How to Choose a Workforce Management System?

Today’s workforce management (WFM) systems help companies to maintain the required level of service at lower costs. Automated WFM systems save substantial management and clerical time, while reducing labour costs by optimizing staffing resources.

You are probably already familiar with the benefits of WFM and what it can do for your business. But when it comes to choosing a WFM solution, how do you select the right one?

Here are some guidelines to consider when choosing a WFM system:

1. Invite all qualified vendors to present their products. Insist on a detailed demonstration and ask questions about how their system would meet your needs, including scheduling, time and attendance, absences and interfaces to payroll and HR. Make sure that you have everything covered, even if you do not intend to implement all modules in the very beginning. You do not want to replace systems after 6 months.




2. Talk to other users. At a minimum, talk to three or four other organizations similar to yours, that have implemented a system. Visit at least one of these and talk to managers about the benefits they have received as well as the day-to-day users about ease of use and customer support.




3. Make sure that the product is localized. An important component of Workforce Management is time and attendance and absence management. Unlike other systems, Workforce Management needs to comply with the local legislation of working hours, overtime, time-off etc. This gets even more complicated as legislation often changes and maintaining full compliance with local labour laws is an ongoing process.




4. Consider vendor support. Workforce management software systems are not simple, off-the-shelf packages. They require specialized training and ongoing consultative support to make the most of their capabilities. Ask about customization capabilities, documentation, training, and access to customer support. It is also important to understand the product roadmap for future upgrades and enhancements.




5. When you compare, consider more than just the price-tag. Prices for workforce management systems cover a wide range, depending on whether you are considering a single module or a comprehensive integrated system. Some of the more comprehensive packages may seem expensive, but do not lose sight of the fact that each employee may have a cost of $10,000 annually or higher. Saving just a couple of employees’ labour expenses can quickly justify the cost of even the most expensive package.
   




6. Plan for a successful implementation. During the purchase process, it is critical to communicate and motivate everyone in the business to participate in the process. While implementing workforce management results in a more efficient operation and a less stressful environment in the long run, such an implementation may mean a cultural change for supervisors, HR, payroll and management in the short term.

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