How ALDI in the Netherlands is achieving good results by using R&R Workforce Management.
In 2021, ALDI in the Netherlands decided to partner with R&R to ensure efficient and effective workforce management. This initiative involves more than 9,000 employees and approximately 500 stores and distribution centers in the Netherlands. ALDI is one of the largest retail companies in Europe. The well-known discount retailer has been operating in the Netherlands since 1973.
Following a successful and rapid implementation, ALDI in the Netherlands has now been using R&R’s Workforce Management System for several months. We spoke with Teun Gruijters ( Director of HR Organization, Structure & Systems | Services) and Iwan Schuijlenburg ( Project Manager, Sales (WFM)) about their experiences with R&R throughout the entire process. In an in-depth conversation, Teun and Iwan discuss, among other things, ALDI’s WFM needs, the impact on the company, the overall collaboration, challenges, and the next steps and ambitions for the future.
“At ALDI in the Netherlands, we needed to make changes in various areas of the organization: Sales, IT, and HR. The old time-tracking system no longer met our requirements and needs. The main goal of the project was to replace the old time-tracking system with a modern, new one. In addition, there was a need to implement workforce management at ALDI in the Netherlands.
“As ALDI in the Netherlands, we want to focus on our core activities and intelligently outsource other specialized areas, such as time tracking and human resources management. That’s why we began implementing the Workload Planner (WLP) at the end of 2019. We then researched workforce management (WFM) options from a sales perspective to make the most of WLP.”
In 2021, ALDI in the Netherlands decided to partner with R&R to ensure efficient and effective staff deployment.
At ALDI Netherlands, we needed to provide our stores with an objective hourly budget that reflected the amount of work we wanted to accomplish in our stores. With this in mind, we began rolling out the Workload Planner (WLP) in 2019. We made a conscious decision to invest in this expertise.
Making the most of WLP was one of the considerations that led us to explore the possibilities of workforce management (WFM) in sales. Here, too, we made a conscious decision to bring this expertise in-house rather than reinvent the wheel.
Based on this, we formulated a list of requirements for selecting a WFM package. We then shortlisted potential vendors and invited them to give a presentation. During the selection process, R&R was the best fit for ALDI Netherlands’ ambitions, wishes, and needs, so R&R was ultimately selected. The “look and feel” played an important role. “The system was intuitive and user-friendly.”
During the selection process, R&R was the best fit for ALDI’s ambitions, preferences, and needs in the Netherlands. The “look and feel” also played an important role. The system was intuitive and user-friendly.
“We formed a multidisciplinary project team to implement and launch R&R. To this end, several working groups were established: Sales, HR, IT, and Change Management. Each working group consisted of one representative from R&R, one representative from Central Services, and representatives from the various ALDI sales companies in the Netherlands. An important component of the project was the central management team, which made its decisions based on the recommendations from the various working groups.
This approach allowed us to ensure that the entire organization contributed appropriately to the project. It ensured that all interests were given equal consideration and that the leadership team could make the right decisions. We are convinced that this effort had a positive impact on support throughout the organization. This is not only very important for the project, but also for achieving the desired results in workforce management.
"The project was under some time pressure. In a sort of ‘pressure cooker’ environment, we got down to business very quickly and, through close collaboration, managed to achieve our goals in a short amount of time. As a company, we’re truly in the midst of a transformation, and this project fit right in with that: Our systems and processes are constantly being modernized, and that’s also reflected in our stores and our brand image."
“R&R’s workforce management software gives ALDI faster and better insight into the data, allowing us to accurately assess the situation and make adjustments when necessary. Many processes in human resources and payroll are now automated and provide valuable insights. This leads to greater efficiency and relevant management information.”
R&R's workforce management software gives ALDI faster and better insight into the data, allowing us to accurately assess the situation and make adjustments.
The system enables users to better monitor specific processes, thereby streamlining everything related to workforce management and the Workload Planner (WLP). Management information is now available in much greater detail. This allows us to assign responsibility for results to the appropriate parties and manage them in a highly targeted manner.
You could also view it as a new way of working. After all, it affects every level of the organization, and the work of some departments and employees is now actually organized differently. Several manual processes have now been automated. Previously, tasks essentially consisted of manually entering all data correctly at specific, fixed times. In some departments, the work has now shifted from data entry to monitoring tasks, which employees find more fulfilling and enjoyable.
In addition, the approximately 9,000 employees at ALDI stores and distribution centers in the Netherlands are now much more closely and effectively involved in the creation of work schedules. Furthermore, the use of the R&R Job App gives employees significantly greater insight into, for example, current work schedules, recorded working hours, and their time accounts. The result: greater transparency and clarity in the staffing planning process.
Since the legislation and the CAO are fully integrated into R&R, we have compliance with, for example, the Working Hours Act and the VGL-CAO regulations under control.
"So it's not just about a workforce management system for organizing work schedules. It's about a comprehensive solution that enables us, as an organization, to manage more effectively and focus more intently on achieving our goals and everything that goes along with them."
It’s also helpful for us to always have a “big stick” on hand in this way. We need to continue giving the necessary attention to human resources management and making the right decisions. Situations change. “Holistic collaboration—from the development and implementation phases through to the operational phase, and everything involved in the successful deployment of the WFM system—is essential for achieving the desired results. Together, we formed a project team that worked together successfully."
Close collaboration and the mutual sharing of experience and best practices are key elements. This ensures that the right questions are asked and that everyone stays informed. This contributes significantly to a successful project.
An important part of the implementation was the training sessions conducted by R&R. As a result, employees know how to work effectively with R&R and make the most of the system.
An important part of the implementation was the training conducted by R&R. R&R adopted a positive and flexible approach and ensured that all necessary training sessions could be completed in a short period of time. As a result, employees now know how to work effectively with R&R and make the best use of the system.
During and after the implementation, weekly project meetings were held to discuss any outstanding issues. This allowed us to continuously work on further optimizations in a pleasant and structured manner.
"Working with R&R is a pleasure. The R&R staff are approachable. You can talk about anything, and any problems or challenges can be resolved quickly if the situation calls for it."
Working with R&R is a pleasure. The R&R staff are approachable. This means everything is negotiable, and any problems or challenges can be resolved quickly if the situation calls for it.
“Providing good support to users when they have questions or problems is very important. We’ve agreed on a support process that works well. One positive aspect is that R&R’s support team is always available by phone and truly looks out for the users. This ensures that problems are resolved quickly and users can continue their work without a hitch.
“Thanks to our successful collaboration, the smooth implementation, and the practical application of R&R, we have undoubtedly achieved outstanding results. Every day, more than 9,000 employees are intelligently scheduled using the workforce management software. Our employees now have access at any time to the current work schedule, hours worked, their time balance, and more. We are in full compliance with laws and regulations and have access to all relevant data and management information.”
At first, we encountered some resistance. After all, this is a major change that affects all levels and functions throughout the entire organization. Change management is therefore also a key component of successful implementation and embedding within the organization. In practice, it’s wonderful and fun to see how people inspire each other to use the R&R Workforce Management System and the R&R Job App.
It is clear that we have achieved outstanding results through our successful collaboration, seamless implementation, and practical use of R&R. Every day, more than 9,000 employees are intelligently scheduled using R&R’s workforce management software.
“R&R has now been fully implemented. The next challenge is to realize its full potential. Based on the system, the insights it provides, and the results it delivers, new needs and ambitions are quickly emerging. It is important that these needs be given appropriate consideration within the organization.
An important next step is to optimize the availability of technical data so that we can monitor results even more effectively and use them to guide our future actions. The latest developments in the field of R&R Insights (data-driven insights into human resources management) are very positive in this regard and will certainly help us as we move forward.
"We are very confident that, in collaboration with R&R, we will take new steps to further optimize our processes and results."
