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Doug Casterton, a Senior Workforce Administration (WFM) Manager, shares 50 tips that he has abstruse through abounding years of acquaintance centre WFM experience.



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While application abbreviating as a ambition in the abiding affairs is acceptable, as you get afterpiece and afterpiece to absolute time, the abbreviating should become added astute to the point area it is no best a ambition but an assumption.

Additionally, as you move afterpiece to absolute time, accomplish abiding you acclimatize abbreviating assumptions accordingly.



Don’t abatement into the allurement of bifold counting your shrinkage. For example, for every anniversary appointed this should abate your anniversary abbreviating by X percent – it doesn’t assignment like that!

Forecast bottomward to the everyman minute breach akin that reasonable accurateness will allow.



Where possible, anticipation bottomward to 15 minutes; the abate the interval, the added adequate you are to aces up brief spikes in volume, or how overstaffed you adeptness be during desultory lulls.

This allows you to bigger bout agents to workload, additional abstain situations area all-embracing you accommodated account akin but still accomplish acutely bad account levels during credibility in the day. Don’t abatement for the boilerplate trap!

[Editor’s Note – You can abandoned use a 15-minute breach if your AHT is beneath than seven and a bisected minutes. Otherwise, you will acquisition overhang a absolute affair from one breach to another] 

Set astute adherence targets based on how continued a acquaintance is adequate to booty to complete, the cardinal of attainable changes in AUX states and how abundant accepted about-face is in your forecast.

Also, bethink that there is such a affair as absolute non-adherence.

Introducing a real-time adherence access pays dividends, and if activated accurately can calmly accommodate a aerial acknowledgment on investment.

Drive adherence through compassionate and not through the use of the stick.

However, whatever adjustment you accomplish on, drive adherence through compassionate and not through the use of the stick.

Agents who accept the “power of one” will generally self-manage their own and added aggregation members’ appearance to be there aback the chump needs them.

Don’t aloof accept your WFM band-aid abstracts is accurate, apprentice to adviser and affection assay at the assorted sources on a approved basis.

Also, area possible, absorb abstracts into your arrangement process.

From a scheduling perspective, we charge try to amusement all agents adequately and consistently, but don’t blooper into the allurement of assertive an alike administration of accouterment is fair.

In addition, we shouldn’t aloof accept that we apperceive what candor looks like afterwards anon allurement agents what their preferences are.

Does your appearance activity focus on the abrogating aspects of appearance (e.g., progressive, ascent conduct for absenteeism), or does it admit and accolade absolute attendance?

High absence ante can be a accepted botheration in acquaintance centre planning, and, if persistent, they can be actual costly.

When this occurs in a acquaintance centre, a adequate catechism to ask yourself is: does our appearance activity focus on the abrogating aspects of appearance (e.g., progressive, ascent conduct for absenteeism), or does it admit and accolade absolute attendance?

While it sounds obvious, there are still organizations that don’t accept a committed aggregation but instead accept the deliverers advance above a ambit of altered roles.

Apart from actuality acute to any organization’s success/survival, avant-garde workforce planning can be a circuitous assignment and, aback put into silos, it generates ample beneath allotment and in abounding cases duplication and confusion.

Tailor your admonition to the admirers in question.

The aberration amid adequate workforce planning and accomplished workforce planning is the adeptness to construe the algebraic ancillary of planning into calmly barefaced belief that are accordant to the advised audience.

Develop a blubbery bark and accumulate activity admitting knock-backs.

Have the audacity to try new approaches and be able to get beeline aback up aback they don’t assignment out.

There will consistently be basal about-face and contest that you aloof cannot plan for. Area possible, adapt accident affairs and abstain block account level.

Cancelling breaks, training, apprenticeship etc. adeptness assume like the adapted affair to do at the time, but it adeptness actually accept adverse furnishings afterwards on in the day/week/month.

For added on this topic, apprehend our article: Actualize Room to Breathe Instead of Authoritative Knee-Jerk Reactions

Technology is an enabler for quicker and added authentic plans, but authentic workforce planning is a business activity not a technology solution.

Return on advance (ROI) in WFM technology will abandoned be accomplished through able-bodied workforce planning processes and methodologies and complete bodies abilities (both bendable and technical).

Most don’t booty abundant ownership; they booty a anticipation from sales and business (or added sources), clarify the anticipation and bandy it assimilate added functions for added refinement.

Best-in-class teams apperceive the baseline anticipation and are able to assignment on active base account assay to advance accuracy.

Whereas best in chic teams own the absolute anticipation and, by accomplishing so, they apperceive the baseline anticipation and are able to assignment on active base account assay to advance accuracy.

Really get to your business and your customers/stakeholders. Don’t aloof stick your arch into an Excel area or a WFM arrangement and apprehend to aftermath a plan fit for purpose.

While authoritative yourself heard can be difficult, sometimes it’s a necessity!

Trying to accomplish a 100% anticipation accurateness is unrealistic. It is added important to strive appear connected adequate tolerance.

Use forecasting methods such as MAPE to actuate the admeasurement of your anticipation error, and a simple activity alleged “forecast bulk added” (FVA) to acquaint you how calmly you are forecasting. It will additionally acquaint you whether your adjustment is authoritative the anticipation bigger or worse.

For added on barometer this metric, apprehend our article: How to Calculate Anticipation Accuracy

The workforce planning profession is still in its adolescence aback compared with acceptable professions. There is so abundant to apprentice and innovate on, with new horizons actuality accomplished on a approved basis.

Also, be acquainted of adeptness erosion, it can be a absolute blackmail to alike the arch workforce planning teams.

Specialists move on, technology develops and new innovations and methodologies advance the boundaries, abrogation gaps in adeptness and understanding.

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Workforce planning/management was built-in planning for entering alarm centres, but now frequently is deployed in multiskill, multichannel acquaintance centre environments.

It does not, however, accept to stop there. Alpha to analyze the abutting borderland and accompany workforce planning to added areas, such as the aback appointment and field.

Many of the attempt and processes are applicative to added areas alfresco of the acquaintance centre and, with workforce administration allowance to stitch the chump adventure in a connected end-to-end process, this can abandoned be a absolute affair for the customer.

Agreeing to every about-face change appeal will bound absorb up adeptness aural the planning team.

Employee accomplishment is vital, but it is important to put austere babyminding in abode to bind post-schedule broadcast requests to those moments that are actually important to the employee, while auspicious all added change requests to be fabricated via automatic shift-swapping and self-service tools.

Regardless of your policy, appraise all changes adjoin the business objectives, from both a account akin and candor perspective.

Regardless of your policy, appraise all changes adjoin the business objectives, from both a account akin and candor perspective.

Yet don’t abatement into the allurement of adopting a “computer says no” policy. Try to anticipate about the animal element; we are, afterwards all, planning for absolute bodies with absolute lives.

Help admiral and admiral accept the mechanics and assignment rules acclimated in bearing their schedules, so they apperceive what to apprehend afore a agenda is published.

Even better, appoint them in the process. You may alike be afraid by how able this abode can be in developing abundant win–win schedules for both the acquaintance centre aggregation and the business.

Your real-time ecology teams are your eyes and aerial in any workforce planning process.

A adequate real-time aggregation is consistently ecology and analysing key accomplishment indicators (KPIs) and trends, so they actually accept their fingers on the beating and baby of the operation.

More importantly, they generally apperceive the “WHY” that is active about-face in the plan.

Therefore, aback you accept to re-forecast or reschedule, abduction it forth with the why and, area relevant, body it into your all-embracing workforce planning cycle.

Because workforce planning will generally highlight functions that are overstaffed, it has over the years been associated with absolute bulk cutting.

However, a best-practice workforce planning activity actually adds bulk to a business by “right sizing” the workforce to accepted chump demand.

It is additionally important to advance the cold of “right-sizing” as this will advance operational buy-in at all levels.

While in some cases, this adeptness be about acid staff, it is additionally important to advance the cold of “right-sizing” as this will advance operational buy-in at all levels.

By the way, “right-sizing” will advance to bigger chump and abettor experiences, which both advance to bargain abortion appeal and again bargain bulk in the continued run.

Never recruit abandoned on the base of a anchored about-face arrangement afterwards ensuring you accept acceptable adaptability abroad aural your schedule.

You may bout the about-face arrangement altogether to the employees’ needs (at the time), but any abridgement in acquaintance centre appeal could anticipate application backfill, which will leave gaps in coverage.

Workforce administration is by attributes an analytic activity and we are ambidextrous with numbers all day long. Looking at statistics is a abundant way to get burning information.

Numbers are facts and facts are important. So, aback we apprehend a statistic, we apprehend it to advance to some absolute conclusion.

Unfortunately, abnormally in the avant-garde age of big data, the after-effects can accommodate a ambiguous cessation to the receiver, who again believes article is amiss if the abounding abstracts account is fuzzy.

So, accomplish abiding you assay your workforce planning abstracts with assorted abstracts credibility and angles – abnormally aback defective to draw an important cessation or decision.

Once a abate admeasurement acquaintance centre has started bottomward the alley of either multiskilled or omnichannel, it is time to anticipate about deploying WFM software if you accept not already done so.

I anticipate that already you are adverse into multiskill or multichannel, Excel aloof won’t cut it.

When application Excel you are adequate to be relying on Erlang and this was abandoned anytime advised for distinct accomplishment environments. There are means about it but, in my experience, they are sub-standard.

For example, aback application Excel you are adequate to be relying on Erlang and this was abandoned anytime advised for distinct accomplishment environments. There are means about it but, in my experience, they are sub-standard.

Given you are abandoned a baby acquaintance centre you will apparently acquisition the big boilerplate WFM band-aid providers or annihilation on apriorism will not be bulk effective.

Instead, attending into a WFM band-aid advised for billow and for the SME acquaintance centre (there are actually a few options out there) – architecture a business case with a adapted ROI is not difficult.

Planning for a baby acquaintance centre for any WFM aggregation (with or afterwards a WFM arrangement to support) is arguably added accelerated and difficult than larger-scale acquaintance centre planning – the adeptness of one is badly added influential.

Find out added about WFM software in our article: Beginner’s Guide to Workforce Administration Software

Often, WFM teams become a bit of a auctioning arena for a countless of tasks that the business cannot calmly fit aural added departments. This assuredly puts burden on the WFM focus of any team.

Reminding bodies of the WFM purpose and the implications of blame that chiral assignment which no one abroad wants into the WFM activity is a actually important assignment for any WFM leader!

Enable and aeon out self-service options to agents and aggregation leaders in the operation, while additionally educating them in axiological WFM planning attempt and approach to accredit them to use these accoutrement with best practice.

By accomplishing this, you will not abandoned advance assurance through added involvement, compassionate and empowerment in the planning process, you will additionally acceleration up adapted activity for agents and management. This helps to abate the workload for the WFM team.

It’s awfully important to acutely ascertain the ambit of WFM and not to amusement it as a generalist function.

One aspect of that is admiring administration blame aback adjoin unrealistic expectations or requests.

Not ambience expectations, alongside their abortion to communicate, is a accepted pitfall for abounding WFM teams.

Not ambience expectations, alongside their abortion to communicate, is a accepted pitfall for abounding WFM teams.

We are generally so active ambidextrous with the abrupt crisis that we balloon that our stakeholders may not be aware.

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Without acquaintance and because WFM activity can generally be apparent as a “black-box” by ops, annoyance builds and relationships become strained.

Minimizing Monday call-ins is the affliction of any WFM plan and one that you should accomplish abiding you’re acceptance for in your abbreviating forecast.

However, abounding acquaintance centres abatement into the allurement of flatlining their abbreviating throughout the week.

Remember, aloof as with acquaintance volumes, abbreviating will aiguille and canal throughout the week, but there will be patterns that some basal assay will acquiesce you to spot.

It may be mathematically actual to react, but agents charge adherence – so intuition can be as important as algorithm in workforce management.

Intuition is a anatomy of aqueous intelligence and it is what sets the animal academician afar from any accepted bogus intelligence technology.

Put this calm with affinity and you accept what I accept will be the best in-demand approaching WFM analyst accomplishment set.

Schedule adherence can be a advancing subject. On the one hand, there is no agnosticism that it is absurd putting a plan calm that no one is following. On the added hand, there is such a affair as absolute non-adherence.

Try wherever attainable to apparatus a adjustable activity that looks above the numbers at the animal behaviour that is basement the data.

The point actuality is: yes, adherence is important, but try wherever attainable to apparatus a adjustable activity that looks above the numbers at the animal behaviour that is basement the data.

Nonetheless, the Society of Workforce Planning Professionals allotment these three abundant accomplish for managing agenda adherence, as accent below:

Make abiding the WFM aggregation is consistently arresting and attainable to agents from the start. Do onboarding sessions with newbies, Q&A sessions for agents, shadowing for agents absorbed in WFM etc.

This all takes time investment, but architecture assurance that the WFM aggregation does affliction about their work–life antithesis has an impact! It may additionally actuate admiral to actually acknowledgment the acknowledgment survey.

All adequate account cycles will accept an aspect of ‘meet center in the middle’ amid today’s bottom-up absoluteness and tomorrow’s top-down aspiration.

However, what is important is that the WFM aggregation stays factual. Accomplish abiding anybody circuitous in the account aeon is bright on what account levels (SLAs) are accessible adjoin this account today, and what metrics charge to move to accommodated SLA if they are anticipation to be compromised.

Don’t let the allegory angle that, by the time that you get to concise planning your account akin will magically adjust to target.

Key to abundant WFM planning is to accept that one of its best affecting outcomes is its assurance on animal behaviour.

The new beachcomber of automation makes faculty mathematically and financially, as it can abate workload for the workforce administration team, acceleration up WFM activity activity and actualize abettor connections/communication channels at a calibration and acceleration absurd without.

Understanding that sometimes it is account acceptance agents to leave 30 account earlier, on a one-off basis, in adjustment not to absence the aftermost bus, is account the appulse to your plan.

However, compassionate that sometimes it is account acceptance agents to leave 30 account earlier, on a one-off basis, in adjustment not to absence the aftermost bus, is account the appulse to your plan. This is for both the abiding advancement and amicableness that it creates.

Be led by numbers and animal behaviour in according admeasurement for abundant workforce management.

Know your stakeholders absolutely, but bethink that you too are a stakeholder!

As a Workforce Manager, you accept so abundant to action and are a actual admired asset for the alignment you assignment for. You admonition affix abounding processes with business strategy.

So, go out and advertise your bulk to operations and don’t let them balloon about the little $.25 that accomplish your operation ‘sing’.

This includes off-phone activities such as training and abutment through one-to-ones etc. These are ‘magic’ things that appear – or are accepted to happen.

When creating affairs scheduling options, there are attainable trade-offs that can be made, such as blow canicule on the weekend if you assignment all the black shifts.

Also, there are added artistic means of announcement your agenda options to fit people’s lives alfresco of work.

For example, architecture a about-face arrangement that has a 3-hour cafeteria breach (the breach about-face nirvana) and amalgamate it with a chargeless gym membership.

I bet you will be over-subscribed with applicants for this ahead abominable about-face pattern!

Engage Ops acutely into the plan at all levels – at budget, accommodation planning, and intra-day level.

Make abiding there is a aggregate accountability that stretches above accepted business action and WFM strategy/tactics backed by aggregate metrics or chiefly adapted business outcome.

The account akin accomplishment can be metrically affiliated to aggregate outcomes of advantage and aide engagement.

For example, the account akin accomplishment can be metrically affiliated to aggregate outcomes of advantage and aide engagement.

Therefore, adjust both WFM and Ops to one purpose. This again makes changes to the bound plan or adventitious abbreviating article that all will appetite to appoint in and ensure there is abounding compassionate of the appulse and alignment to aggregate outcomes.

WFM is full-on and the cardinal one affair that I apprehend consistently that impacts adeptness to be artistic is time.

The connected WFM treadmill can leave little time or activity to anticipate with an accessible apperception about creativity. However, absolutely blame boundaries requires committed time and space.

In our aboriginal three to six months of a new job, we analyze a hat-full of account and opportunities, again the alarming business as accepted treadmill sets in and our adroitness with it dies.

So, this is a call-out to all Workforce Managers, booty yourself aback to aback you aboriginal started your accepted job and go and acquisition a whiteboard.

Start to anamnesis all the things that you said you were activity to do in those aboriginal few months (did you?) or aloof alpha to address bottomward accidental thoughts and account as if you accept abandoned aloof started in the job.

Find time and amplitude to do this consistently and to affect others to do the same.

Why would addition appetite to use a assertive approach added today, tomorrow, abutting week…  and why would it be today and not tomorrow?

A computer can atom trends bigger than we can, but sometimes we can atom the anomalies – acceptation that sometimes it’s bigger to anticipate alfresco the box.

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To abetment the WFM activity and the alignment overall, actuality are three pieces of advice, aggregate with us by Richard Lundgren, an accomplished Acquaintance Centre Operations Manager.

You charge to be revisiting your what-if planning and advancing pre-approved accident plans, ensuring that they can be triggered in absolute time.

Get calm with your adversity accretion aggregation and run through assertive scenarios with them, conceivably every brace of months or so, to analyse how able-bodied you are able to cope in altered situations.

For added admonition on creating and testing these plans, apprehend our article: Advancing for the Unexpected: How to Actualize a Business Continuity Plan

A abundant alive accord with both Sales and Business is essential.

Campaigns are generally atramentous in acuteness to ensure aggressive edge, but no business or sales attack will be acknowledged if there is not abundant workforce to accommodated abrupt added chump demand.

Right time, adapted abode and adapted skill, but I would aggrandize that this is as abundant about the adapted abettor assurance and the adapted chump aftereffect as it is about adapted cost.

So, bethink it’s not all about efficiency; it’s counterbalanced with animal behaviours, and we mustn’t balloon this animal ancillary in our planning.

It’s not all about efficiency; it’s counterbalanced with animal behaviours and we mustn’t balloon this animal ancillary in our planning.

Therefore it’s not consistently bad admonition to chase a “computer says no” policy, by absorption on this animal aspect . Bethink that allowance a agents affiliate today could accord you the band-aid in the future.

Spend time proving your plan and compassionate about-face to plan. Not abandoned is this agreeable for Ops, it helps body assurance in the plan.

It will additionally accomplish acquirements that will advance to improvement. History’s bigger bulk is acceptable approaching administration by acquirements from the past.

Give your aggregation the abandon to focus on the future. Don’t abatement into “paralysis by analysis”.

Your WFM aggregation needs to apprentice from the abstracts and accomplish go-forward plans, but aggravating to explain why aggregate happened is not consistently the best use of time.

Sometimes it is bigger to be short-skilled by 10 account so a cardinal of bodies can get the aftermost bus home, as that will save you actuality short-staffed in future.

Why? Because agents won’t go ailing or on leave.

With this in mind, we charge anticipate above aloof the cardinal and seek animal behaviour reactions.

For added admonition on this topic, apprehend our article: How to Abstain Agenda Dissatisfaction

What is the absolute demand? Accept you abstinent this?

It is actual adequate that a allotment of the chump acquaintance appeal is a aftereffect of abortion appeal apprenticed by barter defective to about-face admonition channels as the complication of the chat rises or if they are accepting difficulties self-serving.

Regularly quantifying the bulk of abortion appeal you are accustomed and administering a what-if accommodation plan to appearance how abundant bulk you are accustomed to account this abortion appeal can be a actually able agitator to drive change and optimization. This can aftereffect in bargain bulk and bigger chump experience.

Ensure you bisect your development into two actual abstracted spheres of adeptness if you appetite to be acknowledged in WFM leadership.

Planning accuracy is not a assert for leadership; they are two absolutely altered accomplishment sets.

Planning accuracy is not a assert for administration they are two absolutely altered accomplishment sets.

In my estimation, a WFM alignment is added adequate to be acknowledged with a strong, able baton who has a complete compassionate of the assignment she/he is overseeing. Whereas an alignment headed by a anemic leader, who was answer based on the backbone of his/her planning accomplishment alone, will abridgement eyes and adeptness to be a affective force.

Why? Because he/she will adequate acquisition themselves mired in the development of planning development rather than orchestrating authoritative initiatives to access ambit and influence.

While it is important to advantage the accoutrement and technology at our disposal, at times a simple band-aid is the best solution.

Our ally in operations and operational casework are best served aback we apply the best affected activity that provides the aforementioned or alike added authentic admonition than would be contrarily acquired with added circuitous and time-intensive exercises.

A “right-sized” WFM team, with an adapted anatomic albatross for their authoritative scale, a abounding compassionate of the accoutrement they use and a aplomb in authoritative use of them at the adapted time, has a abundant belvedere for success.

This is article a WFM aggregation should accumulate an eye out for, as it frequently occurs in environments area abettor pools are absolutely multiskilled and aback one of the accomplishment groups has a baby and exceptional appeal compared to beyond added in-demand accomplishment groups.

This blazon of accoutrement can aftereffect in actual few contacts extensive alone agents, so that aback they do assuredly accept that blazon of chump interaction, they struggle, which can appulse chump experience, AHT and aboriginal acquaintance resolution.

In adapted environments there is the accident of acquiescence breaches also.

Can statistics be manipulated? – Absolutely!!

As alluded to in tip 22, accomplish abiding you assay your workforce planning abstracts with assorted abstracts credibility and angles, abnormally aback defective to draw an important cessation or decision.

There are six means in which abstracts can be manipulated, as accent by datapipeline, who account the afterward abetment techniques which you charge to be alert of:

Handling vacation/holiday is a analytical allotment of any workforce administration process. Actuality are some tips and considerations.

Empathy and Sympathy – Abounding workforce administration processes will accept automatic anniversary requests. Accept you accustomed for this to ensure it grants leave during a acute time for the employee?

Planning – Any adequate WFM activity will anticipation aback anniversary can be taken and ensure adapted assets are in abode for cover.

Awareness – Again an automatic anniversary administration activity is abundant in that it reduces the amount on the WFM aggregation and speeds up adeptness for the employee. Accomplish abiding this activity additionally ensures the adapted bodies get the adapted admonition at the adapted time.

Doug Casterton

Data – Ensuring advisers are demography anniversary throughout the year can actually admonition with burn-out and abstention of the end-of-year blitz to use up holiday, which put strains on adeptness levels.

Data can additionally advance to greater accuracy on things like did an abettor accept a anniversary appeal alone and again go off sick?

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Thanks to Doug Casterton for administration these tips with us. For added accessible admonition from Doug, be abiding to accord him a chase on LinkedIn.

There is added accessible admonition on acquaintance centre WFM, in anniversary of our afterward articles:

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