what is workforce management

What is Workforce Management?

Proper workforce management is crucial to guarantee employee happiness and productivity. Put simply, it’s a process that includes creating and maintaining an efficient and effective workforce within an organization.

Workforce management is a crucial part of any company and should be given the attention it deserves. By properly managing their workforce, organizations can ensure that their employees are happy and productive, which improves the odds of success within the company.

The goal of workforce management is to ensure that an employer has the correct number of workers on staff who do good work with the necessary skills at the right time and place. By properly managing the workforce, businesses can avoid having too many or few employees and simultaneously improve worker productivity and satisfaction.

In this article, we’ll explore the key parts of workforce management and how to optimize them best. You’ll learn how an effective workforce management strategy and technology can help you automate processes and manage your employees more effectively.

Let’s dig in!

Understanding Workforce Management

Workforce management is the process of planning, organizing, and controlling employees’ work to achieve specific organizational goals. It includes various activities, such as time and attendance tracking, performance management, scheduling, and payroll.

When done correctly, workforce management can help organizations improve employee productivity, reduce labor costs, and improve customer satisfaction. It can also help an organization plan for future business needs by considering current and long-term labor needs.

With the ever-changing workforce landscape, more and more organizations are opting to outsource their workforce management. This can be done through the use of third-party software or by hiring a dedicated workforce management team.

The advantages of workforce management are clear. By planning and coordinating an organization’s employee schedule, businesses can see increased productivity and decreased labor costs. In addition, happy employees are more likely to stick around, which leads to a decrease in turnover.

If you’re looking to implement workforce management in your organization, you must keep a few key things in mind.

  1. First, you’ll need to establish clear goals and objectives. What are you hoping to achieve by implementing workforce management?
  2. Second, you’ll need to select the right tools and technological solutions to help you reach your goals. There are a variety of software platforms and vendors to choose from, so it’s essential to do your research and select the solution that’s right for your organization.
  3. Finally, you’ll need to create and implement policies and procedures around workforce management. This will ensure that everyone in your organization is on the same page and knows how to best use the selected tools and solutions.
a discussion on what is workforce management

Setting Up Goals

Before you start diving in, it’s important to plan out your goals for workforce management in your team or company. This will help you better understand what workforce management is, what it can do for you, and how you can implement it.

Some common goals for workforce management include:

  • Increasing employee productivity
  • Reducing employee turnover
  • Improving employee satisfaction
  • Reducing labor costs

One of the most important goals for workforce management is strengthening employee longevity, which can be done several ways.

To start, focus on developing their skills, so they feel like they are growing in their role within the company. This can be done through training programs, tuition reimbursement, or other professional development opportunities.

Additionally, workforce management should create a positive work-life balance for employees to guarantee time for both their job and personal life. You can do this through flexible scheduling, remote work options, and other policies that allow employees to have more control over their time.

By focusing on these goals, workforce management can create a more positive and productive work environment.

Best Tools for Workforce Management

You can use a wide variety of software programs to help you achieve your workforce management goals, such as:

  • HRMS systems
  • Applicant tracking systems
  • Employee self-service systems
  • Time and attendance tracking systems
  • Performance management systems
  • Learning management systems

These tools can help assist you in all areas of the workforce management process. Let’s look at some of their key features:

  • HRMS systems, for example, can help you track and manage employee data.
  • Applicant tracking systems can help you identify and hire the best candidates for open positions.
  • Employee self-service systems allow employees to view and update their data, request time off, and perform other functions.
  • Time and attendance tracking systems can help you keep tabs on employee hours and ensure that employees take their allotted break times.
  • Performance management systems can help you identify and address issues with employee performance.
  • Learning management systems can help you deliver training and development programs to employees.

When choosing a workforce management solution, it’s essential to consider your organization’s specific needs. Not all organizations will need all of the different types of software mentioned above. And in some cases, multiple types of workforce management software may be used together to create an effective solution.

The best way to determine which type of workforce management software is best for your organization is to consult with an expert or request a demo of the software. This way, you can see firsthand how the software works and how it can benefit your organization.

Here are a few excellent software options to consider:

  1. Workforce Management from SAP: SAP’s Workforce Management solution is a cloud-based platform that helps businesses of all sizes manage their employees more effectively. It includes time and attendance tracking, scheduling, performance management, and absence management features. The platform is highly configurable and can be customized to meet the specific needs of each business.
  2. Kronos Workforce Management: Kronos is a leading provider of workforce management solutions. Its platform helps businesses of all sizes maintain a strong organization of their teams. This software offers features similar to SAP’s Workforce Management. Kronos also offers a wide range of integration options, making connecting with other HR systems easy.
  3. Oracle Workforce Management: Oracle’s Workforce Management solution is a cloud-based platform and another popular choice of software. This software integrates with Oracle’s payroll system, making it easy to manage payroll and compliance. It can also help employees manage their tasks and performance.

Choosing the best workforce management software for your business can be daunting. There are multiple options on the market, and it can be hard to know which one will be the best fit for your company.

Here are some key factors to keep in mind when making your choice of software:

  • Ease of use: You want an easy solution for yourself and your team members.
  • Functionality: Make sure the software you choose has all the features you need to manage your workforce effectively.
  • Cost: Don’t overspend on a solution that is more than you need. There are many affordable options on the market.
  • Customer support: Choose a vendor that offers excellent customer support if you run into any issues.
discussing which workforce management strategy to use

Implementing Workforce Management Policies

It’s essential to make sure that all team members understand and comply with them to guarantee the effectiveness of your workforce management policies. You should also ensure that your policies are reviewed and updated regularly as your team and business grow.

While workforce management is typically seen as the responsibility of HR or management, all team members need to be involved in the process. By understanding the needs of the business and the team’s goals, everyone can play a role in ensuring that the workforce is managed effectively.

There are a few key elements to consider when implementing workforce management policies:

  • Purpose: What is the purpose of the policy? Are you trying to increase productivity or reduce costs?
  • Communication: How will you communicate the policy to employees? Will you roll it out all at once or gradually?
  • Enforcement: How will you enforce the policy? What are the consequences for employees who don’t comply?

Workforce management policies are designed to improve productivity and efficiency in the workplace. They can be used to enhance communication and collaboration between employees or to reduce costs by eliminating unnecessary tasks or processes.

When implementing workforce management policies, it is crucial to communicate the policy’s purpose to employees. Employees should understand why the policy is being put in place and how it will benefit them and the company. The policy should be rolled out clearly and concisely so that employees can easily understand and comply with it.

Enforcement of the policy is also important. By enforcing the policy, you will ensure that employees take it seriously and follow it. Employees who do not comply with the policy should be subject to consequences, such as verbal warnings, written warnings, or even termination.

By mapping out your goals for implementing the best workforce management policies for your team, you’ll better understand how to get everyone on board and improve communication between employees.

a game chessboard


With enough experience and the right tools at your side, you’ll be able to optimize and manage your workforce more holistically and effectively. This will, in turn, lead to more engaged employees and a decrease in unscheduled absences.

Workforce management can help you take your business to the next level by ensuring that you have the right people in the right place at the right time.