Workforce Management Software | System | Implementing | Best Practices

The implementation of new software can be very complex. Every organization has its own established workflows and infrastructure that the new solution must integrate with. Successful implementation involves more than just installing software – it begins with choosing the right system and continues through testing, training and rollout.

The latest Gartner report offers valuable real-world insights into this process, drawn from peer experiences with Workforce Management (WFM) software implementations. These contributors come from a wide range of industries and professional functions, with the majority working in IT (47%) and HR (26%) – two divisions that play a central role in successfully deploying WFM solutions. Most reviewers are employed in service-based (33%), manufacturing (17%) and finance (11%) organizations, all of which operate in labour-intensive, compliance-driven environments where effective workforce planning is crucial. Additionally, 78% of the peers surveyed come from organizations with more than 1,000 employees, indicating that the insights are especially relevant for larger enterprises with complex operational needs. The report captures what went well in their implementations, what they would do differently, and the lessons they learned along the way. This comprehensive perspective makes it a valuable resource for organizations looking to avoid common pitfalls and ensure a smoother, more effective WFM rollout.

Contents

↓ Definition: What is WFM software?
↓ How to define an organization’s requirements for a WFM software?
↓ How to find the right WFM vendor for an organization’s needs
↓ How to ensure smooth integration of plano WFM software into existing infrastructure
↓ Why is end-user involvement critical to a successful plano WFM software implementation?
↓ How to roll out plano WFM software effectively

 

 

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Definition: What is WFM Software?

Workforce Management (WFM) software helps organizations streamline operations by automating critical tasks such as scheduling, time tracking, and resource allocation. It reduces human error, cuts administrative costs, and provides valuable insights to improve efficiency. By offering self-service tools for employees, it also fosters transparency and engagement, creating a more agile and productive workforce.

Deploying a workforce effectively can be a highly complex endeavour. Depending on the organization, planning must consider a wide range of requirements, including business rules, labour laws and fluctuating demand. By using a workforce management tool, this process can be significantly simplified.

Automated scheduling reduces the time managers spend on manual planning, while intelligent algorithms prevent inefficient shift schedules. Accurate forecasting improves resource utilization and reduces overall staffing costs. These are just a few of the compelling benefits that workforce management software can deliver.

While these benefits are clear, a successful implementation requires more than just selecting a feature-rich tool. Gartner has compiled valuable peer insights that reflect real-world experiences with WFM software rollouts. Their analysis highlights five key lessons organizations should consider – from defining internal requirements and involving stakeholders to ensuring data accuracy and planning a phased rollout. In the following sections, we’ll take a closer look at these lessons and examine how they apply specifically to the implementation process with our plano solution – a modular, customizable platform built to support complex operational environments across diverse industries.

 

 

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How to define an organization’s requirements for a WFM software?

Before selecting a suitable WFM software, it is essential to have a clear understanding of the organization’s specific requirements. Factors such as the number of employees to be integrated into the software’s system, workforce structure (e.g. shifts, roles, locations), industry-specific functionalities or the allocated budget should be documented.

As we implement plano WFM, our first step is a joint “as-is” process analysis where we map the organization’s current workflows, HR and IT systems, and legal or collective-agreement constraints. This ensures that even unique and challenging scenarios are captured early, aligning with the peer advice:

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Ensure that you have your requirements laid out as needed. […] your most unique and challenging scenarios should be fleshed out earlier rather than later […]

– Technical Professional, Finance Sector (Gartner, 2025)

Collaborating with relevant departments such as HR, Operations, IT and Compliance is crucial to capture all relevant needs. These stakeholders can help identify complex prerequisites. Also factoring in upcoming organizational changes or growth plans ensures that the chosen software is a good long-term fit.

 

 

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How to find the right WFM vendor for an organization’s needs.

Once requirements are clearly defined, the next step is to identify potential WFM vendors. A structured comparison between your needs and what each software solution offers, helps narrow the field. The most suitable options can be thoroughly assessed:

• References: Investigate past implementations and client satisfaction
• Proposal: Request tailored proposals that directly address your organization’s needs
• Product demo: Use demos to evaluate usability, functionality and intuitivity

With plano, we place special emphasis on customization and integration. As one peer observed, it is crucial to

“

Customize your WFM application to fit your business’s needs.

– IT Professional, Construction Sector (Gartner, 2025)

– and our platform’s flexible modules (shift scheduling, time recording, pooling, skill management, interfaces) are designed for exactly that. This ensures the software can evolve alongside the business.

If needed, an external consulting partner can facilitate vendor research and negotiations on the organization’s behalf.

 

 

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How to ensure smooth integration of plano WFM software into existing infrastructure

Once a vendor has been selected, integration planning can begin. A close fit between the new WFM software and your existing infrastructure minimizes disruption.

Key steps to ensure a seamless transition include:

• Customizing the software to align with existing technology and workflows
• Testing integrations with legacy systems and tools
• Preparing a comprehensive data migration strategy
• Preparing all data for import ahead of time

With plano, integration unfolds along a proven three-step path: analysis → strategy → implementation. In practice, this means our team configures AI-supported forecasting, shift rules, legal requirements and employee preferences up front – then runs thorough test cycles to verify everything aligns with your backend systems. We also facilitate vendor-led demos, as one peer recommended:

“

Before investing […], ensure it integrates with your current systems. Have the vendors representative run a demo for you.

– IT Professional, Service Sector (Gartner, 2025)

By providing consultation and technical support during this phase, we can guide the integration process and troubleshoot potential issues.

 

 

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Why is end-user involvement critical to a successful plano WFM software implementation?

Employees who will use the WFM software are a critical success factor during the implementation process. Involving these end-users early can prevent resistance and uncover usability concerns before rollout.

• Communicate the purpose and benefits of the new tool clearly
• Offer hands-on training using sandbox environments and simulations
• Develop a structured training roadmap, using materials provided by the vendor
• Train a group of superusers to offer peer support across departments

Our myplano employee portal is central to user engagement: staff can access schedules, swap shifts, submit leave or confirm time digitally across device. To ensure this employee involvement runs smoothly, we employ interactive onboarding – guided demo sessions, sandbox testing and a superuser program. As one data professional emphasized, extensive onboarding helps with avoiding pushback and privacy concerns, monitoring and adjusting with team productivity, and identifying the areas of improvement. By building user confidence and competence, organizations can ensure smoother day-to-day usage and reduce reliance on support post-launch.

 

 

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How to roll out plano WFM software effectively.

A gradual rollout strategy helps reduce risk and improve overall adoption. Begin with a controlled test phase in a limited environment – such as a single team, location, or department. Use this phase to:

• Monitor performance and gather feedback
• Identify and fix flaws or inefficiencies
• Refine training and support materials

With plano, the phased deployment model is part of our standard offering: after the pilot phase, we iterate on user feedback and gradually extend the rollout ensuring customized integration, training, and analytics at each stage. By focusing on smaller-scale pilots, both technical integration and user acceptance are refined before wider adoption – making the final rollout smoother, faster, and more aligned with organizational needs.

 

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Conclusion

Implementing a workforce management solution like plano WFM is not just a technology upgrade – it’s a coordinated organisational transformation. From requirement gathering and vendor evaluation to seamless integration and sleek phased rollout, plano’s structured methodology aligns with industry best practices and peer-reported success factors. As a result, your WFM solution won’t just meet today’s operational demands – it will scale with your ambition, support fair and transparent workforce engagement and empower your employees – helping your organisation thrive in a world that demands agility and resilience.

Sources:

Gartner (2025): Peer Lessons Learned for Workforce Management Application Implementation.

Would you like to find out more about workforce management with plano?

Further information about our workforce management software and the areas of application can be found here:

→ Workforce Management from plano

 

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