workforce management | 11 mins read

How to Manage Your Employees- 5 Tips for Better Workforce Management

how to manage your employees 5 tips for better workforce management 1645001884 4760
Kanika Jain

By Kanika Jain

What's Workforce Management All About?

Over the years, there has been a massive shift in corporate culture. Today's generation wants to work with companies that have transparency, flexibility and processes that allow them to achieve their goals easily. Workforce management software provides companies with the tools they need to not only monitor employee performance, but to help improve their productivity and job satisfaction. This in turns positively impacts the overall growth of the company.

Intuitive software solutions tick multiple boxes- they help with talent management, track employee productivity, manage employee time-schedules for smarter planning, enable better hiring, and forecast business needs for new talent.

5 Outcomes of Poor Workforce Management

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There's no denying that the workforce has changed over time. It's becoming increasingly difficult today to hire and retain a workforce. From hiring, to training, and improving retention rates, managing a workforce well takes tremendous effort, time and financial resources. But a poorly managed workforce will result in the following problems-

1. Poor talent management
As a business grows, it needs new skills. It is important to forecast these needs and hire people for the required positions well in time. If the hiring is done in desperation or at the last minute, it can lead to sub-par hires. Staff shortage, moreover, can result in undue pressure placed on existing employees. This leads to work stress, job dissatisfaction, and burnout. Employee management tools are therefore central to workforce management solutions. They resolve staffing issues and offer timely prompts on new hires and positions that need to be filled.

2. Lower productivity
Poor communication within and between teams, along with low-level tracking of employee performance, leads to negligence and declining productivity. The companies that do not implement talent management tools have no accurate or reliable way to measure work done by each employee. Employees won't develop a sense of ownership towards their work and deliverables go askew.

3. Leadership pipeline weakens
A growing business needs good team leaders to streamline and achieve work optimization in order to achieve its goals. But this dream is short-lived for companies that employ the wrong leaders. If team leaders are unable to properly assign tasks and invite regular work-related feedback from team members, a sense of disconnection sets in. Targets are difficult to achieve in these circumstances. If a company cannot help improve its employees' skills and build managers from within the organization, it will encounter leadership problems and disorganized staff.

4. Inaccurate reviews
Without reliable data that can indicate the performance level of each employee, there is no way to analyze their work output. Without the right management tools, a company cannot define key performance indicators (KPI) to its employees, based on which they receive their annual appraisal. The employee, aware of this technological gap, can mislead their seniors by reporting false performance achievements. This could result in unfair assessment and rewards.

5. Wastage of time and money
When employers sit with team heads to plan appraisals for the next financial year, they need to gather data on each employee's performance. In addition to this, budgeting for different departments, HR hiring, and other expenses are also decided. These takes time if comprehensive data is unavailable. Even after months of planning and preparation, the final reports can be far from accurate. This is why workforce management software is a necessary tool for every small medium business as it is cost-efficient, time-saving, and produces better outcomes.

Online employee scheduling software that makes shift planning effortless.
Try it free for 14 days.

5 Ways to Achieve Better Workforce Management

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A good workforce management strategy ensures that employees are productive and properly engaged at all times. These strategies can be applied across the board, from a small business to a large enterprise. Here are five ways you can implement these strategies at your organization.

1. Create learning opportunities
Upskilling employees should be a company's top priority. Enabling continued education and learning in their areas of expertise is seen to increase productivity. Companies can host internal training or tie up with professional institutes and offer tuition funding, making it possible for budding talent to pursue courses of their choice.

2. Automated workforce improves employee productivity
Having the right tools can make employees productive. Alternatively, denying them these tools can leave them frustrated and annoyed. Many organizations defer technology upgrades to save money. But this backfires when employees, forced to use outdated technology, takes forever to complete tasks. Investing in good cloud-based software actually brings down labor costs, improves worker productivity, maintains proper schedules, and keeps customers happy by resolving their issues and enabling them to meet their targets quickly.

3. Recognizing and aligning goals
Goal-setting for every job profile is important for both employees and the company. It keeps employees motivated, and the company organized and on point. Goal-setting also leads to better team collaboration, as reporting and performance can be tracked easily to monitor each employee's progress. When goals are achieved, the company or team leader can offer rewards and citations, like the title of 'Employee of the month' for a job well done.

4. Perks
Create a comfortable, yet industrious work environment for employees. Provide them with flexible work timings, options to work from home, incentives for extra hours worked, an aesthetically pleasing work space. All this will result in lower attrition rates. Instead of mounting pressure to get work done, make employees accountable. They start to take ownership of their performance, believing that their employer cares for, and is fulfilling their corporate responsibility.

5. Taking cues from feedback
Everyone needs a little push now and then to feel challenged and perform better. This is why giving and receiving regular feedback is an essential part of employee engagement, and that's why performance reviews are essential. If you're part of the service industry, it's likely that your performance reviews come straight from the customers themselves. Feedback should not be considered criticism, but as an opportunity to improve and excel at one's job.

How Does Employee Experience Impact Customer Experience?

A satisfied and happy individual radiates positive energy that can be felt by people around them. This can be applied to the workplace as well. Legendary businessman Jeff Bezos often talks about the need for customer-focused businesses to keep their employees happy. A business becomes a brand when its employees are in praise of their workplace. Higher employee satisfaction leads to a progressive retention rate, improved productivity and a great reputation in the market. Such companies, in turn, attract exceptional talent.

So what increases employees satisfaction?
There's no single formula to achieve this. Different industries practice unique ways to keep their employees happy. Here are the most common practices-

  • Providing employee and their family members financial benefits like medical insurance.
  • Incentive-driven tasks that help them earn extra money.
  • Enabling them with technology so that they can expedite time consuming work and complete their tasks in time.
  • Managing employee schedules so that they do not feel overwhelmed with the tasks at hand, and the work gets distributed equally with enough break-time in between.
  • Maintaining good practices such as hygiene, a clean environment, growth opportunities, and appropriate working hours for better workforce management.
A company cannot achieve long-term success if it is not sensitive to its employees' needs. Listening to employee feedback and acting on it will also help create a better workplace.

Employee Scheduling Software and its Impact on Employee Productivity

Employee scheduling software is an automation tool that benefits administration with the allocation of staff and resources in an organization. Scheduling software can be used to schedule employees for work shifts, assign tasks or projects, track availability, time attendance, and monitor productivity.

It is helpful for employees to be able to view their time and performance in real time so they can review their work and plan accordingly. The management of scheduling and staffing is one of the most important aspects of any business. Utilizing employee scheduling software will help your business achieve its goals by knowing whom to assign work and when. With this workforce optimization tool, your employees can do future planning by assessing their deliverables and aspire to reach the right place in their profession.

From a business point of view, employee scheduling streamlines and organizes the workplace with better reporting and time tracking. It is cost-effective in the long run too.

Online employee scheduling software that makes shift planning effortless.
Try it free for 14 days.

How Can Scheduling Software Improve Workforce Management?

As a manager, you have to be able to manage your employees' schedules. Managing your workforce is one of the most difficult tasks in any business. Scheduling people's work hours and shifts is important to enable proper compensation for their labor, as well as ensuring that they are available when needed. Here are some ways that scheduling software can improve the effectiveness of your workforce management.

  • Manage schedules on the go- Employees can instantly check their new shift timings or manage their attendance on their mobile devices, anywhere, anytime. Scheduling software has in-built alerts to draw employees' attention to any new information the company sends out. This facilitates easy communication between staff.
  • Self-reliant practices- The ease of marking attendance for a shift or swapping shift timings with other employees is possible from their own laptops or mobile devices. This facilitates self service among employees. They can check their monthly payslips and not bother the human resources team with queries.
  • Integrates seamlessly with other software- Most scheduling software can be seamlessly integrated with other workforce management software that provides financial services such as accounting, payroll, HR software, performance management and so on. These integrations can minimize compliance risks as data is collected from different software to provide comprehensive reports for better decision-making.
  • Better time management- Scheduling software keeps track of employees working from remote locations by monitoring their clock-in and -out timings. If an employee forgets to clock out, they receive reminders to clock out on the same day itself. If the employee didn't clock out the same day, they cannot clock in the next day without correcting their error and have to provide a convincing reason as to why they didn't clock out the previous day. The timings of their punches also get recorded, so that the seniors know when an employee works and how many hours they put in.
  • Manages employees across geographies- With cloud-based employee communication apps as an add-on feature of scheduling software, management can communicate with teams working from different locations and also manage their profiles. Employee sorting can be done based on location or department, for easy employee tracking.
  • Auto scheduling practices- Auto-scheduling is a great feature for the foodservice industry. The system remembers employees' previous schedules, overtime requests, employee time-offs and makes sure they are assigned sufficient work hours each week. All management has to do is copy the previous schedule and paste it into the current one.

5 Best Workforce Management Software Solutions for Restaurants

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5 Best workforce management systems for restaurants are-

1. ZipSchedules- This software is a cost-effective tool that caters specifically to the restaurant industry. Cloud-based, it works from any device. This all-in-one software manages onboarding, performance management, and employee schedules seamlessly. It easily manages human capital and allots schedules accordingly. If an employee has done overtime this week, the app prompts another employee to be assigned overtime for the coming week. This way every employee gets time-off, and no employee earns extra money for doing overtime again and again. The Zip Scheduling app makes shift planning effortless. This software is available on Hubworks, a dedicated restaurant app store that also provides other workforce management tools, including
employee communication apps. The company offers a 14-day free trial of the product.

2. Hunger Rush- This software caters to the needs of fast-food restaurant chains that rely on quick self service. Hunger Rush is a workforce management system that analyzes sales data, manages orders, tracks inventory, and handles employee-related issues.
It is not suitable for fine dining or unique concept restaurants that require customization.

3. Homebase- It's a scheduling and time clock software that keeps labor costs in check and manages employee shifts through a user-friendly app. From time tracking to hiring, it looks after every aspect related to employee efficiency and performance management. This app is widely used by the foodservice industry.

4. Ximble- This intuitive software manages employee schedules and generates correct reports related to payroll, attendance, performance and shift management, while saving overhead labor costs. It is a cloud-based app, priced at $1 per person per month.

5. Upserve- This workforce software by Lightspeed manages the complete employee work cycle from a single platform. It also manages scheduling with vendors and provides information in real time. Its core basic plan is priced at $59 per month and the pricing can go up to $359 for its Pro Plus package.

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