Set Yourself Up for Success With Workforce Management

Posted On: April 8, 2019

Every business needs access to the right tools. Employee time tracking tools and workforce management tools help businesses to better assess their workforce needs and to implement better policies. If your business isn’t already making use of them, it may be missing out on the kind of edge that is vital to the business’ success.

Managing effectively with workforce management

Workforce management is harder than most will admit. If you’re not dealing with figuring out where your employees are, you might be dealing with determining when they’ve worked. Everything from benefits management to overtime verification can fall on your shoulders, but you don’t have to do it all alone. Using the proper workforce management processes and time tracking tools and can help you to get more out of your workforce without increasing your workload.

workforce management

Who can benefit from employee time tracking?

It’s always a good idea to look at the benefits of any system. The benefits of employee time tracking can be seen across many industries, but certain people do get more out of the systems than others. Below are just a few of the groups that tend to benefit a great deal from time tracking.

Restaurant industries

Keeping track of employee time in the restaurant industry is a must. It’s not just about making sure shifts are covered, but making sure that hours are spread around fairly, that peak times are covered, and that overtime costs are accounted for. It’s fantastic for improving communication, cutting down on overhead, and improving the systems you already have in place. Given the incredible importance of keeping payroll manageable in the restaurant industry, it makes sense for any restaurant owner to use an employee time tracking software in order to streamline their processes.

Contractors and freelancers

If your business works with contractors and freelancers, time tracking can be an excellent way to keep everyone accountable. From the contract side, it helps to ensure that every hour is paid for and that there will be fewer arguments about billing. From the business owner’s perspective, it helps to decrease the possibility of wage theft and provides for better metrics to determine future contracts. Contractors, freelancers, and those who employ them all benefit greatly from having systems in place that keep everyone on the same page and help to prevent any arguments about payment.

Remote employees

These tools are also incredibly important for those who have remote workforces. On a very basic level, these are the tools that help to keep employees accountable and ensure that everyone is doing their jobs. Beyond that, though, having time tracking helps a business to determine exactly what it needs from off-site employees. Having hard data helps businesses to streamline their processes and ultimately to make better decisions when it comes to their workforces. While these programs often seem very simple, they can have huge impacts on businesses that have non-traditional and remote workforces.

How can I use employee time tracking?

It’s easy to understand the importance of employee time tracking, but it can be a little harder to understand how to use the tools. Fortunately, there are a few types of tools that are legitimately easy to use and can serve important purposes. If you’ve got a workforce that tends to roam, making use of one of these workforce management tools can be an incredibly smart move for your business.

workforce management


Geofencing is an interesting technology that allows you to determine whether or not your employees are present in a specific area without tracking absolutely all of their movements. This is a two-part system, composed of an invisible electronic boundary and employee tracking devices. The system is alerted any time a person with the relevant tracking device (which can be either a dedicated device or an app) crosses the threshold. This allows you to track whether relevant personnel have entered the worksite and when they leave – both great data points for when you’re calculating the hours worked by an employee.

GPS Tracking

Employee GPS tracking is a must if you have a very mobile workforce. Long a tool of the shipping industry, employee GPS is usually used by businesses that need to know the precise positions of their employees at all time. This can be very useful if your business sends out employees for off-site jobs, as the GPS will let you know only where the employee is but when he or she arrived. This, in turn, allows your business to determine if the employee was actually working during the time out of the office or if there were any deviations from his or her duties. Employee GPS tracking can be a great tool for those businesses that understand that time is money.

Time tracking apps and software

A good employee time tracking app, generally in conjunction with time tracking software, is a great way to keep track of hours worked. Employees can either sign in on the employee time tracking app or into the online portal with just a few clicks, allowing the business owner to see precisely when the employee began his or her day. The employee can continue to use these tools to clock out for unpaid breaks or for the end of the day, further ensuring a more accurate payroll process. A bit less intrusive than some employee tracking devices, these tools nonetheless provide an extra layer of accountability for all involved.

Utilizing employee self service portals

Automation can be a beautiful thing, especially when it comes to mundane tasks. Giving your employees access to a solid employee portal not only helps your business to be more efficient, but it empowers your employees in a very significant way. These online portals are one of the workforce management tools that allow employees to accomplish a number of very useful tasks, all without requiring the physical presence (or work) of an HR representative.

For benefits tracking

An automated self-service portal can be a great tool for employees who are interested in engaging more with their benefits. It helps to cut down on the time needed to explain what’s covered and also allows employees to make changes when necessary. Given that so much of benefits management is simply getting access to the right information, it makes sense to automate this process as much as possible. Putting the power into the hands of your employees guarantees better benefit usage and helps to cut down on the time your HR department spends answering questions that can be handled by the online portal.

For time off and scheduling

One of the most time-consuming business tasks is scheduling. It’s not just a matter of keeping one person’s schedule straight – it’s balancing the needs of an entire business against the needs of an employee and attempting to find a way to keep everyone happy. While the scheduling process is not necessarily difficult, it does take a great deal of time. When that process is automated, though, things become much simpler. Not only can employees look up their schedules on the portal, but they can also schedule their time off and look for opportunities to pick up shifts. This helps the business to satisfy its staffing needs and helps employees to stay better informed about their own schedules.

For onboarding and compliance purposes

A great deal of work has to be done to bring a new employee onboard. Unfortunately, this means not only paying the employee to learn the new material but requiring someone from HR to take time out of his or her day to complete the process. With an automated portal, though, new employees can complete some of this process on their own. This holds true for compliance efforts as well, as being able to do automated training can help employees get the information they need without having to pull managers or trainers away from more complicated tasks.

Using workforce planning to effectively manage your employees

Creating and maintaining a viable workforce isn’t a one-time job. Instead, it’s the result of an ongoing process that helps a business figure out exactly how best to utilize its most important human resources. Good workforce planning helps businesses to not only create a solid workforce but to position itself for a much more competitive future.

workforce planning

What is workforce planning?

Workforce planning is the process of determining what your workforce needs to look like to be as efficient and cost-effective as possible while still helping your business stay within the boundaries of the law and any other industry regulations. It’s generally thought of as a method of figuring out your staffing needs in terms of physical presence, hours worked, expertise, and ability. Workforce planning is a type of workforce management that also allows you to determine what you’re going to need in terms of staffing as your business grows and your needs continue to change.

What is the goal when workforce planning?

The goal when workforce planning should always be to create a workforce that is going to help your business to grow and succeed. The idea is to forecast what you’re going to need in terms of staffing and ability over the course of a short (twelve to eighteen month) or longer (three to five year) period and to put mechanisms in place to ensure that you reach those goals. Workforce planning is used to help make sure that the right employees are in place in the right fields in order to help the business thrive.

What are the steps in workforce planning?

Workforce planning begins with gathering data. This means looking at future plans as well as current issues. After gathering data, the business analyzes its current profile. This typically means looking at reasons for understaffing and overstaffing, as well as understanding why turnover occurs in key departments. After this, the business develops a plan to achieve the goals in step two and solve the problems in step three. The fourth step involves implementation of that plan, while the fifth involves evaluating how well the plan worked and making any necessary changes to ensure success in the future.

Implementing Labor Management Systems

A labor management system is one of the most useful workforce management tools that a business owner or manager can use to gauge employee productivity. While not common in all types of work, they’ve become increasingly popular among owners who value having hard data at their fingertips. If your business hasn’t yet made use of one of these systems, you might be missing out on significant benefits.

What is labor management systems?

It might be best to think of a labor management system as an analytics tool that gives you statistics about employee productivity both on an individual and group level. It generally shows you how efficient any given employee or department is at a given task, usually broken down into hard numbers.

How can they be used?

Labor management systems can help provide data about how a business’ money is spent when it comes to labor. It gives a clear picture of how much the business is spending on each task, as well as how efficient each employee or department is at those tasks. These programs are generally used to provide data on everything from promotion potential to departmental spending, as the data generated helps to put hard numbers on concepts that can be otherwise hard to visualize.

How can they help?

These systems are helpful in several ways. Many businesses use these systems to determine if they’re getting their money’s worth from a given department or even employee. Others might use the system to determine promotion potential, especially when it seems that a given employee is more efficient or cost-effective than his or her peers. The system can even be used to help draft future budgets, with special care given to the profitability of specific parts of the business.

workforce management

Find all of your solutions at PayTech

Whether you’re looking for workforce management, employee time tracking tools, or just to get help figuring out how your human resources processes should work, PayTech is there to help you. PayTech can help you with all of your payroll and human resources needs, ranging from simple payroll process to more complex human resources tasks. If you’re ready to let the professionals focus on that aspect of your business, make sure to visit us and check out the packages and pricing options that are available to businesses just like your own.