morph, so too should your workforce management solutions.

What are the main features of a workforce management solution?

Each industry will have different requirements but there will always be a Venn diagram of common ground.

Being on time

Easily one of the most important aspects to address is scheduling and time management. Without a solid system in place, companies are not able to monitor, assess and delegate to the fullest potential. Because without effective time management, your disparate assets are largely operating chaotically in the dark.

Improvement through assessment

Data analytic software gives you the ability to observe and oversee the effectiveness of the onboarding, training and optimization steps that you have taken. Thus highlighting areas that can be improved.

Filling the coffers

Forecasting is nothing without smart and frank budgeting. You can’t plan for every eventuality but having the wherewithal and preparedness to deal with whatever is coming down the pike, is obviously advantageous. And when you need to take action, the funds have to available.

Positive expansion

With workforce management tools tracking areas to be improved across your business, the next step is to employ the necessary resources to meet those needs. Through workforce management investment, your HR departments will be better equipped to source and hire new team members.

Financial advantage

Several workforce management packages come with report generation which covers payroll admin, benefits for employees, tax mandatories, and broad fiscal data.

Staying ahead

Companies are bound by countless compliances that continue to unfold as society progresses and technology leaps ahead. In order to maintain competitive status and remain an attractive prospect, it’s crucial to stay up-to-date and compliant.

The benefits of workforce management

Harnessing a suite of workforce management solutions has a whole host of benefits for businesses far and wide. By incorporating time and attendance tools, managing absence and overtime demands, improving payroll processing, and digitalizing outdated practices, productivity will soar.

Optimization leads to fewer errors, meeting ever-changing standards, maximizing efficiency, motivating employees, and reducing unnecessary costs.

This is because, thanks to comprehensive workforce management deployment, your organization will be operating as a unified unit. Employee satisfaction will climb as their time is being utilized properly and no matter how intense or complex the workload may be, there is a clear indicator of what is being sought out and how it can be realistically achieved.

It also sends the right message. Namely that yours is a company that cares about staff wellbeing, and understands they are at the heart of your ongoing success. You take the time and effort to look inward to ascertain what can be improved, so that turnover is kept low, the industry’s best and brightest find you enticing, and working at your company is a point of pride.

In addition to a satisfied, productive, diverse workforce, the benefits extend to accountability, liability and legal obligations. And by paying attention to and staying compliant with the ever-changing social landscape, your business will encounter fewer data security risks, reduced danger of fines, and the cementing of your position as a thought leader.

How to choose the right workforce management solution for your business

Another key benefit of a holistic, full-picture overview is the option to narrow in on a specific section. A laser-focused precision that, when an issue arises, can be seen both in full context, as well as in silo. So, knowing how to pick the right workforce management solution for your organization, essentially comes down to your idiosyncratic business needs.

That said, there are a handful of features that should form an ideal criteria wishlist; and user experience should be very high on that list. No matter how involved, detailed or all-encompassing a solution can be, if all these amazing features are locked behind convoluted layouts and confusing presentation, they’ll be lost and barely utilized.

You must be on the lookout for workforce management tools that reflect your needs, can be integrated with your existing systems and gels with your culture – in terms of layout, usability and appearance. Not to mention, an array of gold-standard protections and security features that are updated regularly.

Your investigation should also shine a light on the human capital management (HCM) features that are woven into the fabric of the tools or apps you’re planning on investing in. HCMs are employee wellbeing facets, that include employee experience surveys, management training systems, benefits administration and other appealing components.

Workforce management tools and software

Digitalization of the workplace has been slowly rolled out since office computers were first able to connect to the internet. But for various reasons, the adoption rate was limited to a moderate pace. That, of course, all changed in response to the pandemic.

Suddenly, what was unattainable, expensive or a ‘problem for tomorrow,’ became an urgent necessity. And out of this rapid need for radical change, several organizations saw a great deal of potential. Giving rise to what is now known as the low touch economy: the way in which we can conduct multilevel business operations, around the globe, with minimal direct contact.

Subsequently, there are myriad workforce management examples which take full advantage of this hunger for a digital solution. Believe it or not, there were many companies who would complete rosters or time and attendance data via hand, on paper. But that is changing, as it’s now projected that time tracking software will see a compound annual growth rate of 8% all the way to 2027.

And specific programs aren’t the only type of tool on the rise, cloud-based systems already reign supreme. Covering data storage, on-demand courses, regular interactions, and other fundamental HR duties. This allows employees and employers to access a wide range of functions, quickly, easily and safely from arguably anywhere in the world.

And this freedom to connect has shattered preconceptions of what a modern business looks like and how it operates on a daily basis.

Remote workforce management: solutions for the future of work

Another giant shift credited to the global impact of the pandemic, is the normalization of hybrid and remote working. Over the last few years, it has become clear that workers want their workplace to reflect their preferences. And the best compromise seems to be the option of coming into a traditional office environment, a hybrid part-time structure, or entirely remote working. With 92% of employees expecting to work from home at least 1 day per week [Source: Owllabs].

Thankfully, digitalization means so many employees, no matter where they’re based, can seamlessly perform their duties without major obstacle.

But while working off-site can present interesting challenges for workforce management, the solution is straightforward and oftentimes very similar: identify the pressures and utilize a combination of techniques and technology to alleviate them.

Isolation

Even if we like to get our heads down and focus on a specific task, most employees like to feel like they belong. And one of the toughest impacts for remote workers, is a sense of loneliness and isolation that breeds low morale.

Home/work boundaries

Even if you have a designated area of your home cordoned off for work purposes, you’re still at home. And setting a boundary between home and work life can be incredibly tough. Doubly so if you consider the responsibilities that come with owning a pet or having children – both of whom may not understand why the door is closed or you simply don’t have the time to give them attention.

Connectivity

Heating, power and internet connections are at the forefront of everyone’s minds at present. And where this would have previously been a matter entirely divorced from work, this is no longer the case. Downloading files, attending meetings, staying connected and engaged, are all subject to reliable networks. After all, what use is cutting edge digitalization if your employees can’t access it in the first place?

Productivity and KPIs

In a shared environment, it takes only two seconds to check on an employee to see if they are up-to-date or struggling. Similarly, looking over your monitor to ask a colleague to check something takes moments. Yet for remote workers, this isn’t always the case – with some not wanting to send an email or message because it may feel like bothering fellow employees or managers. But the key to maintaining positive engagement and motivation is a healthy focus on communication.

In fact, open communication and support can be the answer to all of these challenges – just as they would in the office. As it’s the only way for staff on every level to feel comfortable enough to raise concerns and work toward effective, lasting solutions.

Register for our thought-provoking webinar for crucial insight into the macro-economic impacts that could influence workforce management in 2023.