What is workforce optimisation?
At the heart of workforce optimisation is the collection and analysis of data, then using that data to make changes to or consolidate business practices, so employees are working the best they can in the time they have.
Business leaders cannot ensure that their employees are working productively and effectively if they do not have the information to back this up.
It may be made even more difficult for them to get this information or to ensure their employees are effective when so many are working remotely, thanks to flexible working arrangements being made possible by technology.
Most businesses already compile some of the data they may need to optimise their workforce, such as staffing levels and total working hours.
However, employers can take this a step further by delving deeper into how they are using their employees to run their business.
Scheduling
Scheduling looks at who is available, and when. Employers may be aware that their employees are working for eight hours a day on five days a week, as they see they are present in the workplace or are logging on remotely.
However, some employees may be working overtime to complete their workload; some workers may be sitting around doing nothing during certain periods of the day or times of the year as there is no work to be done; or some workers may be run off their feet in the morning trying to cope with the workload that comes in overnight and are too exhausted to keep working at that pace by lunchtime.
By analysing workforce activity and comparing it to such demands as daily or seasonal busy periods or the ability for an employee to achieve all tasks in a set time frame, employers can better schedule their workforce.
For example, they may find that they need to implement split shifts to cope with early morning and late afternoon work demands; that they should hire extra, temporary staff to get them through the festive season rush; or that training programs can occur ad hoc during an employee’s downtime, instead of interrupting a typical workweek.
Time tracking
Time tracking analyses the time being spent, either at work in general or completing a certain task.
For example, time tracking can be collecting data on when an employee enters and leaves the office or ‘clocks on and off’ to their shift, to demonstrate if they are working late or leaving early. But it can also involve logging the time it takes for such tasks as writing a report, meeting with a client, or completing a stocktake.
Some employees may feel that they are being too closely monitored and may feel pressured to complete tasks more quickly, if their time is being tracked, or that they will be penalised for arriving at work a few minutes late one day. It is therefore important to outline to employees how time tracking can help optimise a workforce and benefit them, too, before implementing it.
For example, time tracking can identify if more resources are needed to be allocated to a task, if an employee should be paid overtime or receive a pay rise for the extra hours they are putting in, or should be allocated more time in their day to complete tasks as it takes them longer than what was assumed.
Performance management
Collecting data on the performance of an employee can help employers optimise their workforce by ensuring the right people are in the right job, where skills gaps may exist or further training is required, or even who may be best suitable for promotion.
This information may include customer satisfaction scores and the revenue created by each worker, as well as whether they meet their key performance indicators and their own goals for their role or career at the business.
As part of performance management, employers may want to undertake skills management – that is, recording the skills and abilities that an employee already holds as well as identifying those that they may be required to gain to be more effective and productive in their role.
For example, a salesperson may be very effective at selling a product or service over the phone, but when it comes to dealing with customers in-store, they get nervous and often fail at making the sale. With interpersonal training, they can become competent in making sales in both situations, which increases their effectiveness. By analysing their existing skills, then enabling employees to improve them, employers can make their employee more productive and an effective team member.
Task management
Task management is the reverse of all of the above, by looking at the task rather than the employee.
Instead of analysing if the staff are available, it first considers how many staff members will be needed to complete the task. For example, if it takes two people to operate a machine, then two people will be required to do this, even if only one person is rostered on to work at that time.
Rather than determining how long it takes an employee to complete a task, it allocates the amount of time available or required to achieve it. For example, there may be an urgent deadline that requires the task be completed more quickly than usual.
It also means the task is assigned to the right person with the ability to complete it, rather than analysing if an employee has the capability to complete it. For example, waiting for an experienced carpenter to complete the job may end up taking less time than if it was assigned to the readily available apprentice.
Why is workforce optimisation worth the effort?
There are many benefits for employers who take the time to optimise the workforce. They include:
- Employee engagement: Staff who are well-resourced do not have to work extra hours, which can lead to burnout, remain engaged and satisfied in their work and want to stay employed at the business.
- Reduced costs: Overstaffing and understaffing can be avoided, which saves employers from spending unnecessary funds on salaries and penalty rates, as well as running costs such as electricity.
- Employer of choice: The best talent wants to work for the best employers and reputations spread easily, so those that offer a good working environment that offers opportunity as well as work/life balance are sought after by applicants.
- Increased productivity: Output is increased when employees operate efficiently, providing more value for the same amount of time.
How can workforce optimisation techniques be implemented easily?
The most popular way to implement workforce optimisation is by using software to help collect the data required as well as easily present it for analysis by business leaders.
While old-fashioned paper timesheets and meetings with employees can be a good starting point, investing in specialised software can automate the process, meaning no extra workforce is involved.
Most software comes at a cost, which may seem counter-intuitive when saving money is one of the goals. While free software and automation programs do exist that can help in this process, such as using a shareable spreadsheet, it may not be as easy for staff to use or access.
When considering software providers, try looking for those that offer a free trial period and support for businesses, as well as provides the services that the business requires.
By ensuring that employees spend only the time available or required on each task, that the right number of staff to do the work is rostered at the time they are required, and that employees are skilled to do the work assigned to them, business leaders are optimising their workforces.
It will help add value to their daily operations and save costs that will particularly be helpful to offset a shortage of skilled workers, pay their business’s bills and take advantage of the digital transformation that is occurring in the workplace.
