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Post By Admin Last Updated At 2023-06-30
What Is Workforce Management? What to Know When Choosing a WFM Solution

What does workforce management involve in a world when employee expectations are changing and the nature of work is changing? In this article, we look at the factors that businesses should take into account when choosing workforce management tools that allow for the timely deployment of the right talent.

Employers see employees as having dual value because they are both their biggest expense and their greatest asset. Every day, employees have a direct impact on everything from profit margins to brand impression. So it makes sense that studies consistently show a strong correlation between engagement, productivity, and profitability.

Leaders have always been tasked with figuring out how to maximize worker performance and productivity because a company's workforce is so crucial to its success. The nature of work and workers’ expectations, however, has drastically changed in recent years, adding to the weight of this responsibility. Modern executives need to be aware of how these needs may change in the future as well as when and where to deploy people today. Executives utilize workforce management (WFM) procedures to guarantee that the appropriate amount of workers with the appropriate abilities is staffed at the appropriate time now and in the future.

In this article, we define workforce management in the context of changing worker expectations and the nature of work, and we discuss the factors that organizations should take into account when choosing workforce management systems that allow for the timely deployment of the best people.

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What Is Workforce Management?

Processes that increase workforce performance and productivity are called workforce management.

Workforce management is mostly concerned with time management. Workforce management, also referred to as WFM, enables organizations to determine how many workers are required each day, each week, and each month to complete a job or fill a shift. Since one of their key advantages is helping businesses organize employees' workdays and keep track of the time they spend at work, WFM technologies are primarily used to manage employees who need to be on-site to do their jobs (such as frontline workers). In order to fulfill changing business demands, such as for a new project or seasonal traffic, advanced systems also assist in forecasting how many people would be required.

Scheduling hours and activities while keeping track of productivity has become extremely difficult as an extended workforce Today's managers must take into account scheduling preferences, individual capabilities, financial limits, and legal compliance across numerous worker classes. The significance of data-driven WFM and contemporary WFM techniques has been brought to light by this more complex reality.

Why Is Workforce Management Important?

The exceptional changes of the past several years, including the pandemic, worker shortages, and supply chain issues, have highlighted the necessity for businesses to maximize the value of their extended workforce while adjusting to changes and opportunities. While observing regulations governing employee safety and scheduling, business leaders must be able to prepare their team for change.

Employers must spend money on recruiting, keeping, and growing their most precious resource: their workforce—despite the challenges of rapid change.

Similarly to this, companies cannot continue to view hourly employees as optional or disposable.

To assist managers in adjusting to these shifting norms, modern WFM can go well beyond time tracking and scheduling. In its most advanced form, WFM links workforce planning with enterprise-wide strategy planning using real-time data and artificial intelligence (AI), enhancing employee performance, efficiency, and engagement while lowering organizational risk. Additionally, this strategy eliminates the need for leaders to access information about full-time employees through a human capital management (HCM) system and information about contingent employees through a separate vendor management system (VMS). Leaders in HR, finance, and operations can fully understand their total labour costs with a unified solution.

What Is Workforce Management Software?

As we previously indicated, many organizations are stuck managing their workforces through manual processes, segregated technologies, and disconnected data. The issue is that this strategy only functions in situations when people, schedules, and timekeeping are entirely predictable.

Of course, scheduling is never static due to human nature and the complexity of workers' lives. Operational executives are under increasing pressure to introduce new business models, relocate employees, and meet changing worker expectations while also coordinating workforce operations with overall corporate strategy. Traditional WFM simply doesn't have a chance in this context.

WFM platforms create a single source of data from a unified time, scheduling, and payroll system to achieve this. They use AI to match labour supply and demand and to surface important workforce data, which enables managers to optimize schedules to satisfy corporate requirements while following by labour laws and employees' scheduling preferences.

Beyond scheduling optimization, these solutions make sure that businesses can access real-time statistics, fully comprehend their labour expenses, and facilitate improved decision-making. Organizations may simply arrange the right labour in the right place at the right time with the help of a comprehensive WFM methodology and the appropriate technologies.

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For instance, the following outcomes are provided by Workday Scheduling and Labour optimization software:

Scheduling: Utilizing AI to balance labour demand with worker preferences, a worker-first advanced scheduling solution creates optimized schedules while providing hourly workers greater freedom and control.

Time anomalies: Workday automatically warns managers about irregular time entries and flags potential time-entry issues as part of the Time and Scheduling Hub for managers. Time is saved, and payroll and labour cost accuracy are both improved.

Skills discovery and management: Organizations can quickly deploy the right individuals with the right capabilities to the right places if their workforce strategy and skills are in line. They can also detect any skill deficiencies.

Demand forecasting: Machine learning-based demand forecasting helps leaders in developing optimized schedules for anticipated labour demand based on external criteria, like as sales history, foot traffic history, weather data, or local event data. This data is an input to Workday's AI-based optimization engine.

In the face of a pandemic, a new market opportunity, or new competitive constraints, HR and operations can use workforce management to harness the power of their staff and thrive rather than merely react to change.

Leaders have always been tasked with figuring out how to maximize worker performance and productivity because a company's workforce is so crucial to its success.

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What Are Workforce Management Examples?

The workforce management software from Workday allows employees and managers more control over their working lives while ensuring that organizations adhere to legal and business requirements.

Workers can specify the times and locations they like to work with Workday Scheduling and Labour Optimization. They can choose the times and places that work best for them, sign up for additional shifts, and trade hours with coworkers. The optimum shifts for each employee are selected using automated scheduling techniques, which consider their preferences. Workday continues to verify the automated schedule in light of the availability and qualifications of the workforce as managers evaluate and modify it. Employees are notified to check their schedule for the coming week after the manager approves the calendar.

This technology facilitates seamless communication, preventing scheduling snags. Let's take the scenario where a worker reads their schedule and decides they can no longer work the Wednesday afternoon shift. The employee simply notes the change on the Workday app rather than contacting a manager and waiting for a response. The manager then receives a notification along with recommendations for additional employees whose availability and qualifications match the Wednesday opening.

Additionally, the employee and management can put the hours on the open shift board so that any other employee who meets the requirements can fill in for the missed time. Employees can only see the shifts they are qualified to perform on the open shift board. The manager then accepts the move and notifies the impacted workers when a coworker takes over a shift.

Workday monitors the schedule in the background in relation to legal and compliance standards, warning the management, for example, if an extra shift will cause the employee to work overtime or if they fail to take a required meal break.

As a result, everyone will be able to better manage their work and personal lives thanks to a straightforward scheduling process. This scheduling freedom gives employees who have several jobs or juggle work lives with the obligations of being a carer or student the work experience they want and need, assisting them in feeling more engaged and valued.

What Are the Top Benefits of Workforce Management Tools?

Work is completed correctly and effectively when the appropriate labour is used at the appropriate time and location. Organisations avoid a wide range of issues, including expensive compliance mistakes, legal issues, and having too few or poorly trained employees. Consequently, optimised WFM technologies make life simpler for managers and employees alike while assisting businesses—particularly those that rely significantly on contract and hourly workers—in achieving and maintaining a competitive advantage.

Additionally, by dynamically managing labour needs, intelligent worker-first scheduling systems enable operations management to increase productivity and reduce labour expenses. Frontline managers can manage team schedules on a weekly and daily basis with these technologies, as well as comprehend projected and actual labour costs.

The workforce optimization software from Workday allows employees and managers more control over their working lives while also ensuring that businesses are compliant with legal requirements.

Both employers and employees profit from this freedom. Employers must offer a satisfying work environment that promotes retention, particularly in a competitive labor market. Organizations can improve employee happiness and lower attrition by enabling workers to set their own schedules with a WFM app. Similar to this, mobile-ready scheduling solutions increase the autonomy of the increasingly mobile and deskless workforce, which also promotes hiring and retention.

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 Benefits with Workday Scheduling and Labor Optimization:

Make every worker count: The organization can use each employee's skills as needed by being aware of their capabilities. The first step in engaging the worker is getting to know them.

Empower smart staffing and scheduling: Employers can place employees where and when they are most needed thanks to workforce management.

Establish predictable labor cost : Transparency in labour costs results from a schedule that is based on trustworthy, current data. Additionally, better visibility leads to improved business results.

Real-Time Labor Cost Analysis: Managers gain real-time visibility into labor costs without waiting for a payroll integration because all Workday data (including time, absence, and scheduling) are all in one place and immediately accessible.

Put control in workers’ hands: In a time of skills shortages and high turnover, workers expect flexibility from their employers. A company that provides scheduling flexibility and visibility becomes an employer of choice.

Workday Scheduling and Labour Optimization also offers a score for the schedule, which gives schedulers and operations leaders a numerical assessment of how well their schedules satisfy their labour and business requirements. With the use of this score, they can determine if they're on track to reduce labour expenditures while working all the necessary hours.


 I hope you have learned enough about the importance of and applications for workforce management in the IT business by the time you reach the end of this blog. Through Workday Training, you can receive a practical explanation of the subject from actual specialists. To sign up for a free demo session at OnlineITGuru and contact our support