How to safely invest in Workforce Management Software
Director of Business Development
Mar 17, 2017
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Workforce Management software is a big investment. With so much on the line, it is crucial that organizations spend a significant amount of time determining how much they should spend on the correct software for their organizational needs. There are many things to consider before making a decision, including: such as scalability, budget, whether you’re buying more software than you need, how the new workforce management software solution will be implemented, etc.
Dan Buckhout, a seasoned business management professional and strategic leader at 70kft, spoke on the mistakes organizations make when purchasing Workforce Management software. “The decision about which solution is the best for your workforce is a matter of value, not cost. A lower cost option that doesn’t perform a key function as well as a higher cost option may cause operating inefficiencies that cost your organization far more over time than the initial outlay.” Recent studies revealed that over a quarter of software deployed by organizations is unused or rarely used. Organizations often do not have processes in place to accurately manage and utilize software assets. If software is not implemented or utilized properly, it can cost organizations hundreds and thousands of dollars. How can you prevent lost or wasted resources?
If there is a lack of alignment within an organization, unneeded software is often purchased. When a department outside of IT evaluates the purchase of software, they often look at what the software will provide them. The IT team, however, looks at how the software will function. A lack of alignment in these motives will create unused software or applications.
It is important to do a realistic evaluation of how your organization’s software and licenses are being used. A clear analysis of ownership and usage can help to reallocate or cut back on resources. Improvizations specializes in a specific type of evaluation called an Implementation Audit or Gap Analysis. Most organizations use less than 50% of Kronos WFM software functionality. Improvizations provides a process audit with a comparison of the actual usage of the system, revealing key areas of optimization and improvement available. Beyond best practices, an Implementation Audit with outside Kronos consultants can also provide overall organization project reconciliation and an action plan for increased ROI.
Many businesses start using WFM software without a clear idea of the total cost of ownership. Real time management costs are often forgotten as the costs of purchasing and installing the software take precedent. Organizations often overlook the cost of using the software effectively. In order for WFM investments to translate into improved performance, it is necessary to delegate the responsibility of management and continual training. User adoption is a key aspect of real time management costs, as well-trained managers and employees are much more likely to use WFM software to its full potential. Make sure there are ample resources set aside to conduct training and maintain learning resources for both employees and managers.
Constant and effective communication is necessary to support a WFM system like Kronos. From communication about updates and training to administrative duties and the upkeep of training resources, clear communication is completely necessary. A WFM system touches every part of an organization, so it is essential to have a clearly defined communication strategy, not only about purchases, but also about management of the system. Defining expectations for each user is a great way to make sure employees and managers understand their role in the upkeep and use of the software.
To learn more about optimizing your Kronos application, download our whitepaper: A Case for Gap Analysis.