Today’s post is for business owners who have recently decided to adopt a Workforce Management system but have not yet implemented it. By following a few guidelines, you can have a smooth system implementation and begin to enjoy the benefits right away.
Here is the Advantage Payroll Services guide to Workforce Management implementation.
Make a Plan
We can help you design a practical schedule for the system conversion and decide which processes to transition first. Take advantage of our experience in helping organizations like yours transition quickly and effortlessly.
Transition in Stages
If your company has multiple departments, you may want to tackle it in stages. Once one department has successfully transitioned to all the new operations, you will have solved a few unexpected snags. You can use the knowledge gained to prevent the same problems when the next department transitions.
Communicate the Benefits
It’s natural for staff members to worry that a new system could impact their pay or add a layer of complication to their busy day. If managers can prepare team members so they know how the new operations will benefit them, they will be more likely to comply willingly. Emphasize the transparency and convenience of self-service time cards and having 24/7 access to accrual information. Demonstrate how the virtual trade board can make it easy to pick up extra shifts or swap shifts when needed.
Train Employees Thoroughly
Workforce Management Suite is so effortless to use, we have never had a client whose staff members couldn’t catch on quickly. Even if your workforce is tech-savvy, however, make sure you train thoroughly, measure the effectiveness, and then remind them to use the system continually until everyone is on board. You can’t take advantage of the many features of Workforce Management Suite unless they are being used consistently and correctly.
Be Prepared for Possible Resistance
If you have offsite associates who will be GPS tracked for the first time, be prepared for some blowback. Employees who are used to plenty of independence may resist the increased supervision. Remember, as their employer you have every right to validate that your employees are working where they are supposed to be working. Explain that accountability is a two-way street; though they might feel micro-managed, tracking time to the minute benefits them when they work fifteen minutes past their usually shift end time or clock in a few minutes early. (If that is not allowed at your company, make sure you use the easy schedule enforcement function in Workforce Management Suite.)
If you are implementing a biometric time clock and a staff member is especially resistant, be aware that this might be a signal that he or she is guilty of time theft. Compare the hours worked before and after using the new clock for insight. If you discover a considerable drop in hours—congratulations—you have finally stopped paying for time not actually worked!
Make sure you are available to answer questions about the new system. If your team members see that you are dedicated to resolving fears, they will be more likely to support you. However, don’t go so far as to make the new system optional. Some businesses have failed to transition to a new system because they got so much flack from their employees they eventually gave up. Lowering labor costs, reducing admin hassles, and improving productivity will benefit everyone in your organization. Don’t let worker resistance deter you.
Assign an Implementation Manager
Ideally, all of your department managers will soon be committed to the new system and become fully fluent in all of the features. However, by assigning a competent and dedicated person to own the project company-wide, you can centralize the implementation-specific communication and training and count on your point person to make sure each department sticks with it until all departments and processes are transitioned.
We are dedicated to your success. Let the Workforce Management experts at Advantage Payroll Services help you start enjoying the myriad benefits Workforce Management Suite provides.
Advantage Payroll Services offers WorkforceHUB, the unified Human Resources portal that makes it easy to optimize the performance of your managers, employees, and company.
WorkforceHUB includes TimeWorksPlus, TimeSimplicity, and TimeWorks Mobile. We’ve just added onboarding, benefits enrollment, performance reviews, and employee engagement! WorkforceHUB is created for busy employers like you who need to streamline scheduling, automate time and attendance tracking, maintain regulatory compliance, and lessen labor costs.
How much can you save? Check our Advantage Payroll Services ROI Calculator.
We can get you up and running with Workforce Management Suite in minutes. Contact us today to book a demo.