What do you do if your workforce management processes need to integrate new technology?

Process due diligence at the start is key for success. Appoint internal Project Managers for project critical considerations with SMEs. WFM implementations can't be successful with a canned accelerated implementation without internal workflows & critical processes being identified at the start. System configuration starts with evaluating existing systems to identify what you have, must have, would like to have, or things you don't need or want. Map critical components with SMEs before the build starts or you'll find yourself neck deep in change control bureaucracy. Respect insights of consulting partners but never relinquish control to them. You are accountable to the organization for the projects implementation and success!

When integrating new technology into workforce management processes, start by assessing your current state to identify areas for improvement and determine the best approach for implementation. Begin by conducting a comprehensive review of existing processes, tools, and systems to understand their strengths, weaknesses, and areas of inefficiency. Gather feedback from key stakeholders, including employees and managers, to gain insights into their pain points and needs. Evaluate how well the current processes align with the organization's goals and objectives. Additionally, assess the readiness of your workforce to adopt new technology, considering factors such as technical skills, change management capabilities, and cultural acceptance.

Every executive team wants their implementation to be fast & furious, but it is never recommended to sacrifice the quality of the deliverables for the sake of getting it done haphazardly. When leaders hide the truth because they are afraid to face big issues with their steering committee and they sweep critical issues under the rug, the outcome will not be good for anyone, particularly the health system. It's better to delay an implementation & get it right than have 10,000's of employees and leaders not getting paid or scheduled correctly, productivity tanking because quality training wasn't delivered timely & leaders are spending too much time trying to figure out the system rather than provide patient care, & quality employees leave.

Research and gather information on available technologies, considering factors such as features, functionality, cost, scalability, and ease of integration. Utilize tools like cost-benefit analysis, vendor comparisons, and case studies to assess the potential impact and return on investment of each option. Engage key stakeholders, including IT professionals, department heads, and end-users, to gather diverse perspectives and insights. Additionally, consider factors such as vendor reputation, customer support, and future development roadmap. Finally, prioritize options based on their alignment with your organization's goals and ability to address critical pain points. By evaluating options methodically and comprehensively

Develop a detailed project plan that outlines key milestones, timelines, and responsibilities. Break down the implementation into manageable phases to mitigate risks and ensure smooth execution. Allocate resources effectively, including budget, personnel, and technology infrastructure. Communicate the implementation plan and expectations clearly to all stakeholders, fostering buy-in and alignment. Provide training and support to ensure that employees are prepared to adopt and leverage the new technology effectively. Continuously monitor progress and adjust the plan as needed to address any challenges or changes in circumstances.

Quality training for your WFM Administrators should be done at the onset of the project, not the end at go live, because they are the critical keys to success for the implementation before & after go live. They are your front line support to everyone on the system, & the sooner they have training & understand the new system, you'll have that many more trained SMEs to ensure implementation success. There's a strong probability they already know the workflows, most business processes & pay practices, so your WFM administrators should be intimately involved from day 1. From due diligence, design, validation, their knowledge & experience will fill gaps, help with understanding, end user adoption but only with comprehensive training 1st!

Start by identifying the key features and functionalities of the new technology that are essential for their roles. Develop interactive and engaging training materials, including tutorials, videos, and hands-on exercises, to facilitate learning and retention. Offer multiple training sessions to accommodate different learning styles and schedules. Provide opportunities for employees to practice using the technology in a safe environment and offer ongoing support through FAQs, user guides, and helpdesk assistance. Encourage feedback and address any concerns or challenges promptly to ensure a smooth transition. By prioritizing effective training, you empower your workforce to leverage the new technology.

In addition to tailoring training programs and providing ongoing support, it's essential to foster a culture of continuous learning and adaptation. Encourage employees to explore the new technology beyond basic functionalities, promoting experimentation and innovation. Offer incentives or recognition for employees who demonstrate proficiency or contribute innovative ideas for leveraging the technology. Furthermore, emphasize the importance of collaboration and knowledge sharing among team members to collectively enhance their skills and maximize the technology's impact on workforce productivity.