Monthly Archives: March 2017

Future forecasting made easy with goRoster –The Old Vicarage and Bootleg BBQ

March, 2017

Campbell Parker is one of the brains behind two of Christchurch’s must-eat restaurants.

Opening in March 2015, Bootleg BBQ is an inner-city destination providing the city’s meat and craft beer lovers with a real taste of American cuisine. The Old Vicarage, which Campbell has owned for the past 10 years, is an iconic restaurant on the outskirts of Christchurch.

Campbell says he relies heavily on goRoster as a budgeting and staff management tool for both venues. “goRoster is so engrained in the businesses, it’s become part of our daily routine.”

Seeing into the future

One of the benefits of goRoster is the ability to add estimated takings and compare them against staff cost levels.

Campbell uses goRoster as a budget modelling tool to help him get his costings right for upcoming weeks. Once the head chef and restaurant manager have completed the week’s rosters, Campbell can compare this against his previously entered forecasted budget.

“Everyone can then see how the numbers are doing. If we’re over or under our targets, it gives us time to rethink and readjust things. goRoster allows us to be really proactive.” 

Smooth sailing

goRoster is pivotal in helping Campbell keep track of how both businesses are performing. He says the first job of his administrator every morning is to adjust the hours worked by staff and add the actual sales takings into the roster.

“So each morning, I know exactly how we went the previous day. It makes it easy to keep track of how we’re travelling and to react accordingly.”

Campbell says that goRoster also makes it simple to get an overview of the labour efficiency for both businesses instantly. “All I need is one login and one password and I can see it all there in front of me. It’s great!”

Managing staff made easy

goRoster has also simplified the way Bootleg BBQ and The Old Vicarage manage staff.

Previously, one timesheet was used for each employee for a week, which created a lot of paperwork to manage at the end of a week. With goRoster, there are only seven timesheets – one for each day of the week – allowing managers to sign off start and finish times for each employee on one piece of paper.

“It saves a lot of time shuffling through screeds of paper to see who did and didn’t work on a particular day. With goRoster we can grab a day’s timesheet and instantly see who worked and what the cost of that day was.”

Common mistakes made when calculating payroll costs

March, 2017

Knowing what your payroll costs are – daily, weekly, monthly and yearly – is an important part of running a successful business. It allows you to forecast future wage costs, ensures you don’t have any surprises come pay day, and gives you confidence in the stability of the business.

But do you know the TRUE cost of your roster? 

The mistake we often see is the assumption that payroll costs are only based on the number of hours worked by your staff x their hourly wage. This is a dangerous trap, as it only provides you with a snapshot of your TRUE payroll costs.

To get the whole picture, other factors must also be considered.

Holiday pay accrual

Your employees might not be taking a holiday this week or even next, but as a business you still have to pay them holiday pay as a percentage of their wages. It might seem incidental but it can quickly add up.

Salary and ‘backroom’ staff

It’s not just your front of house and kitchen staff that you need to pay. Don’t forget about your hard-working, administration staff – their salaries need to be factored into your overall wage costs too. And if the owner is taking a wage from the business, that’s another staff cost that needs to be accounted for.

Non-wage related costs

Every employer has obligations to pay levies on behalf of its staff to ACC or Medicare, as well as contribute to superannuation funds, like Kiwisaver. You may also have additional costs to pay, such as an employee clothing allowance. It can be easy to forget about these costs, as they often aren’t paid weekly, but they can push your wage costs much higher than you think.

Failing to plan is planning to fail

March, 2017

Hospitality is a complex – and often fickle – business. There are so many factors that can affect the need for staff, and therefore the overall turnover of the business. There are far too many to mention, but can include: changes in weather; local events; public holidays; what your competition is doing; what deals are running; and how you’ve marketed the business.

Many new customers we meet often focus on the operational side of the business when trying to pre-empt these factors – like recording and capturing time sheets and having an availability of short term staff on standby. This can certainly help with the day to day running of your business. To be truly effective, however, these systems need to be incorporated into a carefully considered staff rostering plan.

An effective rostering plan should do a number of things. It should help you to organise enough staff for each shift; account for employee leave; prevent staff burnout; have transparency about the performance of your staff; and see staff costs. It needs to consider all outcomes, and have contingencies in place when the proverbial hits.

When it comes to creating an effective rostering plan, the question every manager must consider is: how? Too many businesses get caught up in the what and the why, without considering how they are going to implement change.

Just like in real-life, it’s the how that can undo even the most well intentioned plans. It’s why so many of us fall off a healthy eating plan – it’s all well and good knowing that you want to lose weight (what) because you want to be fitter for summer (why), but how you go about it is the most important part.

Having a solid rostering plan could massively increase the chances of success for your business. So, do you have a rostering plan? And if so, is it a good one? And if not, we can certainly recommend one.

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