Here’s a harsh truth: most workforce management implementations are doomed from the start.
We’ve watched organizations pour hundreds of thousands of dollars into WFM systems like UKG, Legion, and Infor, only to see their projects collapse under the weight of poor planning and unrealistic expectations. The statistics are brutal— 42 percent of implementations fail to deliver their promised value . But here’s what’s really frustrating: these failures are almost always preventable.
Where It All Goes Wrong
They Pick Before They Plan
The biggest mistake we see? Companies fall in love with flashy demos and competitive pricing without understanding what they actually need. This isn’t just about features—it’s about fit. A system that works beautifully for a retail chain might be a nightmare for a hospital dealing with certification tracking and patient ratios.
Integration Becomes an Afterthought
“We’ll figure out the integration later” are seven words that should terrify any IT director. Many companies buy WFM systems without considering how they’ll talk to existing payroll, HR, and operational systems.
The result? Data silos everywhere. Managers are spending hours reconciling attendance records between systems. Payroll teams are manually adjusting hours because the WFM system can’t properly communicate with their payroll platform. It’s chaos disguised as automation.
Nobody Prepares the People
Here’s what happens in most implementations: IT installs the software, conducts a two-hour training session, and expects everyone to embrace their new digital overlord. Spoiler alert: they don’t.
Employees who’ve been creating schedules on Excel for years suddenly face a complex interface with dozens of features they don’t understand. So they do what humans do—they find workarounds. They go back to their old methods and use the new system just enough to avoid getting in trouble.
Training Ends at Go-Live
Most companies treat training like checking a box. “We showed them how to log in and create a schedule—we’re done!” But real-world scenarios don’t emerge until weeks after go-live. What happens when someone needs to handle a last-minute shift change? How do you manage vacation requests during peak season? If your people don’t know, they’ll improvise—and usually not in ways that maximize your expensive new system.
How to Actually Succeed
Start with Reality, Not Features
Before you look at a single demo, map out your actual workflows. Document your current pain points. Understand your compliance requirements. If you’re in healthcare, factor in your certification tracking needs. If you’re in finance, consider your regulatory reporting requirements.
The right system isn’t the one with the most bells and whistles—it’s the one that solves your specific problems without creating new ones.
Design Integration from Day One
Your WFM system needs to play nicely with everything else in your tech stack. This means planning data flows, understanding API capabilities, and testing integrations before you commit. Don’t assume compatibility—verify it.
Too many projects are derailed because someone assumed their payroll system could “easily” connect to their chosen WFM platform. Easy is rarely accurate when it comes to enterprise software integration.
Treat Change Management Like It Matters
People don’t resist change—they resist uncertainty. If you spring a new system on your workforce without explanation or preparation, expect pushback. But if you involve them in the process, explain the benefits, and address their concerns upfront, you’ll find much less resistance.
Start talking about the implementation months before go-live. Show them how the new system will make their jobs easier. Address their fears directly. Change management isn’t fluffy HR stuff—it’s the difference between adoption and rebellion.
Make Training Ongoing, Not One-Time
Real proficiency comes from repetition and real-world application. Plan for multiple training sessions, have reference materials, and establish ongoing support channels. Your employees need to know they can get help when they encounter new situations—because they will.
Consider creating super-users within each department who can provide peer support. Sometimes the best training comes from a colleague who figured out a clever workaround, not from a manual.
Plan for the Long Game
Go-live isn’t the finish line—it’s mile marker one. The most successful implementations include ongoing optimization, regular system reviews, and continuous improvement processes. Your needs will evolve, your workforce will change, and your system should adapt accordingly.
The Bottom Line
Successful WFM implementations don’t just happen because of good software—they happen because the teams behind them treat the process like what it is: a major business transformation. It takes thoughtful planning, strong leadership, and a long-term commitment to doing things right.
The 40% who get it right aren’t just lucky. They understand that WFM success is a strategic move, not just a technical install. They prepare carefully, integrate with intention, train their teams well, and keep supporting the system after go-live.
Your implementation doesn’t have to become another cautionary tale. But it will take more than writing a check and hoping for the best.
Don’t Navigate This Journey Alone
Let’s be real—WFM transformations are complex. Most organizations simply don’t have the in-house experience to pull it off smoothly. You wouldn’t perform surgery without a surgeon, so why tackle a major WFM rollout without the right experts?
That’s where Clariti Solutions comes in.
The difference between failure and success often comes down to having the right guidance. Whether you’re working with UKG, Legion, Infor, or any other platform, we’ve helped organizations just like yours get across the finish line—on time and with real results.
We can also help fill key talent gaps along the way, so your team isn’t stretched too thin.
Ready to be one of the success stories? Let’s talk.