Workforce optimization, explained

Optimization – it’s the ultimate business buzzword that you hear tossed around constantly these days. It’s about achieving better results with less resources and cost. It’s about efficiency. So, then, what does WORKFORCE OPTIMIZATION mean?

Workforce optimization is a strategy used in business that aims to achieve the maximum workforce and customer satisfaction while reducing operating costs. It’s often driven by software or data to spot problems or further reduce inefficiencies. It’s about better managing employee performance, and making your workforce as effective as possible.


Many of the common tools and tactics used in workforce optimization are built around scheduling. For example, an online schedule that can be accessed from any device. This provides complete transparency for workers, and can automatically adjust as changes are made to jobs and tasks throughout the day. It holds employees accountable and eliminates scheduling errors due to poor communication channels. Depending on your business procedures, you could even use a similar tool to allow employees to clock in or clock out, and have job scheduling automated and routed to them based on a variety of pre-set parameters.

Data analysis

Data collection and analysis is also a major component of workforce optimization. When your workforce management software collects data on things like jobs, worker performance, and routing, you are able to spot trends, both positive and negative. Decisions can then be made to take steps to reduce inefficiencies or enhance productivity. Additionally, data that is collected can be used for forecasting. For example, forecasting staffing requirements, job assignments, and faster physical routing of drivers or workers between locations.


Automation is commonly a key component of any workforce optimization tool. The goal is to automate as many of the basic or mundane tasks as possible. For example, when customers can track their delivery online, in real-time, based on GPS data from a driver, there is no need to call a call center to inquire about the location of their delivery. Notifications can automatically be sent to customers when their delivery is close. Routing for drivers can be automatically adjusted based on past data, or even adjusted based on traffic information, for example. The more processes and procedures that can be automated, the lower the error rate for your workers will be, and the higher customer satisfaction you will achieve. Automation can even be implemented for the customer side as well. For example, allowing customers to create their own jobs and track them through a customer portal.


Photo by StartupStockPhotos on Pixabay

Workforce optimization is an on-going strategy and mindset. It’s not a one-time goal that you can achieve and then dismiss. It’s a continuing process that needs commitment. It takes time and effort, but when implemented properly with the appropriate tools, it can lead to drastic improvements in your business. Consider using workforce management software like Taskk.Me to help you in your workforce optimization goals.