Scheduling and organizing a workforce is a daunting task. Luckily, the development of workforce management software systems enable business leaders to take the reins and exercise precise control over human resources.
These software systems offer a convenient set of tools to make sure business operations run efficiently and smoothly. However, you should do your due diligence when it comes to finding and selecting workforce management software. So, here are five things to keep in mind:
Employees Should Be Empowered
Keep in mind that your new workforce management software will need to facilitate scheduling and logistics on all levels. Employees will warm up to a system that is intuitive, easy-to-use and gives them the tools they need to address scheduling concerns and build a balance between work and their personal lives.
Consider what your employees will want to see from their end: easy access to schedules, a streamlined way to update availability, simple tools to request time off and other factors that will help them organize their lives, both inside and outside the office.
Change Can and Will Happen
Your workforce management software is, ideally, going to stick around your company for the long-haul, so it would be wise to find a system that leaves a little breathing room for changes down the road. A good workforce management system will provide plenty of tools for your human resources department when it comes to searching for and hiring new talent. It should also facilitate adjustments to scheduling when workers leave, change departments, or have to take an extended leave due to pregnancy or physical injury. Also look for a system that can run hypothetical scenarios so you can maintain optimum working efficiency when changes manifest themselves.
Personnel File Management is Essential
A solid workforce management system should make accessing an employee’s files simple and intuitive. It should serve as an electronic file cabinet, neatly storing and arranging the wealth of information pertaining to your workforce with common sense organization technique.
Workforce management software should provide automated alerts about time-sensitive tasks such as performance reviews and probationary periods, as well as neatly cataloging any documentation related to an individual employee. Having this digital archive of information at your fingertips will help your human resources department avoid wasteful clerical work, allowing them to spend more time cultivating your company’s manpower.
FMLA Noncompliance Can Break You
The Family and Medical Leave Act of 1993 requires employers to give their staff a certain amount of job-protected medical leave for qualified circumstances, such as to care for a new child, recover from a serious illness, or assist another family member in poor medical condition.
When looking for a new workforce management system, be sure to keep an eye out for any built-in safeguards that will help management track an individual employee’s use of FMLA-protected absences. Companies defending themselves in FMLA may see legal fees upwards of six figures, so it would be wise to avoid the courtroom altogether and find a workforce management system that helps navigate important legal issues like FMLA.
Cloud Computing is the Future
A new workforce management system should make managing your business easier, not more difficult. Enterprise-wide software sometimes requires large chunks of bandwidth and hardware computing power. Look for a system that’s backed by a reliable, secure cloud network.
Having your system on the cloud offers many advantages, including reduced workload for IT staff, reliable data security and the flexibility to grow or scale back. Plus, a system backed by cloud server technology means you won’t have to purchase costly hardware that requires high capital costs and even higher reoccurring maintenance costs over time.
Finding the right workforce management software system for your company is a decision not to be taken lightly. Carefully consider the needs of your business before moving forward.
Randy Vulture is a freelance writer based out Brooklyn, New York writing on behalf of Advance Systems, a workforce management software and system provider. When he’s not spending his days writing and traveling around New York, he is usually checking out the local music scene or catching up on the latest tech and travel stories
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