Workforce management systems work through data collection, analysis and automated responses, so without comprehensive input, these systems simply won't do what they set out to achieve. (Photo: Shutterstock)

Workforce management systems are some of the most rapidly emerging business technologies, with an ever-increasing number of organizations opting to implement these automated, data-driven solutions. Gartner's Market Guide for Workforce Management Applications even estimated that three quarters of large companies will invest in WFM software by 2025 in a bid to improve the employee experience and create new digital workplace initiatives which facilitate ongoing growth and future development.

Related: Stirring the pot: Merging of payroll and benefit platforms creates new challenges, opportunities

However, following the spate of new business technologies that have been introduced over the past few years, there is one trend in particular that is proving to be somewhat worrying, and that's the trend for failure. According to research by the Harvard Business Review, one of the primary reasons for implementation failure is a lack of preparation for managing the scope of change in the workplace.

Introducing WFM

Workforce management systems are designed to automate some of the traditionally manual aspects of people management, including time tracking, scheduling, and absences – basically everything you would count under workforce management. However, in introducing WFM solutions to employees, it's important to take a lesson from experienced marketers who understand that their clients aren't interested in what a business offers; they're interested in what a business can do for them.

Introducing WFM should be about selling the benefits, not the software itself.

Employees will typically be less interested in what the system is, and more interested in how it can help them, so focusing on the benefits is likely to result in easier adoption. Some of the biggest benefits of WFM software are an ability for both managers and employees to better organize their tasks for a reduction in overtime, and performance tracking which can result in participation equality – ensuring everyone is "pulling their own weight."

Addressing the issue

Unfortunately, introducing WFM systems to the current workforce may not be quite as simple as it seems. Why? Because what many organizations have right now is a more diverse workforce than ever before. We're at a time when many "Baby Boomers" are starting to retire from their careers, while the new "Generation Y" workforce moves in. But at the same time, we also have a growing number of seniors stalling on retirement, resulting in a mixed workforce and a wide variety of on-the-job expectations.

What this means is that it is more important than ever for organizations to ensure they are well prepared to implement new technologies in a way that creates positive change for the diverse workforce. Successful adoption relies on a system that meets the needs of all employees… so how can you prepare?

Simple WFM preparation techniques

Investing in a good WFM system can be a big decision, so it's essential that you have peace of mind that you're going to be in a position to derive full value from the software, and that means having all employees on board.

WFM systems work through data collection, analysis, and automated responses, so without comprehensive input, these systems simply won't do what they set out to achieve. There are many risks of partial adoption, including scheduling inaccuracies, which could result in even more work for already-exhausted human resources, which is why preparing employees for change is such a vital aspect when getting ready to implement new technologies in the workplace.

Here are 5 tips to prepare your employees for change:

1. Encourage early participation

Try to involve employees in the WFM plans right from the very start. It is hugely important for employees—the users of the system—to be included in the decision-making process. This helps to gradually introduce the concept of change to them, and avoids the risks that could be sparked through simply springing a solution on them; most notably, selection of a system that fails to meet their needs.

Welcome input, and provide a platform for employees to share their thoughts. Ask what employees working in different departments expect from the system, and carefully consider WFM software options to deliver a strategic solution that brings value and benefits to employees, leaders, and managers.

2. Standardize processes

WFM solutions undoubtedly work best when they are provided with accurate and frequent data. This means that if your organization doesn't already encourage this level of data sharing then now is the perfect time to standardize processes and ensure all employees follow the same protocols for data management.

Deloitte reports that one quarter of all workers feel that their company's pay policies and work procedures are not fully documented, so it's essential to start encouraging best practices now. By the time a WFM system is introduced, employees should be accustomed to managing their own data through time tracking, digital communications, and anything else in relation to policy adherence.

3. Begin departmental integration

It's a good idea to work with leaders, employees, and managers across operations, HR, procurement, and finance to create a holistic overview of the WFM needs of the organization. At this time, try to discourage departmental segregation, and instead take a view of integrating all aspects of the business through improving communications and transparency between departments. Prepare to remove isolated systems in favor of a single, comprehensive WFM interface that will be utilized across the company. Consolidation has been cited as one of the most important emerging trends in business, so ensure that the importance of this is understood by employees. Explain what it is, and why you're doing it.

4. Schedule training

Once a suitable WFM system has been selected, training on the system—and for WFM best practices—should be arranged, with adequate time for all employees to complete training prior to full implementation of the working system.

This is an opportunity for your employees to become more involved, to ask questions, and to get to grips with the system without feeling like they are being thrown in the deep end. It also provides businesses with a unique opportunity to identify strengths and weaknesses in employee understanding which can make it easier to create tailored training solutions in the future. Consider demonstrations, workshops, both on-site and off-site training, and 1:1 support.

5. Stop micromanaging

Many employees are accustomed to having to go through a middle man. However, one of the biggest benefits of a WFM solution is the ability for employees to self manage. To make the shift from one to another can be overwhelming, so in preparation for implementation, leaders should be discouraged from micromanaging to start giving employees greater flexibility and control over their own operations.

For example, start by providing employees with opportunities to view their scheduled shifts, request leave, and bid for shifts directly, rather than through a line manager. Now is the time to get employees familiar and comfortable with handling their own task without reliance on managerial resources.

Prioritizing people

The widespread availability of a whole host of new technologies has resulted in a time of disruptive change. However, there is a definite trend for businesses to only focus on the implementation side of things, with the people side of change typically being overlooked.

It's important to remember that these new technologies are only as good as the people who use them, and without employee support, new systems will ultimately fail to achieve their goals. Preparing employees for change is key to ensuring a successful implementation, boosting adoption, and deriving full value from your new WFM solution.

Rob Press is a content marketing manager at Deputy, a robust scheduling software that can be used to manage your workforce in a wide variety of different industries. Aside from helping businesses reach operational efficiency, he keeps up to date with the latest trends in SaaS, B2B, and technology in general.

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