The area of Workforce Management (WFM) has undergone significant change in recent years. Some of this change has come about due to advances in technology, and some due to the way modern businesses operate, compete and utilise labour resources. By Mairead Walsh, Softworks.

Workforce Management is essentially the process of balancing work requirements with available resources. It includes areas such as Time & Attendance, Labour Scheduling/eRostering, and Absence Management. Workforce management solutions enable organisations to ensure that strategic objectives are met in an efficient, cost effective manner, while at the same time balancing the needs of the employees. The active involvement of the HR director in WFM projects has never been more important, due to the central role they play within businesses today.

The role of the HR Director and how WFM Solutions can assist in this challenging role
First off, let’s look at the role of the HR Director, and how this fits with WFM Projects. The role of the HR director has changed enormously over the years. There has been a radical change in the HR function from what was essentially viewed as an administrative function to today’s organisation, where the HR director is a valued member of the executive management team. In most organisations, the HR Director creates and directs Human Resources practices and objectives that in turn, provide an employee oriented, high performance culture. This culture emphasises areas such as; employee empowerment, excellence, efficiency, goal attainment and the recruitment and on-going development of an exceptional workforce. In most cases, the job encompasses the following fundamental roles.

Strategic Partner
Within organisations today, the HR Director is viewed as a strategic partner. In this role, they contribute to the growth and the success of the organisation’s business plans and objectives. They are responsible for creating the vision and implementing Human Resources plans that assist organisations to achieve their overall mission and objectives. As strategic partner, the HR Director sets the foundation to enable the HR function, to support and execute the organisation’s strategy, to achieve a competitive advantage. This strategy supports the development of employees, better workforce efficiency and ultimately, increased profitability for the organisation.

How a WFM Solution will assist the HR Director as strategic Partner

– Attracts, retains and motivates employees by giving them more control and input over their work schedules.
– Reduces operating costs by making optimal use of your existing workforce and minimising the need for overtime and temporary labour.
– Improves productivity and quality by making informed real time decisions based on actual data.
– Optimises workforce scheduling and deployment by aligning labour resources with customer and business demand.
– Takes control of employee absences and manages vacations, time in lieu and sickness more efficiently.

Employee Advocate
Secondly, HR Directors are employee advocates. As employee advocates; they play a vital role in the success of the organisation via their skills and knowledge about employees. Their skills include, knowing how to create a work environment that encourages employee motivation, participation, achievement and job satisfaction. As an employee advocate, the HR Director knows both the interests of the employees and the plans of the organisation, and can help to find a suitable win-win solution for both. They recognise that humans are not like machines that can be switched on and off at will. The organisation can sometimes forget employees in the planning of new initiatives or simply look at them as a headcount number. As employee advocates they can bring the employees interests to the table, so that they feel informed and comfortable. Leading companies today are realising that their employees need to be an integral part of their brand. As you are no doubt well aware, if an organisation really wants to leverage their greatest asset – their workforce, they need to strike a balance between the needs of the business and the needs of the employees, and this is where a WFM solution can take centre stage. By achieving this balance, the workforce will assist the organisation achieve their goals and most importantly put a human face to the organisation.

Empowering Employees
Thirdly HR Directors empower employees. Their ultimate goal is to create a work environment where employees are empowered, productive, contributing, and happy. From here they can attract, recruit and retain the best employees. As a leader, they want to assist employees to achieve both the goals of the organisation, as well as their personal goals. A WFM Solution empowers employees to improve both their efficiency and effectiveness. With the help of an integrated WFM solution, employees are provided with the framework and tools to assist them in achieving organisational objectives and goals, while encouraging and inspiring them to realise the vision of the organisation.

Change Champion
Fourthly HR Directors are change champions. The business world is constantly changing and organisations that are not able to adapt are being left behind. HR Directors are regularly called on to champion change. Their knowledge and ability to implement successful change strategies mean that they are extremely valued by the other directors. Their knowledge of how to link change to the strategic requirements of the business, minimises employee dissatisfaction and opposition to change. As the change champion, they can facilitate the changes in the organisation, and protect employees against the side effects of constant change. Many employees do not like change and sometimes see it as a danger. However with the technological advances in modern WFM solutions, change can be extremely positive for employees, as it can give them more control over their working lives. As change champion, the HR Director needs to be part of all major projects that impact on employees. Obviously WFM projects impact on employees, but surprisingly are sometimes mistaken for exclusive IT projects. This of course is a mistake, as it is the HR department that understands employees’ needs and motivation and can therefore provide very useful advice during the project and its implementation. Human Resources can include several actions to the project plan to help the employees, understand the impact of the project on their lives in the organisation. As change champion they can assist employees understand any changes that occur due to WFM projects and minimise the impact. With ultimate responsibility resting with them for directing HR operations, it’s essential that they are actively involved in WFM projects. By getting involved from the start, they set the tone and define the HR policies thereby, ensuring that their department’s goals and objectives are achieved.

How Workforce Management Solutions are driving business performance today
Leading organisations today realise the importance of aligning all labour costs, with associated revenue and business profitability. The who, when, where and doing what, needs to be measured effectively and this is where a comprehensive WFM platform plays its part. Businesses get the tools and operating parameters they need, at every level to deploy resource plans and schedules effectively, while delivering top down management controls over payroll overhead, overtime, contract staff, absence management and other major cost drivers in the business. Labour is the biggest single overhead in all organisations; yet, it is often overlooked. As you are well aware, employee time is one of your organisation’s most valuable yet costly resources. Easily accessible knowledge of employee time results in faster decision-making, improved scheduling and better labour cost management, which makes your organisation more productive and competitive. Modern WFM Solutions go beyond simple time and attendance functionality. World class companies today are using WFM solutions to introduce flexible working options, optimise labour planning, scheduling & modelling, respond to union and legislation requirements, track and cost projects and manage planned and unplanned absences. Today’s integrated WFM solutions build a bridge between the operational and the strategic elements of the organisation and therefore require that HR Directors are actively involved in these projects.

Summary
HR directors have come to realise that In order for their organisation to compete effectively in today’s business environment, they need to be involved in Workforce Management Projects. It is the workforce who will be instrumental in the successful implementation of an organisation’s objectives. The recognition of the importance of achieving this buy-in from the entire organisation has prompted active involvement by HR leaders. This involvement proves to both the other directors and the employees, their commitment and their understanding of these projects and the benefits they can bring to the organisation. They are demonstrating that they want to be consistently used as strategic partner in the organisation and that their knowledge and experience should be exploited.

Author  – Mairead Walsh is Head of Communications & Marketing at Softworks. She has published numerous papers, articles and case studies on workforce management topics. If you are interested in reading some of her other publications go to www.softworks.com/whitepapers/ Mairead can be contacted directly at mwalsh@softworks.com