A Guide to
Workforce Management

How a modern, mobile-first and cloud-native Workforce Management Solution can make your business more efficient, reduce your costs, and empower your employees to enjoy work.
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Table of Contents

Chapter 1

Why Workforce Management Software?

A happy business is made up of two things; a happy workforce and happy customers. The key ingredient in making this recipe work is a modern workforce management solution.

At Quinyx, we think we have the best mission statement in the world: “We help create a smiling workforce.”

We want to put smiles on the faces of all our different customers, from airports and hotels through to retailers and healthcare providers. And those smiles stretch right from the C-level executive through to part-time workers.

This is the impact implementing a modern, mobile-first and cloud-based workforce management solution has. Everything we do is built upon our four pillars of quality, simplicity, passion and innovation. It’s from here we combine technical excellence and cutting-edge software development with our need to always put people first, constantly asking ourselves the question: “How will this make people’s lives better?”

This is what great workforce management software does. We want this guide to give you an overview of the aspects you have to consider when you want to make your WFM highly efficient, alongside showing you the impact they will have on your business.

We pride ourselves on understanding our customers’ operational challenges and helping them to solve them by developing great software. We build the most user friendly workforce management software on the market - and, in this guide, we’ll show you the different ways it will benefit your business.

 

Goran Pavlic - Rituals Cosmetics
Quinyx translates sales targets and the targets we set for our stores into shifts per hour and it helps have the right person, with the right skills, in the right place at the right moment.
See the case study

Chapter 2

Automating your schedules, rotas and roster

The ability to create intelligent and automated schedules is a crucial requirement for every labour-intensive organisation.

Having the right people in the right place at the right time enables you to deliver better customer service and have happier customers.

Just as bad rotas will cost you money, a good schedule will be the conduit to empowering employees, delivering business intelligence, and can ultimately be the difference between success and failure in your business.

A good WFM solution will take that pain away and will revolutionise your scheduling process. Great schedules find the optimal balance between keeping your staff happy, keeping your business running smoothly and controlling your labour costs. You also need a solution that is fully customisable and can be configured to the specific needs of your business, ensuring you see the best possible results and return on investment.


In Summary:

Using a Workforce Management solution for your scheduling means you will be able to:

  • Control costs. In real time and see how many hours you’re using on a daily, weekly and monthly basis.
  • Understand your business. Ensure you always meet the right staffing levels by going deeper than you’ve ever been before into how your business operates.
  • Give your employees choice. And the opportunity, when possible, to choose when they work, helping them be more productive and happier at work.
  • Respond instantly. To your business needs, especially if you’re using a cloud-based and mobile-first WFM solution.  

 

Did you know?

A workforce management solution frees up 9 hours of time per manager per week (McKinsey)

Quinyx reduces the time it takes to create a schedule by half (London City Airport)

Companies using a workforce management solution see a 20% increase in customer facing time (Aberdeen Group)

20% of shift workers say the ability to pick and choose shifts is their top priority at work. (Quinyx / Development Economics & Censuswide)

Michelle Truss - London City Airport
Manual rostering used to take each department at least a couple of days a week and that was without the ongoing upkeep of managing leave requests and shift swaps. Since we’ve started using Quinyx it’s increased the speed it takes to process our rosters and reduced the time it takes us to do them by 50%
See the case study

How to implement a Workforce Management solution like a superhero

Our guide to overseeing the smooth and successful implementation of your workforce management software.

Chapter 3

Integrated task management

One of key components of great workforce management is having great task management. This is the art of being able to keep track of what is being done, when it’s being done and who is doing it.

When you use a workforce management solution for your task management you’ll be able work more efficiently and ensure are more productive.

Whether that’s easily planning recurring tasks for the whole organisation, such as opening and closing procedures, or keeping track of company processes in real-time through a workforce management app - you’ll be able to quickly and easily follow up task execution enabling you to retain full control of what is being done, when it’s being done and how well it’s being done.

What’s more, you’ll easily be able to check when the task was completed and see the timestamp associated with it, making life much easier and more productive for managers. You’re also able to record this data, store it and easily search within it, something that’s laborious and intensive when being done with pen and paper.

If your business relies and being compliant, with better task management you can ensure routine tasks are being done and maintained, and retain consistency across units. You can even break down each task into subtasks, giving your employees an easy, step-by-step guide with visual aids to follow for everything from opening the store to cleaning the restrooms. The best thing about integrated task management is every employee can see their tasks within an app and are able to timestamp them once they are complete.

 

Mark Robertson - Benugo
As well as reducing time managers spend scheduling, the big factor in the business is that, our staff are able to access their rotas, review shifts, manage their admin and communicate with their manager through the Quinyx app. This has saved us a huge amount of time.

Chapter 4

The simplest way for time reporting & running payroll

By integrating time and attendance into a scheduling module, time management can be straight forward, hassle free and simple for everyone.

As well as giving you full control over what hours are being worked and integrating with your schedules, a time management element to your workforce management system gives your managers clear approval routines, allows you to quickly manage vacation and leave requests, and ensure all your sick leave is measured and stored in one place.

The ‘best in breed’ workforce management solutions will also integrate running your payroll with your time management - meaning you can run payroll with the click of the button while significantly eliminating the risk of there being errors. The best systems will also allow you to automatically calculate pay types from scheduled and worked hours while giving you the tools you need to better manage the amount you’re spending on overtime.

 

 

Did you know?

Pizza giant Papa John's reduced their labour cost by 3% in just 8 weeks when trialling Quinyx.

Nearly 40% of businesses report a decrease in absenteeism from using a workforce management solution (Aberdeen Group)

Bhrijesh Patel - Papa Johns
Since we began using Quinyx, we can see a significant drop in terms of our labour cost. It used to be around 33% and is now just over 28% of total cost. It's a massive drop and great for our bottom line.
See the case study

Chapter 5

Smart budgeting & forecasting

Powerful forecasting is essential for any successful business and a workforce management solution with an integrated forecasting function is a true game changer.

An intelligent workforce management solution gives you the power to create smart budgets and forecasts based on historical data, allowing you to plan accordingly based on the specific needs of your business.

A state-of-the-art forecasting module allows you to:

  • Compare previous years’ sales with future forecasts.

  • Create sales and staffing budgets.

  • Create optimised schedules.

  • Optimise the way you manage your business.

  • Predict the future with the help of historical data.

  • Allow for a rapid and efficient scheduling based on multiple selectable variables and KPIs.

  • Provide transparent and detailed information about outcomes compared to forecast and budget.

  • Survey and compare previous years' sales with tomorrow's forecast.


Accurate and effective forecasting can mean the difference from making a loss to turning a profit. 

A good forecast should be a balancing act between what you want your business to achieve and what its capacity to achieve is.

Did you know?

There’s a 25% increase in productivity when employees feel engaged with their work and connected with their co-workers. (Gallup)

Employees who don’t feel adequately recognised 2x as likely to leave their job in the next year compared to those who do feel recognised. (Forbes)

95% of part-time workers say using an app makes it easy for them to adjust their schedules in order to fit their needs. (Harvard Business Review)

90% of managers surveyed believe there’s solid evidence linking engagement to improved performance, customer service, and productivity. (hr.com)

Chapter 6

A communication system for your whole business

With a modern workforce management solution, communication is instant, easy, and fun.

Workforce management solutions should become more fun to use and form a key part to enjoying work. That’s why we have a mobile-first approach. It means communication can happen instantly and easily, whether that’s switching a shift, finding cover for an empty shift or approving a leave request.

Failure to communicate effectively means employees fail to perform to their full potential, lack engagement and feel demotivated. Alongside this, their work lacks direction and they feel adrift when it comes to personal and professional development and progression, something that’s increasingly important for employers to be aware of as Millennials (and their values) become the biggest demographic in the workplace.

Integrating powerful communication into your WFM solution helps keep your employees engaged, motivated and more likely to stay with you for longer.

Did you know?

London City Airport saw a 100% response increase for their an annual employee survey when sending it out through Quinyx.

Benugo report a 100% improvement in communication thanks to Quinyx.

84% of Millennials believe an open communication policy is more important than perks in choosing a job.(GlassDoor)

Only 15% of employees believing their employer is good at communicating. (CPID)

Tomas Andersson - GANT
The mobile app has considerably improved the way we communicate with staff and it’s now faster and easier for us to reach employees with important information. We also communicate our schedules with staff six months in advance which makes it much easier for them to plan their spare time.
See the case study

Chapter 7

Business Intelligence & Insight

Intelligent workforce management gives you a bird’s eye view of your business, providing you with powerful insights to help you make better decisions and be more successful.

You can follow easy-to-understand data streams and metrics to help you get the most out of your workforce and give you the best overview of your business. You’ll be presented with analysis of historical and real-time data. Through this analysis, you’ll then be given suggestions on how to optimise your workforce.

The ability to do this is fundamental to the future of workforce management. And in doing this a workforce management solution will be able to radically improve business performance by using underlying big data to help you make better decisions based on historical and real-time analysis.

In Summary

The insights a workforce management solution can give to you include:

  • The number sales broken down per hour and per employee.

  • The percentage of salary cost compared to sales.

  • Payroll cost.

  • Absence percentage, which includes statistics on sick leave and vacation days.

  • The optimal setup of your staff, including how many full time employees you need compared to part time.

 

Did you know?

Failure to embrace flexible working could cost the UK £12 billion in economic output by 2023. (Quinyx / Development Economics & Censuswide)

90% of Swarovski’s employees downloaded the Quinyx App in their first week of using the system.

Leading fashion retailer, GANT, has reduced the time they spend on their scheduling process and the associated follow-ups by 75% since using Quinyx.

Businesses with engaged employees see a 22% increase in profitability. (Gallup)

Nico Wartenberg - Rituals Cosmetics
We have an IT strategy based on the cloud, best of breed and software easy to connect via APIs, Quinyx fits perfectly into this and, more than that, they are a pure player in workforce management functionality which helps transform the everyday in our stores

Chapter 8

Taking the next steps

Identify what your business needs, where your key areas for improvement are, and what you need to do next.

We hope you’ve found this guide and exploration of the different aspects of workforce management useful. The first step, always, is to understand what it is your business needs, where you want to be, and know how you’re going to get there.

As a rule of thumb your organisation will need to allocate at least twice the time of the WFM supplier to succeed with a large-scale WFM implementation, many organisations miss this bit in their project calculations. Certain parts of the project simply cannot be executed by the supplier and your organisation needs to set aside time to run these activities.

 

Your Workforce Management solution touches everyone in the organisation.

 

Therefore communication is essential to make the project a success. Buy-in needs to be ensured from C-level executives down to the part time employee. The part-timers are usually easy to get on the train as a modern WFM solution mostly means benefit to them. But consider the unit managers, the schedulers and the payroll managers to make sure they too see the benefit in your WFM-project.

There’s no reason to let any of these factors delay your planned WFM-project. To start the work now, simply make sure to have the information and decisions ready for when you have selected a supplier so that your team can hit the ground running. Even if a WFM-implementation takes some effort, it is well worth it given the huge potential and savings that are available if implemented correctly.

If you’d like to find out more, and take the next step, we’d love to hear from you.

Take the next step.

Discuss your Workforce Management needs with our product experts, and see how Quinyx can help.