Today’s post is for business owners who have recently chosen 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 CBIZ Time Solutions guide to Workforce Management implementation.
Make a Plan
We can help you design a practical timetable for the system implementation and decide which processes to transition first. Take advantage of our experience in helping businesses like yours transition quickly and effortlessly.
Transition in Stages
If your organization has several departments, you may want to tackle it in stages. Once one department has successfully transitioned to all the new processes, you will have solved a few unexpected snags. You can use the knowledge gained to prevent the same dilemmas when the next department transitions.
Communicate the Benefits
It’s natural for associates to worry that a new system could impact their pay or add a layer of complication to their busy day. If managers can prepare employees so they know how the new processes will benefit them, they will be more likely to comply cooperatively. 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 simple to use, we have never had a client whose team 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 autonomy may resist the increased scrutiny. 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 feature in Workforce Management Suite.)
If you are adopting a biometric time clock and an employee is especially resistant, be aware that this might be a sign 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 dramatic drop in hours—congratulations—you have finally stopped paying for time not actually worked!
Answer Questions
Make sure you are available to answer questions about the new system. If your staff members see that you are dedicated to alleviating concerns, they will be more likely to support you. However, don’t go so far as to make the new processes optional. Some organizations have failed to adopt a new system because they got so much flack from their personnel they eventually gave up. Lowering labor costs, reducing admin hassles, and improving productivity will benefit everyone in your organization. Don’t let employee resistance deter you.
Assign an Implementation Manager
Ideally, all of your team managers will soon be committed to the new system and become fully fluent in all of the features. However, by assigning a proficient and dedicated person to own the project company-wide, you can centralize the implementation-specific communication and training and depend on your point person to make sure each department sticks with it until all teams and processes are transitioned.
We are dedicated to your success. Let the Workforce Management experts at CBIZ Time Solutions help you start enjoying the myriad benefits Workforce Management Suite provides.
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CBIZ Time Solutions offers WorkforceHUB, the Human Resources Management System (HRMS) that makes it easy to optimize the performance of your managers, employees, and company workflows.
WorkforceHUB includes TimeWorksPlus, TimeSimplicity, TimeWorks Mobile, and ApplicantStack. We’ve just added applicant tracking, onboarding, benefits enrollment, performance reviews, and employee engagement! WorkforceHUB was developed for busy employers like you who need to reduce cost-per-hire, streamline scheduling, automate time tracking, maintain regulatory compliance, and shrink labor costs.
How much can you save? Check our CBIZ Time Solutions ROI Calculator.
We can get you up and running with WorkforceHUB immediately. Contact us today to set up a demo.
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