INSIGHT: How to overcome the roadblocks to workforce management success

Businesses are increasingly implementing workforce management systems to assist with monitoring employees’ time, absences and productivity.

3. Underestimating the magnitude of change

The leap from a manual to automated process creates a radical shift in how work gets done. This can create major upheaval and employees may feel stressed.

It is therefore essential to understand and address the individual feelings of loss and stress to facilitate a smoother transition process. Employers must demonstrate empathy and communicate transparently about what will change and how it will improve employees’ lives.

Business leaders must be active and visible throughout the process and can help maintain focus by highlighting milestones while consistently framing the transition in the long-term.

4. Failing to address changing job requirements and responsibilities

Workforce management systems can include significant changes, which can be difficult to absorb without understanding why the solution was implemented. The most critical information to convey early and often is how the new solution will change workforce management tasks and workflows for each stakeholder group.

“Companies should provide training and performance support on the job through integrated business processes and functional tasks, job aids, checklists, process flows, short tutorials and other learning methods to help users gain confidence,” Tarnacki adds.

“All materials should highlight the ways in which the solution delivers convenience, time savings and other benefits.”

5. Not tackling privacy concerns directly

Workforce management systems let organisations track the amount of time spent on a particular project. This level of detail is useful for employers but can cause workers to feel watched and judged in a negative sense.

The key is to emphasise that the new solution is introducing transparency and automation to existing processes of time management, and that this transparency breeds fairness.

In addition, the solution can ensure that employees’ pay is accurate, overtime pay correlates with hours worked and, potentially, employees can gain even more control over their own schedules.

Privacy concerns should be raised directly and openly during the transition and employees should be reassured that the new system is positive rather than negative.

Maintain momentum

After the transition it is important to ensure that the new practices are firmly grounded in the organisation’s culture and that all users are gaining maximum benefits from the system. Business leaders must steer the course for the long-term to encourage sustained adoption.

Highlighting areas where the system has delivered benefits, such as better management of fatigue and overtime hours, can help all employees see the value of the system.

“As organisations grow, so do the advantages of using workforce management software,” Tarnacki adds.

“Effectively managing the transition can help keep the initiative on track and ensure ongoing adoption and use, with lasting results.”

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