Four Ways Workforce Management Can Reduce Administrative Burdens
A software-driven workforce management system can help you streamline and automate many of the administrative processes that cost your organization unnecessary time, effort, and money — allowing you to concentrate on your core business goals.
Let’s explore four ways workforce management can make a game-changing difference.
1. Time and Labor Management
The right workforce management software transforms the time and labor experience for employers and employees alike.
A digital platform enables workers to punch in and out electronically, with all attendance data funneling directly into a centralized system. This alone provides an array of advantages: Managers no longer have to waste valuable time sorting through stacks of paper timesheets or timecards. Time-tracking accuracy is greatly increased, while mistakes are reduced. And costly occurrences like time theft and buddy punching become far less frequent.
In addition, software makes it possible for both managers and employees to view up-to-date information on individuals’ time-off benefits and overtime status whenever they choose. This helps ensure that workers receive any paid time off or overtime due to them, and that employers don’t open themselves up to liability by inadvertently failing to pay. Managers can also see which employees may be approaching overtime and opt to schedule others for shifts instead.
A digital solution is also invaluable when it comes to workforce planning, offering instant coverage calculations that empower you to make informed decisions for your business. Once you input your labor needs, the software measures them against your employee data in order to come up with the most cost-effective formula for whom you should schedule and when — taking into account all available factors.
Done manually, complex coverage calculations are time-consuming and may involve some degree of error. But a digital tool guarantees that you’re maximizing your workforce and minimizing your labor budget while steering clear of pitfalls like overtime and over- or under-scheduling.
2. Dynamic Scheduling
A workforce management platform that includes a dynamic scheduling component can revolutionize the cumbersome process of employee scheduling.
With an intuitive, graphical scheduling interface, managers can create digital shift schedules ahead of time, based on labor needs and employee resources, and replicate the template going forward. All employees are made aware of schedules as soon as they’re published, via mobile app. Managers can assign shifts or leave them open for employees to pick up themselves, and if an employee becomes unavailable at the last minute, they can notify co-workers so that someone else may pick up the shift.
Scheduling software facilitates instant communication and helps you get rid of paperwork and avoid missed shifts. Moreover, the ability to filter employees based on specific criteria — like availability, location, and qualifications — ensures that you’re always scheduling the right people in the right places at the right times.
Mobile technology is a key aspect of a successful workforce management solution. Not only does a mobile app allow employees to punch in and review their benefits electronically; it also enables them to see shift schedules the moment they’re posted, and to communicate with managers and each other in real time.
Last-minute changes are the bane of managers in charge of scheduling, but with the ease and convenience of mobile, the problem is solved. If an employee is unable to cover a shift, they can simply send a mobile message alerting their manager and fellow workers. Another available, qualified employee can offer to take the shift, and once the manager approves the trade, the shift is filled.
A mobile app saves managers time and trouble, but it also empowers employees by giving them more control over their own schedules — which in turns leads to improved work-life balance, less burnout, lower turnover, and increased retention.
- Data and Analysis With workforce management software, you don’t need to pore through paperwork to track down your time and labor data — it’s right there in the system and readily available. An abundance of vital information is at your fingertips: employee time and attendance records, labor costs, coverage statistics. But these numbers aren’t just nice to have; they’re crucial to the future of your business.
High-quality software includes sophisticated tools that help you analyze your data so you can make smart choices going forward. Are your labor expenses higher than they need to be? Are you running into overtime issues? Have you had any coverage gaps? Are you maximizing your workforce and minimizing your budget? The answers to these questions will determine what changes you choose to implement as you plan for your next period of business activity.
The robust data and analysis capabilities of a digital solution mean that workforce planning doesn’t have to be a guessing game. A wealth of in-depth, easily accessible information on your employees, costs, and coverage equips you to make educated decisions that serve your bottom line.
4. Automated Compliance
Compliance is another persistent obstacle for businesses. Federal, state, and local laws are complicated to begin with; on top of that, they’re constantly changing. Through lack of oversight and inadequate record keeping, many organizations put themselves at risk of costly violations that damage their finances and reputations.
A workforce management platform helps you avoid these traps. Rather than struggle with manual procedures, you can input legal requirements — from paid time off to overtime — directly into the software, which keeps track of them for you and ensures that you’re adhering to them. So when an employee requests leave or works overtime, say, the system processes this, and compliance is automatic. It’s an algorithm, no longer at the mercy of human error.
When laws evolve, as they inevitably do, you can simply make adjustments to the rules within your software, so that you’re always up to date with the latest regulations.
Attendance on Demand offers leading workforce management solutions for your organization. Learn more and request a demo today at attendanceondemand.com.
Employees have feelings too, and a smart manager would do their best to incorporate them into daily practices.
Employees are not just employees — they’re people with a range of needs and feelings — and smart managers should always incorporate this fact into their daily practices.