VCS Blog

28 September 2020

Consider These Questions Prior to Purchasing Workforce Management Software

Posted by Meg McCormick

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Looking to purchase a workforce management system? Not sure how to evaluate prospective vendors? There are hundreds of workforce management vendors who appear to offer similar products with different price tags. So, what are key questions to ask when searching for the perfect workforce management software? 

First: Can I Have A Personalized Demo? 

There are numerous low-end workforce management products that allow for self-evaluation, which works well if needs are simple and the time to figure out how the software works is available. However, more robust systems, like VCS Intelligent Workforce Management, offer a more dynamic array of features. In these cases, it is much more effective to watch a custom software demonstration, scheduled at one's convenience. So, ask prospective vendors if they can provide a demo where questions are readily answered, compared to a prepared or virtual demo. It may be helpful to make a list of priorities before the demo to remain organized.  

Is the Workforce Management Tailored to Your Needs? 

The ability to view your workforce’s staffing schedules in real-time is a feature inherent in workforce management systems of today. In the past and some businesses today still rely on Excel spreadsheets to monitor and staff their workforce. Though Excel is great for creating simple and easy to use schedule spreadsheets, it is not designed to identify mistakes or present data in real-time. This is one of the many reasons why companies look for more robust workforce management software as they grow, yet it is important to keep schedule view ability in mind. Most workforce management systems allot a fixed number of viewing formats. Make sure to discuss whether the vendor's workforce management system provides a viewing format that presents the schedule in a way that is most beneficial, tailoring to a including access to real-time data enabling quick and efficient decision making when needed. 

Will the System Adapt as My Business Grows? 

Inevitably a business will change as the years pass by so, it is important to find scalable software that can grow with changing needs. Your business will grow over time so it’s best to ensure that you invest in a scalable workforce management solution. Try to plan ahead and anticipate future needs, and then ensure the system can expand to meet your changing needs over the long term. 

Do You Have References I Can Call? 

It is crucial to always check the vendor's references. Before you make a definitive decision, attempt to reach out to previous customers in the industry, and seek out information regarding how the installation and training process went, as well as how the vendor handled any setbacks. A company's reputation for customer service could be a deal-breaker so, it is advised not to overlook this step. 

Is the Software Cloud-Based? 

Does the software of interest require installations, downloads or additional hardware? True online, cloud-based workforce management software is designed to be accessible from any Internet connection in the same manner as any web page, social media site or email application. It should not require any installations, downloads or additional hardware. If it does, it is probably not cloud-based and may lack the necessary functionality. 

Will the Software Accommodate My Industry? 

Reputable software vendors will have a nuanced understanding of the challenges that plague each industry. So, it is best to ask prospective vendors about their experience in a specific sector, as well as how they dealt with certain issues in that industry. For example, in addition to providing workforce management to businesses, VCS Intelligent Workforce Management has special expertise in the police industry. The Police Officer Scheduling System (POSS) has been specifically designed to support public safety procedures, providing solutions for specific police workforce needs. 

VCS Intelligent Workforce Management 

Traditional time & attendance systems — which are still widely used today — clock the hours employees are on the job after they have worked because the hours are counted after the shift has taken place. This reactive approach breeds overspending and inefficiencies for companies. VCS’ software systems compute data prior to shift work, so that the planned hours and positions are properly staffed. Proactive scheduling promotes a productive, compliant, and fiscally responsible workforce. 

To learn more about our products and services visit https://www.vcssoftware.com/