For large retail chains, technology plays a critical role in streamlining operations, improving customer experience, and managing the workforce. The temptation to develop retail in-house software solutions, tailor-made to specific needs, can be strong.

However, this approach comes with significant risks and drawbacks, particularly when compared to adopting established, off-the-shelf solutions. This article explores why, for major retailers, developing retail in-house software is often not the best strategy, especially in the realm of workforce management and employee scheduling.

The Complexity of Developing Retail In-House Software Solutions

Creating retail in-house software solutions is a resource-intensive endeavor. It requires not only significant financial investment but also a substantial amount of time and expertise. Retailers must assemble a specialized team of developers, designers, and IT professionals capable of handling the complexities of software development.

As noted in a Harvard Business Review article, “the costs of finding and hiring engineers often involves search firms, which charge 15% to 30% of the first year’s salary, and for the past several years, even they’ve been struggling to find good candidates.” This is not just about coding but also about ongoing maintenance, updates, and ensuring compliance with ever-evolving regulations. “When you develop custom code, you need to maintain it,” points out the report: “Even programming languages age, so every five to 10 years, software may need to be rewritten. The costs keep coming.”  

Moreover, the development process is fraught with uncertainties. What begins as a seemingly straightforward project can quickly become complex as new requirements emerge. Feature creep, where additional functionalities are added during development, can lead to delays, budget overruns, and a final product that is far from the original vision.

In contrast, off-the-shelf solutions are developed by specialized companies with extensive experience in the industry. These solutions are continuously updated and refined based on feedback from a broad customer base. They offer a level of reliability and functionality that retail in-house software solutions often struggle to match, especially in critical areas like workforce management and employee scheduling.

Outsourcing: A Smarter Approach

For large retailers, outsourcing software development offers an ideal blend of expertise, efficiency, and cost-effectiveness. It provides access to pre-built, well-tested solutions developed by teams with deep industry knowledge and experience.

Access to Advanced Expertise

Outsourcing allows retailers to tap into a global talent pool and gain access to specialized skills that may not be readily available in-house. For example, developing workforce management solutions often requires expertise in advanced technologies such as artificial intelligence (AI) and data analytics. Building this capability internally can be a massive undertaking, but outsourcing to experienced providers like Orquest means retailers can immediately benefit from advanced AI-driven solutions without the long and costly process of building and maintaining them.

Cost and Time Efficiency

Outsourcing provides significant cost and time savings. Developing in-house software involves hiring and training specialized staff, as well as covering the ongoing costs of maintenance and updates. Outsourcing eliminates these expenses by offering a ready-made solution that has already been refined and tested. Additionally, outsourced solutions are typically updated continuously, ensuring the software remains current without requiring additional investment from retailers.

Flexibility and Scalability

Outsourced software solutions are usually designed to scale easily as business needs grow or change. This is especially important in retail, where operational needs fluctuate based on seasonality, market trends, and unexpected demand spikes.

The Challenges of Retail Workforce Management

Managing a large retail workforce is a highly complex task. It involves balancing employee schedules, managing shifts, accounting for time off, and ensuring that stores are adequately staffed without overstaffing. Additionally, compliance with labor laws, which can vary by region and change over time, adds another layer of complexity.

An effective workforce management system must juggle multiple variables. It needs to balance employee preferences for shifts with store operational needs, manage absences, accommodate training schedules, and ensure labor costs are controlled. Developing a robust in-house workforce management tool that can handle these complexities is a daunting challenge.

Proven Track Record and User-Friendly 

When it comes to outsourcing workforce management, Orquest offers a solution that combines the advantages of both outsourcing and in-house software development. Like outsourcing, Orquest delivers the expertise, efficiency, and innovative technology needed to handle the complexities of retail workforce management. However, it also captures the key benefits of in-house development, providing a secure, flexible solution designed specifically for the retail sector.

Orquest is the powerful workforce management solution specifically designed to tackle the complexities of retail employee scheduling. By leveraging artificial intelligence (AI) and advanced analytics, Orquest simplifies what would otherwise be an overwhelmingly complex task for any retail in-house software developed system.

The Smart Planning solution has a proven track record with global retail brands such as Dior, H&M, and Kiabi. These brands trust Orquest to manage complex scheduling needs across multiple stores and countries, with consistent success. In comparison, retail in-house software solutions carry a higher risk of failure, especially for retailers without prior software development experience.

Outsourced Solutions Outperform Retail In-House Software

In conclusion, while developing retail in-house software may seem appealing, it comes with significant risks and challenges. For example, the complexity of workforce management and employee scheduling demands a level of expertise that is difficult to build without considerable investment and experience.

Outsourced solutions like Orquest offer a superior alternative, combining advanced AI capabilities, precision in staffing calculations, and a proven track record in the retail industry. For retailers looking to optimize their operations, reduce labor costs, and enhance employee satisfaction, outsourcing to a reliable partner offers a ready-made, dependable solution that outperforms retail in-house software development efforts.