Columbia EDP Blog

Is Your WFM System Tracking These 3 Essentials?

Comparing Workforce Management capabilities? Make sure you evaluate the tools for workforce analytics. Let’s look at the top three things you want your software to track.

But first…

Let’s define what we mean by a Workforce Management system. At a minimum, a Workforce Management system administers employee time tracking and scheduling. Other desirable features are PTO, overtime, breaks, job codes, and compliance.

Even a bare-bones WFM system can provide insight into your employees. This insight can help you make better decisions about resource allocation.

What should your system be measuring?

1. Workforce Productivity

Productivity and profit go hand in hand.

The formula for productivity isn’t complicated; hours worked per tasks completed. This can be measured by employee, team or any other useful metric.

Things to look for:

  • Which staff members are consistently more productive?
  • Which teams work best together?
  • Would cross-training the most capable improve productivity?
  • Does productivity fluctuate by shift?

Your software can help you organize the most effective teams and schedule them accordingly. Create schedules templates for effective teams.

Job role tracking ensures you have the right coverage for each department or project. Job role alerts tell you if a schedule has the right employee qualifications.

2. Employee Engagement

Engaged employees perform better.

Can WFM track state-of-mind??

Since you can’t observe every employee constantly (or read their minds), your WFM system can shine a light on this important quality.

Punctuality is telling. Notice which workers are chronically late. Your system should be able to set lockout times that force team members to clock in within a specified time.

Make sure you dig deep…

Watch for early punch ins and late punch outs. It may not indicate that the employee is hyper-punctual and goes the extra mile. It could reveal intentional hours padding. Either way—it costs you more in payroll and may not benefit the company.

Now you can take control:

System alerts can tag late punch-ins. Set clock timeouts to eliminate out-of-shift clock ins. Intelligent clock features can help reduce time theft and encourage employee engagement.

If your staff members interact with customers, your ultimate goal is customer satisfaction. When employees are on-time and engaged, your customers have a better experience. If you don’t interact with customers—link to productivity.  Engagement is required for both measures of success.

Don’t forget:

To best serve your customers, employees need a comprehensive understanding of policies and procedures. A WFM system with onboarding tools makes it easy for a new hire to read the rules and regs. Drive the process to completion. Some systems let you create short quizzes to validate that the employee has read and understands the material.

3. Unplanned Overtime

Small businesses that can’t control overtime better have fat margins. Overtime insight can help you reduce labor costs significantly.

Which shifts accrue the most overtime?
Who are my habitually overtime staff members?
Where can I minimize overlap?
Do some shifts accrue more overtime regardless of the employees working them?

Once you identify frequent fliers, interview the employees and ask them what’s going on.

This can yield some surprises…

You may find that the reasons for overtime are out of their control. The employees who clock the most may be the heroes who make up for slackers or OT abusers who want the extra pay. You can get overtime under control with a change in scheduling.

Contact Columbia EDP to help manage your workforce.  Contact us

Posted Date: 2020-01-08

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