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In 5 simple steps develop better management practices by using Business Intelligence tools for your organisation.

November 20, 2018


How can you know if your best people are personally committed to the goals of your organisation? How can you ensure talented employees feel they are playing a suitably significant role in reaching those goals?





You’ve just hired Sam, a graduate with 2 year experience. You’ve hired Sam with the intention of training her up and promoting her because Kelly is about to go on maternity leave and has made it clear she’ll be coming back in a part-time roll. So, you spend money and time training Sam and she voices her enthusiasm and support in the company beliefs and goals. Management staff are thrilled with her work ethic, she seems to be attending to clients and stepping up to help her team. After 6 months you see her developing relationships with staff which indicate she’s integrated with company culture and has now become one of ‘us’. You know you made the right choice hiring her and are pretty chuffed with yourself.



A few weeks later Sam comes to you and declares she’s moving on, she’s found a new role working for a larger, more prominent company and feels it’s the right thing to do for career progression. Not only does it come as a shock to you and your team but it’s totally out of the blue. How are you now going to find a replacement for Kelly when she goes on leave in 2 weeks?

From Sams point of view she saw a great company with a welcoming culture. Unfortunately the company was run in a very old fashioned way and she kept coming up against hurdles she couldn’t jump over. They used 10+ year old computer systems that meant things took longer to do and had information stored in a web of different places. The staff who had been there forever did only the work that had to be done without any business centred decisions driving their behaviour. Sam felt she was always being pushed to do more and pick up the pieces because she was the ‘new’ one and didn’t have as much time to look after clients. She knew this wasn’t a long term option and had to move when the iron was hot, somewhere more modern and advanced where she’d climb the corporate ladder and have an easier time doing her job.





“Experts estimate it costs upwards of twice an employee’s salary to find and train a replacement. And churn can damage morale among remaining employees.” According to WSJ





The costs after staff leave include:


  • Paying out their annual leave

  • Delegating work to other staff, which you may have to pay overtime

  • Finding a new employee (HR/recruitment, advertising and interviewing)


But what if you could have managed this better? And HOW?








This simple 5 step guide will help you develop better management practices by using business intelligence tools for your organisation.




Business Transparency



There are many ways to gain clarity in your organisation. Most of them involve change. Change is good, it means growth. As long as you’re open to growing then we can take this one step at a time.

Having a full overview of what is happening in your organisation takes the guesswork out of things, it means you will no longer have to rely on a gut feeling or your own personal memory/knowledge to run the business. It means autonomy and ease.

Implementing a Business Intelligence solution will provide you with daily updates on easy to view dashboards.

When all of the data explaining the productivity and activities of your organisation gets brought into a single screen, workplace patterns become clearer to see. Does your team suffer from "Mondayitis"? a common illness that can affect staff all over the world - but only on Mondays! What times of the day are your team operating at their best? What days of the week do they slow down? By understanding the risks and opportunities, managers are able to put improvements in place - and then measure the benefits.








Risk Mitigation​



Managers know that staff having large amounts of accumulated leave is a bad thing. Large leave balances mean large financial liability, as well as increased risks of staff suffering from mental illness and increased team disruption when a staff member eventually takes an extended period of leave.

Good workforce management includes having the ability to clearly understand who needs to be taking leave and which departments have the larger liabilities. Visual Workplace Management provides the ability to gain this insight and make sure that line managers have the information that they need to manage leave effectively.





Capacity Planning (better hiring and rostering)



Flexible working arrangements in most businesses mean that you require better mechanisms to record time and work being executed.

How can you know if your staff are working at full capacity? Staff might be busy, but are they busy with productive work?

By understanding the amount of time staff are spending doing unproductive work, rostering and hiring decisions can be based on real data.

A medium sized services business that recently implemented a BI tool, Visual Workforce Management found that the equivalent of 10 staff worth of capacity was being spent on unproductive tasks - yet they were still growing the team.

Once the management team understood that there was a lot of spare productive capacity available they knew that they could stop growing the team but the important work would still be able to be completed on time. Having data driven insight and understanding work rate or billable utilisation is a great asset to have for capacity planning by being able to delegate work effectively.





Performance Management



If you have transparency and capacity planning then by default you can improve your staff performance. Your staff will feel like the pressure and burden has been taken off their shoulders when they are at full capacity doing what they love and are hired to do. They can see how well they are managing their efficiency, time and KPI’s.

Now the stressful and painful experience of performance appraisals can be a thing of the past as your staff and management teams will now have transparency in how they work and how they’re competing against their peers. The process of performance appraisals can now turn into a friendly chat about progression and growth. Having the asset of transparency for performance management will improve workplace culture and even grow your business.







Technology is taking over the world we live in and the advancements are incredible, to add to this they are cheaper than ever. Organisations can no longer afford to run on spreadsheets and expect to see their business grow.

Business intelligence tools will assist with your business functions, staff behaviour and project management.


Here are foundations to get you started:


  • Rostering

  • Billing

  • CRM

  • Payroll


Once you have the basic foundations you can build on them with plug-in or integrative products to extract valuable data or perform necessary functions. By integrating additional products you can delve deep into your systems and extract specific data to help you make smart business decisions. One particular Business Intelligence tool that understands work rate and billable utilisation is Visual Workplace Management. It integrates into your existing software and provides you with daily dashboards for quick and easy decision making.






We’d love to help you stop relying on your ‘gut instinct’ and use a data driven evidence based Business Intelligence tool that will help to improve management practices in your organisation.


Contact us for a free business assessment


If after reading our guide you have any concerns regarding your own organisation then please do a 3 minute Staff Utilisation Health Check today and receive a free report.










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