Workforce Management System enables a business to streamline routine processes, reduce costs through scheduling, and increase productivity to optimize operational efficiencies of the employees. The main goal of workforce management is to schedule and track the workforce.
Workforce Management solutions refer to all the activities that are used in maintaining a productive workforce. HR activities, attendance, time, benefits, payroll management and many other functions simplify the processes and minimize the minute potential errors.
Workforce management helps businesses to manage budgeting and forecasting, shift scheduling, workforce management analytics and self-service capabilities.
Enabling businesses in developing and retaining amazing talent, training employees, monitoring the performance of each employee and including employees in the scheduling process ensures added security to the standard systems. A robust workforce management system can gain insights into the happening and on-going processes of the employees through one convenient platform.
Accessibility of this data makes WFM systems far more convenient as a user can log on to this software platform and access all the data and analytics conveniently on one screen using a desktop/laptop or a smart device such as a smartphone or tablet etc. from any location with an active internet connection. Ease of access to WFM systems is extremely advantageous over traditional manual methods of maintaining and accessing company records and analytics. Workforce Management Systems offer the most important insights into your business and employee metrics.
Features of a workforce management system
Virtual Contact Centre: A virtual contact centre is very similar to a traditional call centre but allows for agents to operate from multiple locations. This allows contact with employees from various locations using channels such as email, phone, chat and video conferences. It improves accessibility, communication modes, and comfort of usage which is why it has become a valuable option for modern customer service. This efficient communication method can be used for customer service operations as well as to stay in contact and performance assessment of employees operating from various locations.
Workforce Optimisation and Scheduling: With the help of a Workforce Management System the number of employees and their work scheduling with requirements can be easily gauged and assessed. This allows the available workforce to be used and scheduled to work efficiently and optimized to cut costs, save time and increase productivity. With an efficient staff scheduling system such as this, staffing can be automated based on various variables such as vacations, leaves, workloads, availability and absences. This can avoid problems that occur when scheduling is done manually, such as time consumption, inefficiency, being understaffed in times of critical need, and so on.
Time and Attendance: Attendance patterns of employees and time can be tracked and managed efficiently with Workforce Management tools and processes to help companies get a better insight and predict changes in staff absences/leaves and demands. WFM systems can provide analytics that companies can use to improve payroll accuracy, locate gaps in coverage, and address lateness and absentee issues.
Budgeting and Forecasting: The backbone of company projects, forecasting is required to know how much and the type of staff needed for various projects and work planned throughout the year. With WFM automation, forecasting and budgeting can be done efficiently and works with variables such as seasonal variations, holiday demands, etc. This allows firms to calculate forecasts and budgets to balance workloads as labour demands change and optimize staff deployment.
Real-Time Adherence: An important function for a company to run efficiently is the adherence of the employees with the planned schedule. RTA – Real-Time Adherence is a WFM metric that helps assess if employees are adhering to the planned schedule. It essentially displays in real-time what an employee is scheduled to be doing and what the employee is actually doing. Employees can be audited to see if they are out of adherence and rectify the problems as RTA and performance management has a huge impact on the company’s efficiency.
Administrative Control: Workforce Management systems give a manager administrative control to properly oversee and gauge the performance of various employees and aspects of the company through a real-time updated software platform. Every working aspect of the company can be inspected and overall growth or decline of parameters can be seen to make any necessary changes and improve the company’s systems. This gives full supervisory control to information and working of the company and helps to improve the company in all aspects.
Additional Elements of Workforce Management Systems are:
Advanced Messaging – Advanced messaging is quite essential for direct communication with the workforce. This workforce management software will get rid of the need for employee meetings every now and then which can affect productivity.
Customized Dashboards – Customised dashboards are an important element of workforce management software as organizations could modify the ways in which we interact with the workforce entirely.
Access on mobile devices – Monitoring of remotely operating employee’s attendance and performance. This seems important in the coming times as we expect a shift of major workforce operating remotely.
Clock against projects – The workforce management software helps the hourly employees like freelance workers who will be paid by project or task. The software makes it easy for organizations to clock against task or project, instead of the usual 9 AM to 5 PM work every day.
Real-time reports – The reports will allow the organization to monitor and supervise the workforce’s real-time employee output to make sure if the hourly basis tasks are completed adequately.
The ultimate goal of the company is to generate profits by offering products or desirable services. In most cases, the organizations usually focus on trying to increase their revenues to see better margins of profit. While lowering the costs can incredibly be effective at improving margins, Workforce Management software helps the companies to reduce the costs by maximizing the contributions of the individuals.
For organizations that manage a huge workforce, understanding and finding ways of managing and optimizing the productivity of the employees is essential for the organization to be successful, productive and profitable.
Loaded with multiple features and benefits, a Workforce Management System is a necessary positive step to minimize costs, maximize productivity, monitor workforce, eliminate manual errors, simplify processes and communication, and take your company’s growth and standard to the next level.