Clocking Devices: From Compliance to Empowerment and Insights

Partners / 23 Jun 2025

Modern clocking devices do more than track attendance. They empower employees, increase transparency, and unlock insights when integrated with workforce management software. Learn how activity-based tracking improves operations, billing, and employee motivation.

Time Tracking Without Stress: How Clocking Devices Bring Trust & Insight

It is the end of the month. Time is ticking, tension is rising. Have all the hours been entered correctly? Are the breaks approved? And what about that one employee who always submits his hours at the very last minute?

For many HR departments and planners, this is a familiar situation. But employees themselves also experience anxiety. Sometimes they see time recording as a control: ‘Don’t you trust me?’ This resistance is understandable – especially if time recordings have to be adjusted afterwards or if discussions arise about the correctness of the salary payment.

This is precisely why modern time registration offers a solution. Clocking is no longer a form of supervision, but a means of creating trust. Everyone knows: the hours are correct, the payout is correct, and there is no need for endless back-and-forth communication about corrections.

With the right clocking-devices and a well-designed WFM system, this fuss disappears. You get overview, clarity and peace on the work floor.

Time-Tracking on The Rise

The popularity of clocking devices reflects this demand – valued at USD 3.06 billion in 2024, it’s forecast to reach USD 5.58 billion by 2033.

What additional attendance tracking features are companies looking for? Well, there’s a lot to gain from tracking time on a more granular level, breaking down records by activity or project.

In this article, we’ll explore how companies can benefit from activity-based tracking, and how this is supported by versatile clocking devices.

The Benefits of Activity-Based Time Tracking

Clocking devices record who is working when, where, and sometimes even on what. In practice, this means: employees clock in when they arrive and out when they leave—optionally for breaks, task changes, or location shifts. The data is automatically stored and sent to a central system. No sticky notes or spreadsheets needed.

However, time tracking is no longer just about logging when someone starts or finishes their shift. When done right, it becomes a tool for building trust, improving performance, and creating real business value.

By recording hours per task, project, cost center or client, you gain a far more accurate and actionable view of how time is used. Here’s how this benefits both your organization and your people:

Improved Payroll Accuracy and Regulatory Compliance

Activity-based tracking reduces errors and grey areas. Employees see their hours clearly registered, including overtime or shift differentials. That transparency builds confidence and minimizes disputes over pay. It also ensures compliance with labor regulations, collective labor agreements and internal rules.

Transparent and Fair Work Culture

When employees know that their time is recorded accurately and used fairly, it fosters a sense of trust. Instead of feeling watched, they feel valued. Time tracking becomes a shared tool that reflects real effort and contribution. This can improve morale and support a more collaborative workplace culture.

Increased Engagement and Accountability

Recording time per task helps employees take ownership of their work. They see how their input connects to business outcomes — whether that’s a completed project, a satisfied customer, or an improved process. This awareness boosts engagement and reinforces a sense of responsibility.

Operational Visibility and Smarter Decision-Making

Time data shows what’s really happening in your business. Is Project A running over time? Is too much labor spent on repetitive tasks in customer service? These insights let you fine-tune planning, improve workflows, or address skill gaps through training. You stop guessing — and start managing with facts.

More Accurate Billing and Job Costing

Tying hours to clients or projects enables itemized billing—eliminating disputes and building trust. In manufacturing, you’ll know exactly how much labor goes into a batch or production line—crucial for cost calculations, pricing, and quotes. These benefits only come from combining modern WFM software with the right web-connected time clocks..

Clocking Devices for Every Environment

No two workplaces are the same. Clocking hours in retail is different from logistics or manufacturing. That’s why MANUS offers Datafox time clocks—reliable hardware tailored to each environment.

Sector Applications:

Retail: Clock in/out per store, track hours per task (e.g., register vs. shelf restocking), sync with planning
Logistics: Log shift start/end times, breaks, and activities like picking or loading
Manufacturing: Track time per production line or maintenance task per employee—hardware built for tough conditions
Hospitality: Flexible tracking for part-timers or seasonal staff. Clock in on site or via app

Everyday Use Cases

Datafox offers a wide range of time clocks for all kinds of settings. For example, install a wall-mounted terminal near the staff entrance in your distribution center. Employees clock in using their chosen method—ID, badge, etc. The data is then seamlessly integrated into your ERP or WFM system..

Designed for Tough Conditions

Datafox devices are built for rugged environments — resistant to dust, gloves, temperature swings, and more. They also work offline, making them ideal for fieldwork and industrial facilities.

Compatible Clocking Methods

Clocking devices support multiple identification modes. Here are some of the scenarios in which companies use each mode.

RFID Clocking: Fast & contactless ideal for high-traffic or gloved situations
RFID clocking involves employees carrying a small RFID tag, often embedded in an ID card or key fob. The time clock device has an RFID reader so the employee can quickly clock in by holding the card near it. This fast, contactless method is beneficial in high-traffic scenarios or where employees might have dirty hands or gloves on.
Barcodes: Useful for logging by employee, task or project
A barcode clocking system assigns a unique barcode to each employee or task. Employees might have a barcode on their ID badge, or job sheets might have barcoded project codes. The clocking device scans the barcode to identify the person or work item.
PIN Codes: A simple back-up when badges are lost
PIN clocking is one of the simplest methods – the employee manually enters a unique code on the time clock interface to identify themselves. PINs are useful as a backup in case ID cards or fobs are lost.
QR Codes: Combines Data in a single scan
QR codes are versatile, able to encode more information than traditional barcodes. They can be useful if you need to include an employee ID plus a location or project code in one scan, for example.

These methods work with both fixed and mobile setups, depending on your needs.

Why You Need WFM-Software Too

Modern WFM tools let you take time tracking a step further. Employees can log hours per cost center, client, project, or even individual tasks. That level of detail pays off in smarter decisions and financial accuracy.

Benefits include:

Accurate hour tracking – no manual errors or disputes
Transparency and trust – employees see their time is fairly recorded
Real-time insights – for HR, planning, and finance
Efficiency – less admin, faster payroll, better reports
Flexibility – choose from RFID, QR, barcode, or PIN
Robust hardware – built for dusty warehouses, damp kitchens, or mobile teams

MANUS WFM & Datafox: A Powerful Combo

Using MANUS WFM together with Datafox clocking-devices means working with a seamlessly integrated system. Whether you’re in retail, logistics, manufacturing, or hospitality, this solution is reliable, flexible, and robust.

Datafox clocks come in various models, from wall terminals to mobile devices, and integrate directly with your WFM environment.

Conclusion: Empower Your Staff With Better Time Tracking

Clocking devices aren’t just about control. When paired with enterprise WFM software, they become tools for trust, clarity, and better performance. You gain insight. Employees gain confidence. And together, you get the full value from every hour worked.

Want to explore how Datafox devices integrate with MANUS WFM? Get in touch with our team.

Clocking devices turn time tracking into a source of value. In combination with WFM software, they drive smarter scheduling, higher employee engagement, and greater control over labor costs.

International WFM: Scalable Software For International Growth

WFM / 10 Jun 2025

Expanding internationally means managing people, processes and legalities across borders. That’s not easy – unless your workforce management system is built for it. From multilingual support to compliance automation and scalable architecture, MANUS WFM helps global organizations streamline operations and support local teams. In this article, you’ll discover how our solution tackles key global workforce challenges and why it could be a strategic advantage for your business.

Tackling International Workforce Challenges: How Our Workforce Management Software Supports Global Growth

International expansion brings significant workforce management challenges. There are human factors to consider (such as language barriers), technical factors (i.e., software scalability) and legal factors (i.e., compliance with labor and data protection laws).

In this article, we explore how advanced workforce management tools – combined with industry expertise – helps international businesses overcome the key pain points when managing a global workforce.

International WFM Challenges – And How MANUS WFM Solves Them

1. Language Barriers

If a workforce management system only supports one language, employees who aren’t proficient in that language may struggle to access crucial information, leading to misunderstandings and compliance risks.

A survey of executives conducted by Forbes Insights and Rosetta Stone reveals the consequences of language barriers:

67% of executives said that the resulting miscommunications were causing inefficiencies
46% said it made collaboration difficult
42% said it compromised productivity
24% said it made it harder for management and executives to get respect from employees
24% said it makes it harder to attract and retain talent
16% said it actually reduced employee retention
And 21% said it compromised worker safety

How MANUS WFM Breaks Down the Barriers

Our software supports 35 languages, including localized versions of the ESS Employee Self-Service (ESS) app, so each employee can use the system in their preferred language. This may also increase user adoption by making the experience more intuitive for non-native speakers.

What Does an Employee Self Service App Do?

Thanks to the ESS app, frontline workers can manage their availability, swap shifts, request leave and stay informed about their working hours – all from their mobile devices. They can also use the app to manage personal information and payment details, and receive communications from HR.

This flexibility directly supports work life balance, creating a better employee experience. When staff use the app regularly, it makes things easier for managers when it comes to employee scheduling, leave management and absence management. No more guesswork or chasing workers in order to make schedule changes.

2. Labor Law Compliance Chaos

Compliance with a wide range of labor laws is a major challenge, especially since laws also vary by state or province. On top of that, there’s the variation across roles and contract types. There are almost endless combinations of rule sets to manage.

Staying compliant everywhere can be daunting, and failing to do so isn’t an option. Global businesses need a reliable way to manage schedules in line with the law – without overloading HR teams.

How Our Workforce Planning Software Keeps You on the Right Side of the Law

MANUS WFM has a dedicated compliance engine that enforces different jurisdictions’ rules automatically. This reduces the chances of human error and the inadvertent violations that may follow.

For example, you can configure region-specific pay rules, as well as rules on maximum work hours or mandatory rest breaks – and anything else required by law. The system will flag any violations so you can address them immediately.

3. Data Security and Privacy Across Borders

Companies must meet the data protection and residency laws for different jurisdictions. Of course, laws such as the GDPR are pan-European, so that can make things more standardized. But what if you’re also operating in the United States? What if you’re operating in states such as California which have their own unique laws?

MANUS WFM Protects Your Data

In such situations, it’s crucial to work with a software provider that has the necessary expertise to manage your data correctly.

Again, our system is built with compliance and security in mind. Role-based access controls, encryption and region-specific data hosting options ensure that sensitive information stays protected.

4. Scalability Struggles

Expanding into new regions is as daunting as it is exciting – if your enterprise workforce management software isn’t up to the job. A solution that works for 2,000 employees might struggle to handle the burden of 20,000 or more.

Common Issues When Scaling

Problems encountered can include sluggish response times, data loss and system crashes. Key processes may be delayed, slowing efficiency.

Then there’s data and infrastructure management. Companies need to store ever-increasing datasets while maintaining the performance of database queries, and they need to ensure that data storage costs remain feasible.

But that’s not all. There’s the cost of hardware maintenance (if you’re not using a cloud solution). And the struggle of integrating and modifying software that’s not designed to scale.

A Workforce Management System Built For Scaling

Say Goodbye to Capacity Issues

Our software was built to be highly scalable, which is why many international companies use it. Our customers – in retail, logistics, industry and beyond – don’t need to get bogged down in addressing software performance issues because MANUS WFM handles the data of thousands of employees with ease. Instead, they can focus on optimizing efficiency and reducing labor costs.

Flexible Deployment

Of course, scalability isn’t just about capacity – it’s also about flexibility. The software supports complex organizational hierarchies and multi-site setups, giving you a unified global overview while still giving local managers appropriate control. It also supports many third-party integrations.

Streamlined Processes

The larger your workforce, the less manual work you want to be doing. Our WFM software ensures that administrative tasks are kept to a minimum. The principle of manage-by-exception applies here; your staff are alerted to deviations so they don’t have to perform unnecessary checks.

Automation is also introduced through dynamic workforce scheduling where historical data predicts labor needs. You can then create schedules that align with actual requirements.

But streamlining workforce management doesn’t end here – which brings us to the next point.

Beyond the Software – How Workforce Management Consultancy Takes Things Further

When you have clear WFM objectives, technology alone isn’t always enough. That’s why we provide workforce management consulting services.

Our industry experts are available to guide you on how to fine-tune the configuration in line with regional, operational and legal requirements. They can also help you improve your WFM processes in general and adapt the software to align with your desired business outcomes.

Conclusion

Managing an international workforce is complex by nature, but with the right workforce management solution, it doesn’t have to be a struggle. It can instead be a strategic advantage.

To recap, multilingual support, compliance automation and scalability provide a solid foundation for running global operations smoothly. In addition, WFM consultancy services deliver the human insight needed to adapt to each region’s unique requirements.

MANUS WFM is used by large, international companies that have tens of thousands of employees to manage. It’s a scalable solution founded on deep WFM expertise, allowing our customers to minimize costs and focus on growth. To learn more or request a demo, contact us today.

Managing a global workforce becomes easier with scalable WFM software. MANUS WFM combines automation, multilingual tools and consultancy for sustainable growth.

This is why you need a Multilingual ESS app

WFM / 16 May 2025

The new generation of employees expect digital solutions that work as smoothly as their favourite apps. An Employee Self-Service app makes that happen – especially if it is available in multiple languages. In this article, you will discover how a multilingual ESS app contributes to less HR workload, better communication and higher employee satisfaction. From retail to logistics and industry: a smart ESS app makes your organisation more flexible and attractive as an employer

Why Today’s Workforce Needs Multilingual Employee Self Service Apps

The newest generation of workers are digital natives who use apps to handle day-to-day tasks – in their personal lives and, increasingly, in their professional lives as well.

An Employee Self-Service (ESS) application is one example. These workforce management tools engage diverse workforces when available in multiple languages. They reduce admin for HR staff and give employees direct access to their schedules and leave requests – giving them the autonomy they expect today.

Below, we explore how using ESS apps alongside your workforce management software supports the needs of today’s employees and how different sectors benefit.

Characteristics of the Modern Workforce

Global Reach

Workforces are becoming more diverse than ever, with employees from different linguistic and cultural backgrounds working together. In such organizations, each member of staff needs to be able to fully engage without language barriers.

According to Eurostat, 28% of people employed in Europe in 2022 worked for multinational enterprises. Meanwhile, survey findings show that 9 in 10 U.S. companies rely on employees that speak languages other than English. One third of those surveyed had a high dependency on foreign language skills.

Looking ahead, the requirement for foreign language speakers in retail is likely to increase, since e-commerce is making up a growing portion of retail sales. By 2027, it’s expected that 25% of sales will be through online channels, up from 19% in 2023 (Statista). The demand for employees with different language profiles will therefore grow, especially in customer service roles.

Digital Natives Expect High-Performing Technology

A significant portion of the workforce is now composed of millennials and Generation Z, a large proportion of which have grown up with smartphones, apps, and on-demand information. They naturally gravitate toward digital tools, expecting real-time responses and minimal bureaucracy.

Research by software company, Riverbed, shows that these two generations have the highest expectations for technology at work, and 91% of decision makers believe they need to provide more advanced digital experiences in order to meet their needs.

The Expectation for Flexibility and Autonomy

Younger employees value autonomy. They want the freedom to view their schedules, request time off, trade shifts, and update personal information without jumping through hoops or waiting on HR. A well-designed Employee Self-Service app puts that power directly in their hands.

What is an Employee Self Service Application?

Before we go any further, let’s be clear about the function of employee self service applications. These platforms allow workers to review and manage their availability, schedules, leave requests, personal details, pay information and communications from their mobile devices.

A significant advantage of these tools is the administrative relief for HR teams. Instead of repeatedly answering questions like “Can I swap shifts with someone next week?” or “How much holiday do I have left?” HR staff can focus on other responsibilities. They can also create schedules based on actual availability, reducing the chances of having staff request changes later.

Key Features of ESS Apps

Setting Availability and Viewing Schedules

Hourly workers can set their availability within the app and request to pick up extra shifts. New rosters can be published and made immediately available for employees to view. Staff can also swap shifts with their colleagues.

These functions create a sense of control and empowerment. For young workers, the ability to quickly trade a Saturday night shift in a few clicks could make all the difference to their work-life balance if they usually work the same shift every week. In fact, for any frontline workers in roles with unsociable hours, having some flexibility can be a Godsend – especially for those with families.

Various studies have shown that burnout and a lack of work-life balance leads to ‘quiet quitting’, where staff do the absolute minimum required of them to make sure they don’t lose their jobs. Of course, this is harmful to the organization on the whole, so any tools that give staff more control help protect against this practice and improve the employee experience.

Leave Management

Since younger employees cherish work-life balance, having an app where they can request time off, view their leave balances, and track approvals all in one place is a major selling point.

This option eliminates paper forms and endless email threads. It also creates a transparent environment; staff can immediately see whether their request is approved or rejected, removing guesswork and the potential for manager oversight. The negative implications on employees’ personal lives (caused by delayed responses) are also reduced.

Time and Attendance Tracking

Many ESS solutions let employees clock in and out directly from their devices. But doesn’t this risk time theft, you may be wondering?

Well, it certainly doesn’t guarantee that staff are on the premises when they clock in/out – unless the app uses geofencing technology. With geofencing, users can only clock in or out if their device’s GPS data confirms they’re on the premises or within a defined boundary.

When geofencing isn’t available, some companies will take the risk due to the lower admin costs and streamlined processes compared to paper based systems.

Communication and Announcements

No more crowded bulletin boards or complicated email lists. ESS platforms often include a communications channel for sending out company-wide or departmental announcements, policy updates, or even recognition for well-performing teams. Push notifications ensure nobody misses key information.

Employee Data Management and Compliance

From a compliance perspective, maintaining accurate employee records is critical. With ESS apps, workers can update their personal information when any changes occur. Records then stay up to date while the workload for HR is reduced.

We’ve considered what ESS applications have to offer – so what advantages do you gain by using one with support for multiple languages?

Benefits of a Multilingual ESS App

The ESS app available with MANUS WFM supports 35 languages. What are the benefits?

Building Inclusivity and Reducing Errors

Companies large enough to employ staff from multiple linguistic backgrounds can face communication hurdles, including misunderstandings about schedules, time-off policies, or payroll details. These misunderstandings can lead to costly mistakes, such as scheduling conflicts.

With a multilingual ESS app, each worker has complete visibility; they see the same policies and processes in a language they fully understand, mitigating the risk of misinterpretation and errors.

Employee Engagement and Morale

Making your workforce management system accessible in multiple languages sends a strong message about inclusivity. Staff who feel supported and catered to in this way are more likely to be engaged, with heightened morale.

Seamless Onboarding and Training

Onboarding is simpler when new hires can download an ESS app on day one and immediately navigate it in their own language.

Instead of waiting for a specialized induction from HR, they can quickly learn the basics: how to clock in/out, where to view their work schedules, how to request leave, and so on.

The Impact Across Sectors

How Do ESS Apps Improve Employee Scheduling in Retail and Hospitality?

In retail, scheduling is often a puzzle; peak sales can fluctuate drastically depending on holidays, promotions, or unexpected surges in customer traffic. This environment requires flexibility – and the same applies in leisure and hospitality.

An ESS app allows store associates to take control of shift bidding and time-off requests. Faster response times and fewer scheduling conflicts lead to more optimal coverage, in line with labor needs.

Ultimately, such apps support dynamic workforce scheduling.

Why Should Logistics Companies Use ESS Apps?

Large warehouses and distribution centres often employ a high number of transient or part-time workers from various linguistic backgrounds, making it a prime industry where ESS apps make a difference.

Providing real-time schedules, mobile clock-in/out features, and immediate updates in multiple languages ensures that operations run efficiently. Managers can also broadcast urgent announcements, like weather-related closures or changes to inbound shipment volumes, while employees can respond instantly without language barriers.

How Do ESS Applications Help Call Centers?

Call centers often have international workforces; a single call center may support English, Spanish, French, Italian, Hindi and Mandarin-speaking customers. Having an ESS solution in multiple languages removes obstacles for new employees that work with these markets but may not be experienced with the local language where they’re employed.

ESS Apps for Manufacturing and Industry

A multilingual ESS app provides significant advantages in this sector by enabling simplified management of complex shift rotations, including specialized roles and certifications required for specific production lines.

It also encourages efficient onboarding for seasonal or temporary workers during production surges.

Clear communication of safety protocols and procedure updates in employees’ native languages reduces miscommunications that could impact production quality or safety.

Considerations for Implementation

Integration with Existing Systems

For maximum efficiency, your ESS solution should integrate with your other enterprise applications such as your core HR software. For example, if the app has time tracking features, attendance data could be passed to your workforce management solution and payroll software. When choosing a platform, assess its compatibility with your current technology infrastructure and its ability to scale as your workforce grows.

Phased Implementation and Training

Rolling out a new ESS app to a large, distributed workforce doesn’t happen overnight. A phased approach, where you onboard specific departments or locations first, lets you collect feedback and address any issues before a company-wide launch. Training materials, provided in multiple languages, can be made available via short videos or in-app tutorials.

Security and Privacy

The ESS platform must comply with relevant data protection regulations and include robust security protocols. Authentication measures, like single sign-on (SSO) and secure cloud hosting, assure both employees and management that sensitive data is protected.

Seek Advocates to Support Other Users

As part of your change management strategy, seek out staff that are willing to not only support but also encourage other employees to use the app. Research by Dell has shown that 77% of Gen Z workers are willing to serve as tech mentors.

Conclusion

The modern workforce is linguistically diverse and deeply reliant on technology. Providing an Employee Self-Service app is both a convenience and a strategic investment; it boosts engagement, minimizes costs, and ensures optimal efficiency in scheduling, and in leave and absence management.

A multilingual approach reduces errors caused by miscommunication and shows employees that they’re valued and included.

Our leading enterprise workforce management software – MANUS WFM – is equipped with an ESS app that’s available in 35 languages. To learn more or request a demo, contact us today.

A multilingual ESS app gives employees control, prevents errors and saves HR time. Ideal for modern, diverse teams

WFM Service Contracts an investment not to miss

WFM / 28 Apr 2025

A powerful WFM solution deserves more than just technical support. It requires continuous optimization and quick help when you need it. With a MANUS service contract, you always have access to a regular consultant and expert support. No waiting times, but certainty. Read in this article how it works and why it makes all the difference, especially in sectors such as retail and logistics

Beyond Workforce Management Software: Why a Service Contract Is an Investment in Success

Workforce management software is not just about attendance tracking, absence management or preventing employee scheduling conflicts. It’s the key to optimizing labor costs.

But there’s another element to success – tweaking your implementation whenever necessary and quickly resolving issues. This agility translates to less downtime and the ability to seize opportunities faster.

At MANUS, we’ve introduced service contracts which ensure expert support and fast issue resolution. Compared to ad-hoc support, it positions organizations to get the most from their configuration. This article explains what’s involved.

The Hidden Costs of Ad-Hoc WFM Support

Having a service contract helps you avoid several roadblocks.

Delays and Red Tape

Without a contract, any needed change (like a small configuration tweak) might require you to request a quote and get approval before the vendor can address it. Such administrative processes mean your team could wait days for a fix, during which productivity may suffer.

Higher Costs for Small Tasks

Ad-hoc support might come with high minimum fees. A vendor may charge a full hour for a 15-minute fix, or a simple question could require purchasing a full hour’s consultation.

Lower Priority Support

Without a service contract, your support tickets are likely to be addressed only after those of customers that have contracts. The result can be extended downtime and productivity losses as you await assistance. Essentially, having guaranteed support when you need it may be part of your risk management strategy.

How Our Service Contracts Work

A service contract with MANUS is an annual subscription (which renews each year). You buy a number of workforce management consulting hours in advance, giving your company priority access to our team’s expertise. Here are some more details.

Pre-Purchased Hours at a Discount

You buy a set number of consulting hours for the year at a discounted rate (up to 10%) compared to if you paid on demand. There’s no need to approve a new expense every time you need help; you simply use your prepaid hours, reducing admin.

Flexible Use of Time

Those hours can be used for any mix of support or consulting tasks, such as implementing a software change, configuring a new scheduling rule, providing user training or fine-tuning a process. It could be used for integrating with other workforce management tools, such as real time analytics or payroll processing software.

It all comes out of the same bank of hours. Thus, you can apply the time wherever it brings the most value, without extra administrative tasks.

Priority Support

Usually, if support is required, customers need to submit a ticket through the helpdesk and go through the subsequent steps like getting approval for the work, etc.

As a contract client, your issues are addressed ahead of non-contract requests, resulting in faster turnaround. Any problem that arises is handled with urgency.

Your Own Dedicated WFM Consultant

We assign a dedicated consultant to your account; a seasoned WFM expert who gets to know your configuration, your processes and your business overall.

When you need help or advice, you’re dealing with the same consultant who understands your goals. This means you don’t have to explain things more than once to different people. Instead, your needs are addressed by someone that truly understands your unique situation and challenges, and this may also speed up resolution.

Our consultants bring deep knowledge of WFM best practices across industries. They can suggest more effective strategies (such as dynamic workforce scheduling), analyze different business scenarios, interpret data for insights, configure new features as your needs develop – and many other use cases that improve your workforce management capabilities.

More Benefits of MANUS WFM Service Contracts

Preventing Issues from Escalating

With priority support and a familiar consultant on standby, issues that might drag on get resolved in hours. Minor glitches are stopped in their tracks before they can escalate.

Continuous Improvement Made Easy

Workforce planning software doesn’t need to remain static after going live. Business requirements change and so do the software’s capabilities. Service contract customers can more easily benefit from ongoing improvement. Regular check-ins with your consultant can uncover opportunities for more streamlined processes, or the discovery of new features. This leads to continuous gains in operational efficiency.

Flexibility

Organizations can respond quickly to changes, such as surges in demand, regulatory changes, or expansions, without worrying that their workforce management system will hold them back.

Lower Total Cost and Predictable Budgeting

A service contract often proves to be more cost-effective than ad-hoc support. Ad-hoc services may appear cheaper at first glance but, as discussed, they can quickly add up due to minimum billing requirements and so on.

And, as mentioned, once organizations experience the benefits of a comprehensive workforce management solution, they often want to get more out of it. With a service contract, you can invest gradually in these improvements without dealing with unpredictable costs every time.

For many organizations, especially those in cost-sensitive sectors like retail and logistics, this predictability is a significant advantage. It provides clarity and supports better decision-making.

Peace of Mind

Ultimately, a service contract provides peace of mind. You’re not just buying hours but are investing in stability and responsiveness. Your teams can focus on their core role, knowing that help is just an email or phone call away.

Conclusion

Implementing a workforce management solution is a crucial step in reducing labor costs, but ensuring its long-term success requires ongoing input.

A service contract with MANUS is an investment that keeps paying off by safeguarding organizational success. It provides quick support if issues arise and expert insights for improvement – which translates into less downtime and improved workforce productivity.

Ultimately, it transforms support from a reactive, pay-per-incident expense into a proactive, predictable service. You gain a team of experts on call who can fix problems and help you continuously improve.

To enquire about our service contracts – or to request a demo of MANUS WFM – contact us today.

Investing in a WFM service contract helps solving issues faster, work more efficiently and make optimal use of your WFM software system. That gives you peace of mind and results.

Tackling staff shortages with smart workforce management technology

Partners / 15 Apr 2025

In today’s fast-paced logistics world, staying ahead requires more than just hard work—it demands smart planning. With labor shortages, fluctuating demand, and rising operational costs, logistics companies need agile solutions. Traditional workforce planning methods fall short in addressing these challenges effectively. Discover how real-time workforce management software transforms logistics operations by optimizing scheduling, reducing costs, and ensuring compliance. In this article, we delve into the challenges and unveil the game-changing benefits of dynamic workforce planning.

The impact of Staff Shortages and how Technology Helps

Retail stores, hotels, restaurants, leisure venues, and logistics companies around the world are struggling with workforce shortages.

As discussed by Deloitte, by the end of the decade, working age populations in the EU are set to decrease by 12 million and in the eurozone, by 8 million. What’s more, 80% of EU companies have reported huge difficulties in recruiting skilled workers, especially in retail and automotive industries.

Hospitality and leisure businesses face similar hurdles, on top of the notorious churn rates. Logistics companies are not spared either, especially when it comes to finding drivers.

These shortfalls put significant strain on day-to-day operations, erode customer experience, and threaten organizational success. This article explores how technology – specifically workforce management software combined with on-demand staffing platforms – offers a promising solution to tackle workforce shortages.

The Far-Reaching Impact of Workforce Shortages

Recent Data

What can recent data tell us about the situation in different industries? Here are a few points.

Retail

According to Deloitte’s 2024 research into retail trends, 80% of leading retail companies are making moderate or major investments in hiring, retention, and preparing their workforce for the future. However, 62% of survey respondents expect intensified competition for skilled and qualified talent.

Hospitality

According to data published by Statista in November 2024, job vacancy rates in the EU have increased across many sectors, with hospitality seeing the biggest deficit. 10-20% of positions in the accommodation sector specifically remained unfilled, and this was due to a lack of skilled applicants. Existing employees also had lower-than-average qualifications, especially in Spain where 16% of workers under 25 only had primary education.

The shortage of waiters is also notable, significantly impacting operations in the peak of the summer season of 2024. Croatia has been particularly affected.

According to the 2023 EURES report on shortages and surpluses, as discussed by Schengen News, other countries facing the worst shortages are: Belgium, Bulgaria, Cyprus, Germany, Denmark, Greece, Finland, France, Italy, Luxembourg, Malta, the Netherlands, Norway, Portugal, Romania, Slovenia and Slovakia.

Logistics

An article published by Euronews last week discusses how the European Commission has identified 42 occupations experiencing shortages, which include transport. They also emphasize the mismatch between qualifications and the needs of employers.

The European transportation and logistics industry is actually forecast to see conservative growth in 2025 (2.0%); however, unfilled driver positions are predicted to exceed 60% by 2026.

Impacts

Of course, workforce shortages disrupt nearly every aspect of a service-oriented business. Employees on duty must handle multiple roles, stretching themselves thin to cover absent colleagues. They may have to work longer hours, leading to fatigue and decreased productivity.

In logistics, too few warehouse pickers or drivers means workflow bottlenecks and delayed order fulfilment. Understaffing in retail has been linked to lost sales, as customers walk out rather than wait.

A lack of workers translates to unmet customer needs, harming satisfaction scores and a brand’s reputation. Ultimately, the bottom line suffers.

Businesses facing labor shortages may have to reduce operating hours or limit offerings, directly cutting into revenue. But there are other cost implications – higher labor costs while trying to combat shortages, such as paying overtime or spending more on recruitment and training new hires.

Fortunately, technology solutions can address these challenges. Primarily, we’re referring to advanced workforce management systems and on-demand staffing platforms that, together, improve how companies schedule and source their labor.

Workforce Management Software: Smarter Scheduling and Forecasting

Workforce management tools provide more than basic functions like managing employee availability, time and attendance tracking, absence management and administrative tasks.

The best solutions optimize how an organization deploys its staff. They ensure the right people are in the right place at the right time to meet customer demand, through features like demand forecasting and intelligent scheduling.

As well as these advanced dynamic workforce management features, there are integrations to take things further.

Integrating Workforce Planning Software with On-Demand Staffing Platforms

Solving workforce shortages doesn’t end with internal scheduling. An equally important innovation is on-demand staffing platforms; essentially, freelance worker marketplaces for shift-based work. These platforms maintain large networks of pre-vetted, qualified workers that are available at short notice.

Integrating your enterprise workforce management software with these platforms means you can quickly find external professionals to cover staffing gaps and avoid costly overtime expenses. We recently announced our partnership with such a platform, Temper.

How a Retail Store Could Benefit

Imagine this scenario. A retail store is entering the winter holiday season, its busiest time of year, but has been unable to hire the number of seasonal employees it normally would. The store forecasts a 40% increase in foot traffic on weekends and identifies critical gaps in coverage for checkouts and stock management teams.

The open shifts are posted to an integrated freelance platform. Within hours, a team of temporary workers is scheduled: extra cashiers for peak hours and additional inventory staff for nights, for example.

Throughout the season, the workforce management system tracks sales and foot traffic in real time; if an even bigger rush materializes on a particular day, management can request on-demand reinforcements. Shoppers end up enjoying quick checkouts and well-stocked shelves, and the store captures record sales without overworking core staff.

Fitting Into Existing Employee Scheduling and Payroll Workflows

Freelance workers’ attendance data is logged through the same WFM system as regular staff. MANUS WFM has always been flexible in terms of managing agency and temporary workers – and with freelancers, there’s no exception. Our time evaluation engine provides payroll information to your payroll management system – so, you don’t need to set up any new processes to manage freelancers’ pay.

Finding Quality Freelancers

The quality of workers sourced via these platforms is maintained through vetting and rating systems. Businesses can set requirements (such as certifications or experience level), and the platform will match workers accordingly.

Some companies find that freelancers are as competent as their regular employees and may eventually hire the best temps full-time, which of course, reduces hiring costs. Either way, once you’ve hired them once, you’ll add to your pool of freelance talent – so it will be successively quicker to fill shifts each time.

Integrating MANUS WFM with Temper

As mentioned, MANUS WFM can now be integrated with Temper. Founded in the Netherlands, the platform serves more than 800 European cities, connecting vetted freelancers with shifts at a moment’s notice. Thousands of skilled professionals are connected with thousands of shifts each day through Temper. They cater to 43 job types across seven sectors and also provide pricing insights for roles and locations.

More Benefits of a Tech-Driven Approach to Workforce Management

Combining a workforce management solution with on-demand staffing offers long-term benefits that improve overall operations.

More Flexibility

This strategy gives businesses an unprecedented ability to scale their workforce up or down as needed; companies are no longer rigidly limited by the number of full-time staff employed.

If demand surges or unexpected absences occur, managers can quickly tap into a broader talent pool to fill the gap. During slower times they can scale back, avoiding unnecessary labor costs. This lets businesses respond in real time to market conditions.

Cost Savings & Boosted Revenue

Hiring temporary or freelance staff is often far more cost-effective than the alternatives (such as chronic overtime for salaried staff, recruitment of full-time employees with benefits, or lost sales due to suboptimal capacity). And a comprehensive workforce management solution itself directly cuts labor costs by optimizing schedules.

What’s more, better customer service from proper staffing can lead to higher sales and repeat business, boosting revenue.

Ultimately, a tech-driven workforce strategy helps you to do more with less budget, improving workforce productivity. It turns labor management into a competitive advantage rather than a cost drain.

Better Employee Engagement and Retention

With optimized scheduling, full-time staff won’t be consistently overworked or subject to chaotic last-minute shift changes. Instead, their schedules become more stable. This helps prevent burnout – and when they see that you’re proactively addressing understaffing (instead of just asking them to do more), it builds goodwill.

If employees also have access to scheduling apps via their mobile devices, they gain a sense of control and transparency that traditional scheduling lacks.

Conclusion

Today’s workforce shortages are a challenge that can’t be solved with traditional hiring alone. However, as we’ve explored, technology provides powerful options for mitigating labor gaps.

Using advanced workforce management software for smarter scheduling – and pairing it with on-demand staffing platforms that supply vetted workers at a moment’s notice – lets companies manage labor shortages with ease. This provides the flexibility to quickly respond to demand surges and other changes in real-time, ensuring consistent, high-quality customer service. Ultimately, it converts scheduling processes into a competitive advantage.

To learn more about integrating Temper with MANUS WFM, contact us today.

Efficient logistics starts with smart workforce planning. Real-time solutions like MANUS WFM help you cut costs, improve compliance, and boost productivity. Ready to take the leap? Contact us to learn more or request a demo today.

Welcome to Mariska!

WFM / 07 Apr 2025

At MANUS, we aim for 100% control and 0% waste in workforce management. That is why we invest not only in technology, but also in strong customer relations.

Meet our new Account & Partner Manager

As of April 2nd, MANUS has welcomed Mariska Jongbloed to the team. With over 20 years of experience in account management, sales and partner relations, she brings valuable expertise to our commercial department.

Mariska will focus on strengthening customer relationships and expanding our partner ecosystem – a key part of our ambition to deliver even greater value to clients in retail, logistics and industry.

Welcome to MANUS, Mariska!

Do you wish to make an appointment with Mariska, Please contact us today. [email protected]

How Retail & Logistics are Changing in 2025

Logistics / 24 Feb 2025

Staff shortages, supply chain disruptions, sustainability and technology are now inextricably linked. This has a major impact on HR, Retail and Logistics. Therefore, companies in these industries need to become increasingly agile, adopt smart WFM solutions or rethink their strategy.

(and What This Means for HR)

In this article, we’ll look at the trends mentioned above (among others) and how companies are responding.

HR TRENDS

1. Staff Shortages Demand Flexibility

Labor shortages persist in many sectors, including retail, construction, hospitality, and administrative services. As discussed by Euronews, in 2023, 75% of employers in 21 European countries said they couldn’t find workers with the skills they needed. There are several factors contributing to these shortages, including the aging of the workforce and a mismatch between education and labor market needs. In the short term, flexible work arrangements can help organizations manage the deficit. One solution is to diversify the contract mix.

Upskilling and Cross-Training

Employers aren’t only seeing a lack of skilled applicants but in some cases, a lack of applicants full stop. Investing in employee development can help bridge the gap. It can reduce dependency on costly external hiring as well as make roles more varied, potentially boosting morale and engagement.

How Workforce Planning Software Helps

Advanced workforce management tools offer much more than tracking employee availability, basic labor scheduling, attendance tracking and absence management. They support forecasting and dynamic scheduling, making it easier to position the right staff in the right place at the right time – based on accurate data.

2. Hybrid Working – Will it Continue?

In a controversial move, some large organizations including Amazon have been calling staff back into the office, removing the flexibility they once had to work remotely or within a hybrid arrangement. This has been a significant hit to employee morale in many cases. But is it the start of a trend? Will more companies follow suit? Research discussed by Forbes suggests that’s not the case and that hybrid work is actually becoming more widespread. Whatever happens, as long as hybrid working remains a part of the global workforce, HR will serve as the glue that holds teams together. HR departments will continue to be responsible for designing effective workforce management strategies, collaboration frameworks, and digital communication protocols, as well as maintaining employee engagement and cultural alignment

3. Artificial Intelligence and Analytics

AI has drastically changed all manner of business operations, including core HR functions. New tools are appearing all the time that automate repetitive tasks, letting teams invest more time in workforce planning and talent management strategy. Here are some use cases.

AI in Talent Acquisition

Applicant Tracking Systems

AI-driven applicant tracking systems (ATS) can sort through thousands of resumes in seconds, identifying top candidates based on requirements set by the organization. This enables staff to process a larger number of applications without having to worry about time constraints. On the other hand, many skilled candidates fall through the cracks simply because their resume doesn’t match the exact requirements on the job description; the requirements that the AI is looking for. According to research by Harvard Business School, 88% of employers agree that highly skilled candidates are vetted out for this reason, and for middle-skilled workers, the figure is a staggering 94%. Systems can be reconfigured so that the criteria are not so narrow and punitive – where factors like gaps in one’s resume doesn’t lead to immediate disqualification. Companies can still save time this way, without excluding suitable candidates due to rigid filtering.

AI Video Assessments

Another, more controversial solution is the use of AI to perform initial screening interviews without human input. When there’s significant competition for a given role, being able to automate video interviews is a welcome solution – one that became more popular post-pandemic. However, care must be taken to not disqualify certain applicants due to bias. Candidates with autism, other forms of neurodivergence, and various disabilities, are particularly at risk as they may not meet the behavioral criteria that the AI models are trained upon. The algorithms consider factors such as eye contact and pauses in speech, reducing the chances of some neurodivergent candidates to pass the initial screening, despite everything they may have to offer. Part of the responsibility lies with the developers of such solutions, as the AI models have been taught that neurotypical patterns are correct based on their training data. To avoid discriminating against ND or disabled candidates, organizations need to consider whether the criteria these tools are testing for are based on merit or social norms.

Chatbots and Virtual Assistants

Another application of AI is using chatbots and virtual assistants to help with internal communication, onboarding and training. Chatbots can answer common employee queries about policies, benefits, and so on, freeing HR staff to focus on complex or sensitive issues requiring human input. Virtual onboarding assistants can guide new hires through required paperwork, orientation schedules, and initial training, creating a more helpful and engaging experience – instead of leaving new staff to fend for themselves. With only 12% of employees agreeing that their employers do a great job at onboarding (Gallup), this type of support is very welcome.

Predictive Analytics in Workforce Management Software

Workforce management solutions can provide comprehensive datasets, which analytics tools then use for forecasting. As mentioned, they can predict staffing needs based on historical patterns, seasonal demand, etc, supporting real-time WFM.

4. Sustainability Legislation

Many organizations are setting ambitious goals in line with changing sustainability regulations. This inevitably shapes HR policies, such as encouraging remote work in order to reduce emissions. Sustainability policies also affect employer branding, helping attract Gen Z workers.

RETAIL TRENDS

1. Rising Costs and Bankruptcies

There has been a 23% increase in insolvencies in Western Europe (across sectors) with the UK and France particularly affected. Rising labor and energy costs, and ongoing impacts from the pandemic, are contributing. As for retail, the Netherlands is seeing a trend of planned bankruptcies where companies intend to continue operating down the line, often at reduced capacity. Companies that have taken this approach include Blokker, Dunkin’ Donuts, and The Body Shop, with Vanilia potentially following suit. Analysis shows that food retailers are the most vulnerable, unable to compete with the competitive pricing of chains such as Lidl. The fashion sector is also at risk due to high property leasing costs. The approach of planned bankruptcies and restarts has many opponents due to the impacts on employee rights, and the European Court of Justice has ruled that it needs a legal basis for execution.

How Can a Workforce Management System Optimize Staffing Expenses?

As mentioned, advanced workforce management software optimizes scheduling thanks to demand forecasting. It enables adequate coverage while reducing overtime expenses, and the workforce data it collects brings insights that can inform long-term cost reductions. MANUS WFM has proven to reduce labor costs by up to 10%.

2. Supply Chain Optimization

European companies are addressing ongoing supply chain challenges in several ways. Nearshoring is taking off – according to research discussed by SupplyChainBrain, 55% of EU-based companies have increased their purchases from local or neighboring regions, and 60% of both EU and US companies are planning to nearshore their production in the years to come. Technology is helping offset some of the delays caused by supply chain disruptions. In the UK, for example, 47% of mid-sized companies are integrating AI into supply chain processes to improve operational efficiency. Advanced ERP and Warehouse Management Systems (WMS) help retailers keep a tighter handle on inventory levels, ensuring that the right products are available at the right time without tying up excessive capital. AI-driven demand forecasting further refines these processes.

3. Sustainability Concerns Due to XXL Distribution Centers

Consumer and regulatory pressures for more sustainable retail practices continue to grow, whether it’s reducing single-use plastics, sourcing eco-friendly materials, or improving supply chain transparency. One particular area to note is the impact of XXL distribution centers. These centers are designed to offer economies of scale, enabling retailers to store and process vast amounts of inventory under one roof. The rise in e-commerce has influenced their emergence. However, they’ve been attracting scrutiny regarding environmental impact, land use, and traffic congestion. Some critics even claim they haven’t led to their expected economic benefits. The construction of new sites increasingly adopts circular principles. For example, consider the 45,600 square meter expansion of the Bleckmann campus at the XL business park in Twente. Construction is in line with validated values for the Material Circularity Indicator (MCI), the Loosening Index (LI) and the Environmental Performance of Buildings (MPG). It’s using heat pumps, solar panels, energy-efficient installation techniques, and other eco-friendly methods. There’s also Hogeweg Business Park in Hulst, a site of 118,000 square meters that’s focusing on biodiversity.

LOGISTICS TRENDS

1. Automation and Robotics

Much like in retail, the logistics sector is witnessing a surge in automation. Robotics are used for picking, sorting, and packing items with minimal human intervention, and drones are being trialed for last-mile deliveries. According to Data Bridge Market Research, the global logistics robot market is set to grow from USD 14.58 billion (2023) to USD 85.03 billion by 2030 – a CAGR of 24.66%. In Europe, Switzerland, France, Germany, Denmark and the UK are leading the way. Enterprise workforce management software makes it easier to schedule specialized staff, such as automation technicians and robotics engineers, ensuring that operations continue around the clock.

2. Sustainable Logistics

Electric vehicles, consolidated distribution points, on-site renewable generation and, as mentioned, circular distribution centers, are vital elements of the green supply chain. This has implications for HR as new roles emerge, like energy systems managers and sustainability coordinators.

3. Growing Supply Chain Risk

Supply chain risks are becoming broader after many years of disruption. In such an environment, adaptability is a must, and real-time data makes that possible. Companies are forced to re-evaluate their strategies on a regular basis, considering approaches such as just-in-time manufacturing, stockpiling, supplier diversification, and beyond. Supply chain analytics has a more important role than ever before.

4. Changes in Urban Logistics

The Netherlands remains a prime logistics hub, boasting advanced port facilities and road networks; as discussed by CBRE, more than 680,000 delivery vans and 53,000 trucks drive through Dutch cities per day. However, increased regulation such as the introduction of zero-emissions zones has prompted companies to adjust their strategies – especially since there’s likely to be more of these zones in future. This is creating more demand for distribution centers at city boundaries.

The future of HR, retail and logistics remains dynamic. AI and data analytics will play an increasing role, but human insight remains indispensable. Flexibility is crucial: both in workforce management and in broader business approaches.

With WFM software such as MANUS WFM, companies can meet these challenges efficiently. Wondering how this works? Request a demo and discover the possibilities

MANUS and Temper

Partners / 31 Jan 2025

MANUS Software Europe BV and Temper have joined hands to make flexible workforceplanning available for Retail, Logistics and Leisure. Learn more about this new partnership here:

MANUS and Temper Strengthen Partnership for Flexible Workforce Planning

Amsterdam, January 28, 2025 – The partnership between MANUS WFM and Temper has officially been confirmed. At Temper’s office in Amsterdam, Danny Assen (Commercial Manager at MANUS) and David Gunneweg (Managing Director at Temper) gathered to celebrate this strategic collaboration. With this partnership, MANUS and Temper set a new standard in flexible workforce planning.

A Solution to Workforce Planning Challenges

Retailers, logistics providers, and hospitality businesses are all too familiar with the issue: unexpected staff absences leading to stress, increased workload, and even revenue loss. Thanks to the integration between MANUS WFM and Temper, deploying flexible workers is now easier than ever.

Benefits of the MANUS & Temper integration

For the users of MANUS WFM this new API to Temper’s platform brings the following benefits:

Quickly fill open shifts – Publish available shifts directly in Temper and receive applications from verified freelancers within minutes.
Complete control and insight – Workforce scheduling and time tracking are automatically processed in MANUS WFM.
Seamless integration – Reduce administrative burdens with one centralized platform for both permanent and flexible staff.

“Workforce Management goes beyond software,” says Danny Assen, Commercial Manager at MANUS. “This collaboration enables businesses to respond quickly to market changes without sacrificing control and efficiency.”

“Modern companies need to be able to quickly scale up and down their workforce, depending on the market condition” adds David Gunneweg, General manager at Temper. “Through our partnership with MANUS, our clients can integrate a future-proof, flexible layer into their workforce planning. They gain access to reliable professionals, exactly when needed. This ensures companies can fully capitalize on their growth potential while maintaining complete control.”

Building the Future of Workforce Management Together

Some of the team members behind this collaboration: Danny Assen & Mireille Tulp (MANUS), alongside David Gunneweg & Elena Kadochnikova (Temper)

celebrated this important new milestone toward smarter, future-proof workforce management with bubbles and cake at the Temper HQ in Amsterdam..

About Temper

Temper offers a dynamic digital notice board that connects freelancers with businesses looking for flexible talent. Founded in the Netherlands in 2015, Temper was created to address the inflexibility of the labor market, aiming to improve matching supply with demand. The platform has facilitated connections for over 100,000 job seekers and more than 10,000 companies. Headquartered in Amsterdam, Temper also operates in the United Kingdom.

MORE ABOUT TEMPER

5 Tips For A Successful WFM Software Implementation

WFM / 22 Nov 2024

In this final article on change management, discover five practical tips to successfully implement a new workforce management system. Even if you’re already using WFM software, there are key elements to review for a seamless transition.

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.

Interested in how MANUS can support your implementation? Contact us today for more information or to request a demo.

Boost Retail Success: Smarter Workforce Management for Reduced Waste

Retail / 31 Oct 2024

Navigating the fast-paced retail landscape demands smarter workforce management. Rising operational costs, labor shortages, and the shift to omnichannel retail put retailers under pressure to work more efficiently. Effective workforce management not only helps minimize waste but also supports employee satisfaction and enhances productivity. This article explores essential trends driving the need for smarter workforce management and reveals how advanced WFM software like MANUS can optimize labor costs, streamline operations, and ensure the right staffing levels across retail channels

Economic uncertainty, technology, and changing consumer behaviors are all disrupting the retail industry. There’s a growing emphasis on operational efficiency, and effective workforce management (WFM) practices are key to helping retailers meet customer demands, reducing operational waste, and minimize costs. Effective WFM can also improve the employee experience and lead to improved workforce productivity.

In this article, we explore the factors driving the need for smarter WFM and how organizations can use a comprehensive workforce management solution in order to adapt and stay ahead.

The Need for Smarter Workforce Management

Several factors are driving the demand for greater efficiency in workforce management within the retail sector.

Cost Pressures

Retailers face ongoing pressure to control costs. In fact, research by McKinsey shows that 76% of European grocery retail CEOs were still concerned about challenging market conditions earlier this year, with 36% expecting conditions to worsen compared to last year. Margins have been tight in recent years, and McKinsey notes the potential to fuel profitable growth by driving efficiency savings.

With labor costs being among the most significant operational expenses, more efficient WFM practices should be a focus, helping organizations to optimize staffing levels and reduce unnecessary overtime.

Labor Shortages

Many regions are experiencing retail worker shortages, increasing the need to optimize existing staff utilization. In fact, retail is among the top 10 sectors in Europe with labor shortages, and 80% of EU employers (across sectors) are struggling to find staff with the right skills.

Deloitte reports on the fact that the European retail workforce is set to transform due to demographic changes, with working age populations set to reduce by 8 million and 12 million by 2030 in the eurozone and EU, respectively. This trend is expected to continue at the same pace in the decades to come.

Compensating for the Shortage

In anticipation, retailers are investing in labor-augmenting capabilities including automation, as well as establishing more flexible working models and doing more to attract and retain talent.

To be precise, 73% of the companies involved in the research are investing in digital transformation to a moderate or major degree, with a view to improve operational efficiency as well as the customer experience. Companies considered as ’leading’ were more willing to invest in automation and upskilling than the two thirds of respondents below them.

64% expect labor shortages to have a detrimental impact on the customer experience, which was one factor driving such changes.

Omnichannel Retail

With retailers operating across multiple channels, they need more sophisticated workforce planning to align staffing with demand across channels. What’s more, the increased demand for online shopping sparks the need for a better in-store experience.

This requires more knowledgeable staff capable of offering expert advice; adequate staffing levels to ensure customers receive prompt attention; and staff trained in both product knowledge and in-store digital tools to bridge online and offline experiences.

Waste in Workforce Management

As well as the current challenges discussed above, there is always the need to remove waste from WFM. Waste typically stems from overstaffing and understaffing, both of which can have significant financial implications and impact customer satisfaction.

Having more employees on the floor than necessary can lead to higher labor costs without delivering proportional benefits in customer service or sales, while a lack of employees during peak periods can result in long wait times, poor customer experiences, and missed sales opportunities.

Effective workforce management helps eliminates these inefficiencies through technology that provides accurate demand forecasting and adaptive scheduling.

The Future of Workforce Management Software in Reducing Waste

WFM software leads to streamlined processes and less time spent on administrative tasks – but that’s the tip of the iceberg. The future of WFM lies in using data-driven insights and automation to optimize every aspect of staffing. Today’s advanced software handles much more than attendance tracking, absence management, avoiding scheduling conflicts, and so on; here are some ways it can assist.

Smart Employee Scheduling

Optimized scheduling ensures that the right number of employees are in the right place at the right time. For example, predictive algorithms within WFM platforms enable labor forecasting, assessing when a store is likely to be busiest and when there’s less foot traffic. It can then create schedules that reflect these patterns.

The ability to adjust schedules in real-time also allows retailers to accommodate unexpected changes, such as a surge in customer traffic or an employee calling in sick.

This approach reduces the risk of over or under-staffing and improves employee satisfaction. What’s more, when employees are scheduled according to their preferences and availability, it reduces the likelihood of burnout, improves morale, and contributes to a more positive working environment.

Flexibility

Flexible scheduling tools are becoming essential for retailers to accommodate employee availability while ensuring adequate staffing during peak periods. Workforce management software can facilitate this by allowing employees to swap shifts or request time off easily through self-service portals.

WFM software also makes it easy to schedule for a broader contract mix, helping provide greater customer satisfaction.

Automated Compliance Management

Retailers must navigate a complex web of labor laws, including regulations around working hours, overtime pay, and break periods. Automating compliance management is yet another way to improve efficiency, ensuring that schedules adhere to these regulations while maintaining flexibility and agility.

Workforce management software can automatically flag potential compliance issues, such as employees being scheduled for too many hours without the required breaks, and offer suggestions for adjustments. This saves HR teams time and reduces the likelihood of costly errors.

Optimizing Staff for Omnichannel Demands

With the help of workforce planning software, retailers can create integrated staffing plans that account for both in-store and online demands. For example, an employee might spend part of their shift handling in-store customers and the rest fulfilling online orders. Using data to balance these roles effectively, organizations can ensure they are meeting customer expectations without overloading their staff.

In addition, cross-training employees to handle multiple functions (such as working the sales floor, managing customer inquiries, and processing online orders) improves efficiency and flexibility, ensuring that staffing resources are utilized to their full potential.

Supporting Upskilling

Modern workforce management solutions can support retailers in meeting the development needs of their employees by analyzing performance metrics. From there, they can identify areas where additional training may be beneficial. In turn, this enhances efficiency and customer service quality, and boosts employee engagement by supporting the development opportunities they seek.

How Our Enterprise Workforce Management Software Can Help

MANUS WFM offers a comprehensive solution to address the evolving needs of retail workforce management:

Data-driven scheduling: Our software uses sales data to optimize staffing levels, ensuring the right number of employees are scheduled during peak and slow periods. It also ensures schedules meet cost targets, and with automated alerts, schedule changes are managed promptly, minimizing the need for costly, last-minute arrangements.
Effective communication: The Employee Self Service App provides flexibility and facilitates clear communication between managers and staff so that everyone stays informed about schedule changes and related updates.
Cross-branch optimization: MANUS WFM enables retailers to streamline operations across multiple locations, from retail stores to logistics centers.
Employee development: Our system helps identify training needs based on performance metrics, supporting cross-training initiatives across different roles and departments
Compliance management: MANUS WFM has an advanced compliance engine, helping retailers stay in line with labor regulations. It manages by exception, reducing the efforts required of your HR team.

Conclusion

The future of WFM in retail is about working more efficiently. The ability to be flexible makes organizations resilient when economic challenges arise by ensuring that labor costs are optimized when margins are tight.

With an advanced workforce management system like MANUS WFM, retailers can navigate the complexities of modern retail operations, meet customer expectations across all channels, and create a more engaged and productive workforce.

To learn more about how it can reduce your labor costs by up to 10%, contact us today to request a demo.

Optimize workforce efficiency with smarter workforce management by MANUS. Stay ahead of retail demands. Contact us today to see how our software can reduce labor costs by up to 10% and elevate your retail operations.

Time Tracking Without Stress: How Clocking Devices Bring Trust & Insight

Time-Tracking on The Rise

The Benefits of Activity-Based Time Tracking

Improved Payroll Accuracy and Regulatory Compliance

Transparent and Fair Work Culture

Increased Engagement and Accountability

Operational Visibility and Smarter Decision-Making

More Accurate Billing and Job Costing

Clocking Devices for Every Environment

Sector Applications:

Everyday Use Cases

Designed for Tough Conditions

Compatible Clocking Methods

Why You Need WFM-Software Too

Benefits include:

MANUS WFM & Datafox: A Powerful Combo

Conclusion: Empower Your Staff With Better Time Tracking

Tackling International Workforce Challenges: How Our Workforce Management Software Supports Global Growth

International WFM Challenges – And How MANUS WFM Solves Them

1. Language Barriers

How MANUS WFM Breaks Down the Barriers

What Does an Employee Self Service App Do?

2. Labor Law Compliance Chaos

How Our Workforce Planning Software Keeps You on the Right Side of the Law

3. Data Security and Privacy Across Borders

MANUS WFM Protects Your Data

4. Scalability Struggles

Common Issues When Scaling

A Workforce Management System Built For Scaling

Say Goodbye to Capacity Issues

Flexible Deployment

Streamlined Processes

Beyond the Software – How Workforce Management Consultancy Takes Things Further

Conclusion

Why Today’s Workforce Needs Multilingual Employee Self Service Apps

Characteristics of the Modern Workforce

Global Reach

Digital Natives Expect High-Performing Technology

The Expectation for Flexibility and Autonomy

What is an Employee Self Service Application?

Key Features of ESS Apps

Setting Availability and Viewing Schedules

Leave Management

Time and Attendance Tracking

Communication and Announcements

Employee Data Management and Compliance

Benefits of a Multilingual ESS App

Building Inclusivity and Reducing Errors

Employee Engagement and Morale

Seamless Onboarding and Training

The Impact Across Sectors

How Do ESS Apps Improve Employee Scheduling in Retail and Hospitality?

Why Should Logistics Companies Use ESS Apps?

How Do ESS Applications Help Call Centers?

ESS Apps for Manufacturing and Industry

Considerations for Implementation

Integration with Existing Systems

Phased Implementation and Training

Security and Privacy

Seek Advocates to Support Other Users

Conclusion

Beyond Workforce Management Software: Why a Service Contract Is an Investment in Success

The Hidden Costs of Ad-Hoc WFM Support

Delays and Red Tape

Higher Costs for Small Tasks

Lower Priority Support

How Our Service Contracts Work

Pre-Purchased Hours at a Discount

Flexible Use of Time

Priority Support

Your Own Dedicated WFM Consultant

More Benefits of MANUS WFM Service Contracts

Preventing Issues from Escalating

Continuous Improvement Made Easy

Flexibility

Lower Total Cost and Predictable Budgeting

Peace of Mind

Conclusion

Technology as a Solution to Staff Shortages in Retail, Logistics and Hospitality

The impact of Staff Shortages and how Technology Helps