5 Tips For A Successful WFM Software Implementation

In this final article in our series on change management, we’ll go over some tips for implementing new workforce management solutions.

Even if you’re using workforce planning software already, there are some important things to review when switching to a new system so you can optimize how it aligns with your needs. Consider the steps below when developing an implementation plan alongside your change management strategy.

TIP 1. Assess Your Current WFM Processes

Before implementing a new WFM system, it’s essential to thoroughly assess your current processes and needs to lay the foundation for a successful deployment. Your workforce management software provider should consult with you to help you assess whether your current system is truly meeting your needs and what can be improved.

Evaluate Existing Workflows

Start by conducting a detailed evaluation of your existing workflows. This involves mapping out how current WFM processes function, identifying inefficiencies, and understanding the pain points experienced by employees.

Document each workflow by creating process maps showing current steps and dependencies, measuring time spent on manual tasks, and calculating error rates and correction time. Also identify compliance risks and documentation gaps, and quantify the costs associated with inefficiencies.

Common WFM Pain Points

Common workflow pain points to assess in order to pave the way to more effective workforce management include:

• Time and attendance tracking: Manual timecard entry leading to calculation errors; inconsistent enforcement of attendance policies and compliance management; a time-consuming payroll reconciliation process.
• Employee scheduling management: Schedule conflicts due to lack of real-time visibility; inability to quickly accommodate last-minute changes; poor matching of employee availability and skills to shift requirements; inefficient communication of schedule updates.
• Performance monitoring: Limited access to real-time productivity metrics; delayed response to service level variations; difficulty tracking adherence to schedules.
• Forecasting and planning: Inaccurate prediction of staffing needs; reactive rather than proactive staff planning; limited ability to analyze historical patterns; poor alignment between staff capacity and demand.
• Employee communication: Fragmented communication channels; delayed responses to time-off requests; inefficient shift swap processes; limited self-service options for employees, such as the inability to access the software from mobile devices.

Engage Stakeholders

Involving key stakeholders in this phase is crucial. This includes department heads, frontline employees, and IT staff, who can provide diverse perspectives on how new workforce management systems will best serve their needs.

Engage with teams to discuss their daily challenges and collect data on their workflows. Use methods such as surveys, focus groups, and one-on-one interviews to gather input.

Aside from the direct benefits of getting feedback, this element can have other positive effects. As we mentioned in the previous article, engagement about key decisions is a crucial element of getting employee buy-in, helping create a sense of ownership and commitment to the new solution. When employees see their concerns being addressed, they are more likely to embrace the changes that come with the new system.

TIP 2. Develop a Comprehensive Implementation Plan for Your Workforce Management Solution

With a clear understanding of your current processes and stakeholder needs, the next step is to develop a comprehensive implementation plan for your new enterprise workforce management software, to help you meet the requirements that you established earlier.

Set Clear Objectives

Establish specific, measurable goals for the implementation process. Goals could range from reducing overtime costs, improving scheduling accuracy, enhancing employee satisfaction, increasing overall productivity, or reducing labour costs by a certain percentage. For example, if your aim is to cut down on scheduling errors, specify a target percentage reduction within a certain timeframe.

These objectives will serve as benchmarks to evaluate the success of the new system. When everyone is aware of the goals, it helps align efforts across teams and reinforces the importance of the new solution.

Create a Timeline

A structured timeline is essential to keep the implementation process on track. Break the project into manageable phases, perhaps starting with a pilot program that allows for testing and feedback. This phased approach minimizes disruption and allows teams to adapt gradually – and again, as we discussed in the last article, incremental implementation can help encourage technology adoption.

You could start by implementing the workforce management system in one department before rolling it out companywide. This allows you to identify any issues early on and make necessary adjustments without impacting the entire organization. Alternatively, you may decide to implement critical features first and add to it later, as this comes with less risk of operational disruptions.

The plan should contain dates for key milestones as well as KPIs to measure the implementation’s success.

Resource Allocation

Ensure that you allocate the right resources to support the implementation. Assign roles and responsibilities to team members, clearly defining who is responsible for different aspects of the deployment; this will minimize confusion and keep the project organized.

Also consider whether you need to allocate budget for external consultants, additional training sessions, or upgrades to your wider technological infrastructure to facilitate a smooth transition.

TIP 3. Invest in Training and Support

Training is a critical factor in the success of any new technology implementation. On the contrary, a lack of training prevents employees from adopting new software – so make sure they are provided with sufficient material from the start and have access to ongoing support.

Role-Based Training

A one-size-fits-all approach to training isn’t always suitable – especially with a comprehensive workforce management solution like MANUS WFM that can be adapted based on different job roles.

It’s therefore a good idea to develop role-based training programs tailored to the specific needs of different users. Managers may require training focused on analytics and reporting features, while frontline staff might need hands-on training with attendance tracking tools, for example.

Ongoing Learning Opportunities

The learning process isn’t over once the initial training is complete. It’s important to offer ongoing training opportunities and resources, such as refresher courses, user guides, and FAQs. This helps reinforce knowledge, ensure employees are using the system to its fullest potential, and address any new features that may be introduced.

Encourage employees to ask questions and seek support whenever needed. Providing accessible resources will help them navigate challenges as they adapt to the new workforce management tools.

Establish a Support Network

In the last article, we mentioned having a community of ‘super users’ – employees who have mastered the new system and can advocate for it and assist others. To develop these users, identify staff with strong communication and technical skills. Provide them with training beyond the basic functionality and teach them troubleshooting skills for common issues. And be sure to reward their contribution.

TIP 4. Create an Environment of Open Communication and Feedback

Clear communication and feedback are essential throughout the implementation process, helping to address concerns and enhance user engagement.

Encourage Open Dialogue

Regular check-ins and updates keep everyone informed about the implementation’s progress. Schedule meetings to discuss milestones, address challenges, and share success stories. Encourage team members to voice their thoughts and questions.

Feedback Mechanisms

Establish channels for gathering user feedback on the new workforce management solution; this could include surveys, suggestion boxes, or dedicated focus group sessions. Analyzing this feedback will provide valuable insights into user experiences and areas for improvement – and as mentioned, this employee involvement will encourage the software’s adoption.

TIP 5. Monitor Progress and Iterate as Needed

After deploying your new WFM system, it’s essential to monitor its effectiveness and make adjustments based on user feedback and performance data.

Track Key Performance Indicators

Monitoring usage and performance metrics is crucial for evaluating the success of the new system. Focus on relevant KPIs that align with your initial objectives, which you defined earlier – such as scheduling accuracy, employee productivity, and labor cost savings.

If one of your goals was to improve scheduling accuracy, for example, keep tabs on error rates. As for user engagement, consider adoption rates, time spent using the system, and feature utilisation rates.

Adapt and Improve

Flexibility is key to successful implementation so be prepared to make ongoing adjustments. Also be sure to communicate any changes or improvements to the team. As we discussed before, celebrating early wins can motivate employees to engage more fully with the new workforce management solution, so highlight any improvements in efficiency, accuracy, employee engagement and satisfaction, and so on.

Conclusion

To summarize, our five tips were: assessing current processes and areas for improvement, developing a comprehensive implementation plan, investing in training and support, establishing open communication, and monitoring progress with a view to continuously improve.

Your software provider should support you throughout implementation planning and execution. At Manus, our WFM expertise is at your disposal as throughout the process of implementing our comprehensive workforce management solution. To learn more or request a demo, contact us today.