8 Tips for Better Workforce Management

Workforce Management: 8 Tips for a Better One

Did you know that 70% of an employee’s engagement is influenced and determined by their manager? In other words, how effective your workforce is depends on your leadership skills. As a leader, you need to be constantly looking for ways to optimize your team’s performance and to improve workforce management.

team meeting on workforce management

There are many ways you can upgrade your workforce management practices for a more engaged and productive workforce. What’s more, many of these tips are easy to implement and don’t require a lot of extra time or money.

In this article, we’ll explore eight tips for better workforce management — so buckle in, because there’s lots to cover!

1. Assess what Matters to Your Employees

The first step in creating an effective workforce management strategy is understanding what matters to your employees. What makes them happy and engaged at work?

Some things that may be important to your employees include:

There’s no way to know their priorities for sure, however, unless you make the effort to ask them. You can do this by:

  • Conducting an employee satisfaction survey
  • Holding focus groups or individual interviews
  • Asking questions through social media or employee surveys

Once you have a better understanding of what’s important to your employees, you can start to address these things in your workforce management strategy.

2. Implement Flexible Work Arrangements

Flexible work arrangements present many benefits for both your employees and the functioning of your business as a whole. For employees, flexible work arrangements can offer a better work-life balance, increased job satisfaction and opportunities for professional growth. They also allow for more creativity and productivity in the workplace.

For businesses, implementing flexible work arrangements can improve communication and collaboration among team members, reduce overhead costs and increase employee retention rates.

There are many types of flexible work arrangements that you can implement, depending on the needs of your business and employees:

  • Telecommuting: Employees work from home or another remote location.
  • Flexible hours: Employees have some control over when they work, within certain parameters.
  • Job sharing: Two or more employees share the responsibilities of a single job.
  • Part-time work: Employees work fewer hours than traditional full-time employees.
  • Sabbaticals: Employees take a break from work for a specific period of time.

By allowing for flexibility in when, where and how employees work, you can create a more productive and satisfied workforce.

flexible schedule and great workforce management

3. Keep your Employee Data Up-to-Date

Make sure you keep track of any changes in an employee’s status, such as a promotion, change in job responsibilities or termination. This will ensure that you always have the most accurate information when it comes time to generate reports or make decisions about whom to assign to which project.

While this doesn’t necessarily solve all of your management problems, it will help keep you organized and efficient, allowing you more time to focus in improving morale and boosting productivity.

To keep your employee records up to snuff, consider investing in workforce management software. This will automate much of the data-keeping for you, ensuring that all changes are tracked and recorded accurately. Alternatively, ensure that you are manually tracking the following information:

  • Employee name
  • Date of hire
  • Position
  • Department
  • Supervisor’s name
  • Status (active, inactive, terminated)
  • Last updated date

4. Keep an Eye on Trends on Workforce Management

It’s important to keep an eye on trends in the workforce management industry so that you can stay ahead of the curve. For example, more and more businesses are moving to a cloud-based system for workforce management. Make sure your software is up-to-date and that you’re taking advantage of all the latest features.

manager taking notes to better workforce

In 2022, some key management trends to watch are:

  • Collaboration between remote and on-site employees
  • The use of AI and machine learning for workforce management
  • Employee experience and engagement continuing to be a priority
  • More use of contingent or contract workers
  • Integration of HR, payroll, and time & attendance systems

By keeping an eye on these trends, you can make sure your business is ready for the future of workforce management.

5. Measure Employee Productivity

In order to properly manage your workforce, you need to be able to measure their productivity. This means taking the time to track how much work each employee is completing and how efficiently they are doing it.

You can then use this information to make better decisions about whom to keep on staff, who to promote, and who might need additional training.

Some essential metrics to record and monitor are:

  • Workload per employee (monitor this by job role, team, or division)
  • Number of customer contacts per employee
  • Average handle time for customer contacts
  • Percentage of first contact resolutions
  • Customer satisfaction ratings
  • Productivity (measured by number of work items completed per hour)
  • Quality (measured by defect rate and customer complaints)
  • Efficiency (measured by utilization rates and cycle times)

Not all of these metrics will be relevant to your business, but tracking the ones that are can help you make better decisions about how to manage your workforce.

6. Streamline Time Tracking

Time tracking is almost essential for effective workforce management. It can help you keep track of employee productivity, identify areas where employees could use improvement, and calculate the ROI of your workforce. However, it can also be a time-consuming process.

time tracking with clock

There are a few ways to streamline time tracking:

  • Use an automated time tracking solution like Day.io. Such solutions can automatically track the time employees spend on different tasks and projects.
  • Integrate time tracking with your accounting software. This will make it easier to track employee time and expenses.
  • Use time tracking templates. Templates can help you keep track of employee hours more efficiently.
  • Automate time tracking reminders. Reminders can help employees remember to track their time accurately.
  • Use a time tracking mobile app. Mobile apps can make time tracking easier and more convenient for employees.
  • Train employees on how to use time tracking software correctly. This will ensure that employees are using the software to its full potential and that their time is being accurately tracked.
  • Use time tracking for performance reviews. Time tracking can help you identify areas where employees need improvement and track their progress over time.
  • Periodically audit employee time tracking data to ensure accuracy and compliance with time tracking policies.

By streamlining time tracking, you can make it a more efficient and less time-consuming process, allowing you to manage your workforce more effectively and improve employee productivity.

7. Give your employees opportunities to progress

Considering that 55% of employees are thinking about finding a new job in the next six months, now is the time to start showing your employees that you are committed to their growth and development. You can do this by giving them opportunities to progress in their careers.

good supervisor communicating with employee

This could mean offering training and development programs, or providing opportunities for promotion. Some ideas for progression opportunities might be:

  • Offering training and development programs that help employees learn new skills or improve their current skills
  • Promoting employees to higher-level positions within the company
  • Allowing employees to take on new challenges and responsibilities
  • Giving employees opportunities to lead or participate in projects

By providing opportunities to progress, you show your employees that you are invested in their future and that you believe they have the potential to grow and succeed.

8. Promote a culture of accountability

Accountability is often viewed in a negative light by employees, as it has been twisted to represent micromanagement and a lack of trust. However, when done correctly, promoting accountability in the workplace can actually lead to a more trusting and empowering environment.

The key is to ensure that employees understand the expectations you have of them and what will happen if they don’t meet those expectations. This can be done through setting standards, providing feedback, and using clear and concise communication.

When employees know what is expected of them and are held accountable for their actions, they are more likely to take ownership of their work and be productive. A culture of accountability also helps to build trust between managers and employees, which can lead to a more positive and productive work environment.

Management success indicators in your workforce

It can take a fair bit of work to apply these eight tips within your workforce — so how can you be sure that your efforts are paying off? The answer lies in monitoring your workforce’s key performance indicators (KPIs).

Some KPIs you may want to track include:

1. Employee productivity levels — track both overall productivity and individual productivity levels for each employee

2. Employee satisfaction levels — use surveys or other means to track how happy employees are with their jobs and work environments

3. Employee turnover rates — track how many employees leave your company in a given period of time

co-workers talking and taking notes

4. Training and development needs — keep track of the skills and training that employees need in order to be successful

5. Employee engagement levels — measure how enthusiastic employees are about their work and whether they feel connected to their company’s mission and goals

6. Compliance with workplace policies — make sure you track whether employees are following your company’s policies and procedures

7. Customer satisfaction levels — track how your customers feel about the service they received from your employees

8. Financial performance indicators — track how your workforce affects your company’s bottom line

By monitoring these KPIs, you can ensure that your workforce management strategy is effective and that you are making the most of your employees’ talents and skills.

Workforce Management: Wrap-up

It takes a very talented and hardworking individual to manage a team of people, and sometimes it can be difficult to know where to start. By using the tips provided in this article, you can create a more effective and efficient workforce that will help your business achieve its goals — not just in terms of profit, but also in employee satisfaction and happiness.