What is an Integrated Workforce Management System?

How a core software solution benefits cleaning and security companies.

In today’s landscape for commercial cleaning and security industries, there are a few different tactics companies use to manage their workforce. The first option is through manual processes – a costly, inefficient and resource-draining option fraught with error. The second option is to implement software solutions to solve a specific problem within each functional area of your business. While this helps reduce some manual error, it doesn’t solve for inefficiencies or informational inaccuracies caused by siloed data (not to mention the headache that stems from multiple support contacts and billing steps from different providers).

The third option is through an integrated, all-in-one software approach, which improves profitability, streamlines processes and reduces associated risk. In this blog, we’re diving into what an integrated workforce management system is, who it is for and what benefits it offers to cleaning and security companies.

Why is an integrated workforce management system important?

In basic terms, a workforce management (WFM) solution solves for two key business needs: scheduling and time and attendance management.

An integrated workforce management solution takes that one step further, connecting scheduling and time and attendance management with other critical, core functions of your business, like HR management, contract details and locations, quality assurance, and mobile access for field-based employees.

Integration is important not only because it offers more opportunities to streamline (less duplicative data entry, manual workflows, and lack of visibility between departments), it can also reduce cost and risk associated with your operations.

Integrated solutions – who is it for?

From field operations to back office administration, to managers and even your clients, integrated solutions have benefits for every persona within your organization.

What are key features of an integrated workforce management system?

An integrated workforce management software dives into connecting core areas of your business, from the back office, to operations, to cleaners or guards in the field. Here’s a snapshot at key features to look for from an integrated solution in each area:

Back Office:

• Human resources management: manage employee time off, benefits, training and certifications, compliance and more.
• Localization: Support local compliance, regulations and taxes.
• Payroll and Billing Data: Ensure accuracy of payroll and invoicing files with reconciled time and attendance data so that accurate files can be exported to your preferred financial management, accounting and payroll tool(s).
• Reporting and analytics: Data-driven decision making with out-of-the-box reports and customizable self-service options from a centralized data warehouse with reliable metrics for effective management.

Operations:

• Time and attendance: Manage payroll and billing accuracy, proof of service and contract coverage with visibility to exceptions and real-time monitoring.
• Customer and job information: Securely store and manage information on customers, contracts and job sites
• Personnel scheduling: Easily schedule distributed workers while automatically monitoring availability, overtime and exceptions.
• Quality assurance, inspections and location awareness: Ensure performance standards with tools measuring outcomes against key benchmarks in service level agreements.Gain field visibility and proof of service with tag and tag-less tracking models.

End-user:

• Mobile app: Easily view schedules, job and site information, log timekeeping, and access service quality tools from a mobile device with a secure and user-friendly app interface.
• Employee self-service: Promote engagement and lessen administrative tasks with employee access to self-service capabilities including time away requests, search for work, updating profile information, viewing documents and company announcements.

What are the benefits?

By connecting your software systems to manage the core functions of your business, you benefit through:

• Reduced cost and risk
• Information accuracy
• Simplified processes

More importantly, these benefits equate to less time, money and resources spent on manual workforce management. Which frees up time to focus on what really matters to your business (like building client relationships).

Put it into practice.

TEAM Software by WorkWave recently launched an integrated workforce management solution designed to support profitability, gain efficiencies and maximize growth for commercial cleaning and security companies. It’s easy to use, all-in-one workforce management designed for your industry’s unique challenges. Learn more about it today.