Monthly Archives: February 2014

Ensuring Staff Are Not Overworked

February, 2014

Busy Bar

Striking the right balance between having too many and too few employees working at any given time can be difficult. Particularly in workplaces where business tends to come in waves of extreme activity and then lull back such as retail and food service, it’s difficult to schedule a number of eight hour shifts to maximum efficiency. However a common mistake that can prove very expensive is going the opposite way and spreading your employees too thinly, and as managers will discover this can have just as negative consequences for both the staff and the business itself.

Tips For Ensuring Employees Are Not Overworked:

  • Identify the busiest periods of each day and plan your schedules to cover these, not the down time. It can be tempting to skimp on employee numbers when you know that a ten hour working day will have five hours of downtime, but you should look at it the opposite way – for at least five hours employees may be swept off their feet. The safest time to have smaller employee numbers is usually the first and last hour of a work day, but depending on the business these can also have their stresses and pressures. Schedule according to how busy you expect the busiest periods to be, and have a manager working who can allow employees to go home early if they wish and it’s clear the extra numbers aren’t necessary.
  • Have a good distribution of skills/expertise. It’s one thing to have plenty of employees on hand, but if only one or two of them can perform a critical task, it’s still going to place a lot of pressure on those workers. Ensure that for each shift there are multiple people who can perform each necessary task to ensure there aren’t just a couple of overworked staff bearing the bulk of the work.
  • Discuss weekly hour limits with employees. Some employees are in a situation where they need to work as many hours as possible, and though you should be mindful of their stress and exhaustion levels it can be just as stressful to limit their hours. Others however are only looking for a standard working week, so it’s best to talk to employees individually to ascertain what their needs and preferences are to ensure they aren’t overexerted at work.

A good rostering system is the best way to ensure you have a good distribution of employees at any time, keeping up morale and efficiency.

Give a 14-day free trial of goRoster a go here and see how better rostering can impact on the overall success of your business! 

The Importance of Employee Profiles

February, 2014

staff-profilesOne of the major benefits of an online roster system is being able to store detailed data about your employees in the form of online roster employee profiles. These can be accessed at any time, and give you complex information to help you make decisions about rostering and shift assignment. Having more data about your employees ensures you always have someone on hand with vital skills (i.e. a duty manager or someone with a full license) and makes it easier to view everyone’s availability at once.

Some of the important features of the profile list are as follows:

  • A direct messaging system that allows you to contact the employee via both SMS and email.
  • Contact details including whether they prefer to be contacted by phone or by email. This way you always know how to best get in touch with an employee. It also can specify if they prefer to be messaged by SMS but also send a copy of their roster via email.
  • A list of their preferred hours. So that you don’t end up scheduling someone who physically cannot work a certain date (and to better bear your employee’s needs in mind), a list of preferred working hours is available as well.
  • A list of available rosters. Many businesses will have multiple locations, or multiple rosters within a certain location. With the profile system you are able to link an employee to as many as necessary.
  • A messaging history is also available on the profile page. This allows you to see what you have already sent to the employee, so you can check they are up to date on the latest shift changes and any other information as well. It also shows which roster notifications they have received, including the time and location of each shift. Having concrete data like this is great for avoiding “he said, she said,” type miscommunication disputes, and provides security for the employee too about what their instructions have been.
  • You can also update and schedule leave here, making it easy to ensure you don’t have too many overlapping absences and allowing you to keep track of how much leave has already been taken.
  • A list of qualifications allows you to ensure you always have someone rostered with the right expertise, such as first aid or bartending qualifications.

Having a good employee profile system gives employers the data they need to make efficient roster decisions, makes communication easier and puts comprehensive employee information right at your fingertips.

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