Implementing a Workforce Management (WFM) system is a big step, but one that can bring your organization many benefits: from more efficient scheduling to satisfied employees. Yet success cannot be taken for granted. To make sure you really benefit from your investment, there are a number of steps you can take. Here's how to make WFM a success in your company!
1. Start with a clear vision
Success begins with a clear objective. Why do you want to implement a WFM system? Do you want to save time when scheduling, get a better grip on personnel costs, or respond better to peak times?
Perhaps, for example, you want more flexibility for the employees and a better overview for the managers. If you are clear about your goal, it becomes easier to create support within the team and the implementation can be carried out more efficiently.
What you gain:
By determining in advance what you want to achieve, you can better prioritize and measure whether your goals are being met. Moreover, it helps to get all noses in the same direction.
2. Involve your team from the beginning
A WFM system affects everyone: from the planner to the employee on the floor. That's why it's important to involve your team from the start. Ask about their needs and experiences. What is working well now? What are they running into?
Tip: Organize a brainstorming session in which employees can provide feedback on the current process. This will show that their input is important and increase support.
What you gain:
An engaged team is more likely to actively use the system. This prevents resistance and ensures a smooth transition.
3. Make communication a priority
A common mistake is to think that employees automatically understand how and why a WFM system works. Clear and regular communication is essential. Explain what is changing, why it is important and how it will benefit everyone.
For example, use the internal newsletter to keep employees informed of progress. Include success stories from colleagues already working with the system and try to increase enthusiasm that way.
What you gain:
Good communication prevents misunderstandings and strengthens confidence in the change.
4. Invest in training and support
The best system is worthless if no one knows how it works. Make sure your employees are properly trained and create a plan for ongoing support. Consider manuals, training and a point of contact for questions. Also, be sure to check with the organization you're getting the software from. They often offer training, consulting or other support to make the best use of their software.
Tip: Choose a step-by-step implementation where you start with a test group. That way you can address teething problems or obstacles before the entire company switches over.
What you gain:
Well-trained employees use the system more efficiently, providing a faster return on investment.
5. Measure and improve continuously
Implementation is just the beginning. Use the data from your WFM system to discover trends and optimize processes. Regularly ask questions such as: Where are things going well? What can be improved? This is how you turn your WFM system into a continuous improvement tool.
Tip: Schedule a monthly "WFM review." During this session, you and your team look at the data from the system. Analyze, for example, whether staffing levels are a good match for busy and quiet times, or whether there are employees with a lot of overtime or understaffing. Use these insights to implement concrete points of improvement for the coming month.
What you gain:
By structurally freeing up time for evaluation, you avoid getting stuck in old habits. You really use the system as a strategic tool, ensuring a better balance between cost savings and employee satisfaction.
Conclusion: make WFM a success story
A WFM system can transform your organization, but success depends on a thoughtful approach. Start with a clear vision, involve your team, communicate clearly, invest in training and keep improving. Follow these steps and you will see that a well-implemented WFM system not only streamlines work processes, but also makes your employees and customers happier.
Think about what your organization needs from a WFM system. Assemble a project group and start working out your goals. Need help? Feel free to contact experts who can help you further. Good luck!
