Workforce Management Software: 8 Unique Ways To Optimise Your Fleet

What is workforce management?

This involves optimising and tracking your organisation’s most important resource - people.

To achieve successful workforce management, employers should strive to strategically allocate their people and resources, track staff attendance and comply with workplace laws and regulations that change. This will optimise the productivity of their workforce and reduce various risks, such as paying employees less than what they should be paid due to mismanagement.

In addition, Workforce management contains processes that are well-integrated, especially if an organisation has multiple departments with many employees, which could make it more difficult and complex to manage these employees. They need to be in sync and communicate well together to get the work done. 

This is where a good work management software solution comes into play but how can we apply this to a business? 

What is an example of effective workforce management software?

In the fleet management industry, a software solution that offers work log reports and driver ID tags, such as Cartrack’s, can help a fleet manager improve his workforce and easily manage his drivers on the road.

The technology makes it compulsory for drivers to tap the tag sensor in the vehicle or machine in order to start or stop operating it. This unique tag can, in turn, indicate their actual working hours. These times are then fed through to the fleet platform where a fleet manager can pull up a report with all the vehicle activity data, and even receive alerts letting them know when drivers clock in or out. This gives them full visibility of driver attendance and fleet activity, which helps them pay wages more accurately, and improves employee accountability.

Another reason fleet managers love Driver ID tags is the control it gives them. They can assign drivers certain tags that only work for certain vehicles. This helps them prevent any unauthorised usage of vehicles or equipment, helping them protect and manage their fleet. It's also a great time saver. All this data and activity is recorded so managers don't need to manually do this, which frees them up to focus on more pressing tasks.

Here are the top six benefits of workforce management solutions

1. Control staffing costs

   Software technology will enable employers to know exactly how much labour is needed to complete all their tasks. It will give them a better overview of tasks to meet business demands and will help them easily pinpoint where staff is over and under-resourced, so they allocate staff accordingly. If there’s overstaffing and excessive overtime is being used, businesses can incur major unnecessary costs in cases where staff and overtime are excessive, so just being able to identify and rectify this can save a business money.
    

2. Effective payroll

   There’s a way for you to have a more reliable payroll system in place, with the right software, which will automatically analyse hours worked, pick up overtime and will then calculate how much employees need to be remunerated. This will eliminate repetitive data entry and manual calculations, in turn minimising human errors and payroll inefficiencies.
    

3. Measure the productivity of your workforce

   A software platform will help you create key performance indicators and task schedules for your staff. You can also analyse their progress with tasks, using reports from the platform. This will help you see if they are being productive. You can also analyse if schedules are effective and see if changes are needed for your workforce to meet business objectives.
    

4. Create smarter schedules

   With real-time data, employers can easily see which shifts need to be filled, so they can immediately fill them before they face a staff shortage. They can also create schedules by location, department or job for improved scheduling in the company.
    

5. Empower your employees

   Use workforce software to improve communication with your employees, so you can make them feel more informed and help them reach your business standards easily. This will make them feel more empowered and motivated at work. You can also empower your employees further, by creating fair schedules that help them also meet their personal obligations, while still meeting the demands of the business. For example, they can have a say in their schedules with self-service features to update availability, swap shifts, request time off, and pick up extra shifts.
    

6. Fewer errors and less admin

   Automate the attendance of your employees to minimise any human errors. A system can accurately calculate how many hours an employee has worked and automatically send that through to payroll. This creates less admin for HR because they won’t need to manually call the employees regarding hours worked or if there are any changes in the system.

How to improve your workforce and fleet with Cartrack’s software

Here’s how a telematics software platform from Cartrack Indonesia can help you take your fleet from good to great.

1. Create driver schedules and communicate effectively with your drivers

   Schedule drivers to jobs or deliveries easily. Use Cartrack Delivery to view driver statuses and assign jobs in real time to your nearest available drivers. Drivers can also accept or reject tasks and review their schedules ahead of time. This allows them to communicate with managers via the mobile app, and notify them on the progress of deliveries, just by tapping the status buttons on the app. Managers can also view driver statuses to easily assign tasks to their nearest available drivers, and use the magic optimising tool to ensure the quickest and safest routes are taken for faster delivery turn-around times.
    

2. Enhance driver training with data insights

   You can receive detailed, automated driver behaviour reports for each driver from the Cartrack platform. These reports can show you where your drivers are speeding, braking harshly, idling excessively and cornering fast. You can then use these insights to help grow your workforce by showing drivers where they need to improve, making them more accountable, and creating a safer, more efficient driving culture in your business.
    

3. Keep your whole workforce connected

   Seamlessly connect your drivers on the road with your team in the office, keeping everyone up to date with the latest fleet activities. When your drivers are assigned jobs, they can automatically keep you updated on their progress in real time, allowing your office staff to see the status and progress of every job. If a vehicle breaks down or is delayed, fleet managers can immediately view and use the insights from Cartrack’s GPS tracking software to assist their drivers.
    

4. Accurate and easy fleet payroll

   Give each of your drivers ID tags that require them to tap the sensor on the vehicle or equipment in order to start and stop using it. Fleet managers will receive automated log reports, indicating the exact hours spent on a job. You can use these reports to help accurately pay staff wages – eliminating payroll errors and any wage disputes.
    

5. Increase driver safety and productivity

   Use AI-powered and live-streaming camera technology to track driver behaviour. These cameras are designed to audibly alert drivers in real time when it detects forms of dangerous driving gestures like fatigue, smoking, cell phone use and more, allowing your drivers to quickly rectify their behaviour and prevent a possible collision. This technology makes drivers more aware and accountable for their actions, which in turn makes them more productive and professional when on duty.

When it comes to finding the best workforce management tool for your fleet, Cartrack Indonesia is miles ahead of the game. With over 15 years of experience in providing businesses of all sizes with industry-leading telematics software, let Cartrack Indonesia take your fleet's workforce from average to optimal.

Chat with Cartrack Indonesia today.