Implementing an effective and fully-functioning workforce management system is a project that takes time, effort and quite the budget. Using a WFM solution provides organizations with many benefits, including increased control and reduced costs. However, many companies struggle with their WFM projects going over budget – whether this means a time delay, or the project costing more than anticipated.
Listed below are some important things to keep in mind when planning to invest in a WFM system.
When deciding how to build a customized workforce management solution, make sure to:
- Find the right provider: ensure that the company you are buying from can provide an industry specific and customizable system
- Be careful with customization: using methods in the system that are uncommon can lead to glitches; you may want to steer away from any complex ideas altogether
- Consider integration: ensure that the system can be integrated with payroll and other HR systems that the company already has in place
Here’s what you should consider when developing a timeline for the project:
- Time needed for communication: costly projects like this usually require approval from upper management, who may take time to analyze the decision
- The complexity of the system: the more complicated the system, the more time it will take to be trained and fully understand its use
- End-user adoption: the system cannot be integrated in the company fully until the end-users are comfortable with it
Here are some other suggestions:
- Choose the project team wisely: make sure that the people being trained on the system are the ones who will be using it, or are capable of training others on it
- Avoid false expectations: ensure that the company and the provider are on the same page in terms of requirements (this will allow for a more honest cost and timeline estimate)
- Research, Research, Research: find out more information on pricing and timelines by talking with partners, consultants, and other companies in your industry or individuals you know who have overseen the implementation of a WFM solution in the past
Aside from the technical aspect, it is important to:
- Align the system with company objectives: for example, if your company strives for employee satisfaction, don’t use the system to implement shorter break times and reduced tolerance for absences; this will ultimately lead to decreased worker morale
- Examine current processes and policies: automation helps with organization, but if the policy itself is hard to follow, it should be reassessed as a whole
- Be realistic: don’t think that your company will be “the exception”; if similar companies in parallel industries have had problems with implementing a WFM solution, address these potential conflicts and find ways to prevent them from occurring
- Be patient: don’t rush the project, as it will undermine the potential benefits
The potential benefits of implementing a workforce management solution are huge – centralized information, faster communication across levels of the organization, decreased costs, and increased control. However, it is a large investment, and should be thought through accordingly. By taking into consideration the advice mentioned above, your company will have a solid project plan, ultimately leading to an accurate time and budget estimate.
Visit our website to find out more about workforce management systems, and how the above mentioned practices can be considered when choosing a solution for your company!
