Workforce Management Explained: What is WFM and How to Do it Right?

February 9, 2023
Mess in the office before using the workforce management system, order and organization after using the workforce management system
Workforce management refers to the process of managing a company's employees and resources to ensure maximum efficiency and productivity. It involves forecasting, scheduling, timesheet management and controlling the activities of employees to meet business objectives and customer demand.

To do workforce management right, there are 7 key steps that should be followed (don’t miss number 7, it’s the most important one):

  1. Forecasting

The first step in effective workforce management is to accurately forecast the number of employees needed to meet customer demand. This requires analyzing historical data and trends to make predictions about future demand. It's important to keep in mind that demand can fluctuate seasonally or due to special events, so forecasting should be reviewed and updated regularly manually or using a system.

  1. Scheduling

Once you have a clear understanding of the number of employees needed, the next step is to create a schedule that optimizes the use of your workforce. This involves balancing customer demand with employee availability and ensuring that there are enough employees on hand to meet demand without over-scheduling and wasting resources.

Ubeya's scheduling system
Scheduling system can make scheduling easier and more accurate

  1. Employee allocation

After scheduling, it's important to allocate employees effectively to meet customer demand. This involves assigning the right number of employees to each task or job, taking into account the qualification, skill level, experience, and capabilities of each individual.

  1. Time and attendance tracking

Accurate time and attendance tracking is essential. This involves keeping track of when employees start and end their shifts, as well as monitoring time off requests and absences. This information is crucial for ensuring that the right number of employees are on hand to meet customer demand and getting paid correctly. It’s highly recommended to use a system for time tracking. An automated system will ensure your timesheet and payroll are completely aligned, prevent human error and save you many operational work hours.

  1. Performance management

Regular performance management is also an important part. This involves setting performance expectations, monitoring employee performance received by managers, clients and coworkers, and providing feedback and coaching as needed. Performance management helps to ensure that employees are meeting the expectations set for them, and it also provides opportunities for employees to improve and develop.

  1. Employee engagement

Employee engagement is another key aspect. Engaged employees are more productive, more motivated, and more likely to stay with the company. To ensure employee engagement, it's important to communicate regularly with employees, provide opportunities for growth and development, Invest in a platform that will be comfortable and pleasant for employees and recognize and reward their contributions.

Ubeya's Worker App
When it comes to workers, retention and engagement go hand in hand.

  1. Best for Last: Technology

Technology plays an important role, providing tools for scheduling, time and attendance tracking, performance management, communication and more. There are a variety of workforce management software solutions available that can help to streamline and automate many of the tasks. Make sure you choose a system that suits your type of business. There are many solutions and you better choose the most accurate solution for you, and not necessarily the cheapest. An accurate solution will result in significant savings, much more than the cost of the system.

Workforce management solutions such as Ubeya are best suited for businesses employing shift-based workers. learn more about Ubeya to see if it’s the best fit for your needs. 

Here’s the deal:

Ubeya's savings calculator
Using technology can drastically lower your costs.

In conclusion, effective workforce management is crucial for maximizing productivity and efficiency, and ensuring that customer demand is met. By following the steps outlined above, companies can ensure that they are managing their workforce in the most effective and efficient way possible. By using technology and maintaining a focus on employee engagement and performance management, companies can achieve their goals and remain competitive in today's rapidly changing business environment.

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