We do Workforce Optimization

To improve service, reduce unnecessary costs & make employees happier. Simultaneously.

Workforce is your biggest asset
And potentially your biggest cost. It should be treated correspondingly. Zenopt brings workforce management into a new era and redefines how workforce is managed.
Benefits of using our solution

Improve service levels and operations

By planning the staffing based on actual customer footfall and incoming deliveries, the personnel will be available when needed. Having the right level of resources will improve customer service and ensure operations can be done efficiently.

Reduce unnecessary costs

Accurate optimization of available staff based on the actual workload enables retailers to not only improve customer service but at the same time reduce personnel costs by more than 10%, significantly improving the bottom line.

Save time spent in planning

With the help of automatic shift optimization, the shifts can be created up to 6 months ahead, with just a click of a button. Automatisation saves tons of time otherwise spent on shift planning.

Understand the resource needs well in advance

See what the future workloads look like and plan holidays, recruitments, temps, etc. all well in advance.

Ensure legitimacy of shifts

Taking into account all the legal restrictions and details in union agreements, while trying to match the workload, can be a real headache. Our solution has the restrictions built-in so the legislation will automatically be followed.

Increase employee satisfaction

When schedules are built according to the forecasted work demand, the workload will be more balanced between employees and more stable between days.

Features

Accurate workload forecasts

Our forecasting partner RELEX Solutions creates accurate forecasts of customer flows and incoming deliveries. These two together form a clear majority of the total workload in retail. It is crucial to look at them separately, as they don’t go hand in hand.

Optimal timing of tasks

Our unique optimization algorithm selects the optimal timing for each task. The timing can be customer-driven, fixed with time-boundaries or floating in nature.

Shift Optimization

The shifts are created automatically, with a click of a button. Created shifts take into account each available employee’s work contract, competence with regards to different tasks, as well as collective agreements, while simultaneously matching them to the forecasted daily workload.

Easy shift management

Easy-to-use user-interface for planners to automatically create shits and make manual adjustments to shifts if needed, e.g., in case of illness.

Employee view

Employees have a view of the upcoming and past shifts in a mobile friendly user interface.

Full range of tasks

The solution handles a full range of tasks, such as employees carrying out check-out work and merchandising in parallel, manning service counters, performing in-store baking or cleaning tasks.

KPI´s & Costs of shifts

To better understand the quality of the shifts, our solution provides real time KPI’s of the planned shifts as well as the costs of the shifts considering each employees wages.

Time & Attendance

Quick and easy registration of employee time and attendance.

Long-term planning

By comparing long-term workload forecasts with staff availability (holidays etc.), the solution identifies risks of over or under capacity. Well in advance, so you have time to prepare.

“We surveyed the market for workforce planning systems and decided Zenopt was, by far, the most advanced and the best fit with our business strategy and culture,” says Coop Värmland’s Head of IT, Thomas Berglund.

Thomas Berglund

Head of IT, Coop Värmland

Easing up the planning process

Shift planning has to take into account a multitude of variables, and the situation is continuously changing. To be able to respond to the changes, managers will have to spend time.

Our solution is built to handle the varying volumes and employee-related details. Designed from scratch with modern technologies, it can fully automate the shift planning process, saving the managers time for actual field management.

Not just any optimization

Today the term “Workforce optimization” is widely used by WFM providers. Based on marketing materials, it seems this is a standard feature included in any software. Digging deeper, however, reveals that the term has many meanings. To have a working solution that brings in the benefits, what is meant by “optimization” makes all the difference.

In our opinion providing info to support planning is not optimization. Nor is theoretical optimizing in a world with no real life targets or restrictions. We think that working optimization would need to take into account at least:

  • Forecasted workload both in long term and short term (15min level)
  • Contracts of the employees
  • The flexibility models in union agreements and contracts
  • Skills of the employees
  • Restrictions in law
  • Restrictions of individual employees
  • Changes in contracts
  • Holidays

Once it considers all of the above and creates shifts with a click of a button, we can say that the optimization works.

Zenopt’s optimization is based on the latest academic research in the area of optimization. However, we didn’t leave it to academic research only. Nor did we use off-the-shelf solvers to provide adequate, partly optimized solutions. Instead, we have spent countless hours developing tailor-made algorithms that fit the problems of the real world.

When we consider the possible ways to organize the shifts, there are millions. In the optimum solution, the workload is met the best possible way still making sure all the possible restrictions, contracts and skills are considered right. Due to the incredible amount of options, the human mind cannot possibly find the best solution without spending days doing the iterations. Therefore it makes sense to let the computer calculate the options and find the solution that best serves the need and eliminates all the unnecessary slack. In this way, the service levels can be improved at the same time the costs are minimized. Like magic!

How do we save costs?

In fact, we are not only planning to save costs but increase service levels at the same time.

In real life, the workload is rarely stable. The need for work fluctuates based on customer flows, goods flows, special events, etc. However, it is very challenging to manually adjust shifts all the time to meet the real need. We have seen that this commonly leads to situations of overcapacity and undercapacity.

By forecasting and planning better we can reduce the situations of overcapacity and save costs. In the same way, the peaks can be foreseen, and understaffing can be reduced and service levels increased.

Workforce planning can be incredibly complex when all the elements need to be considered at the same time. It is thus understandable that manual planning has challenges to optimize everything. With the help of forecasts and algorithms, the quality of the planning can be quite easily improved. Zenopt’s WFM software is built to handle all the complexity of the workforce planning process (union agreements, employees skills, holidays) and plan the shifts automatically based on real need.


 

Our reference customers

 

In cooperation with

Interested in improving workforce management?

Contact us

Contact us at sales@zenopt.fi to see how we can bring your company’s workforce management to a new level together.

Contact Us

Zenopt Oy
Maarintie 6
02150 Espoo