management

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.

Timeframes for payroll much faster with goRoster – TANK Juice

February, 2017

Since its humble beginnings in 1996, TANK has grown to more than 70 stores nationwide. Famous for its juices made from real fruit and vegetables – and more recently expanding its menu to include salads and wraps – TANK has become a destination for kiwis looking for healthy, fresh and fast food.

Jess Dempsey, Human Resources Manager for TANK Juice, says that goRoster was initially introduced by the company to help with staff management. With hundreds of employees, TANK required a system that would make the job of managing them all a simple one.

Out with the old, in with goRoster

Before goRoster, TANK’s systems were all paper-based. “We used excel spreadsheets to organise things like rostering, staff costs, and turnover. It was time consuming and prone to errors,” Jess says.

goRoster replaced this system with an automated, online one that was much simpler and quicker to use. “We now have visibility of all of our staff all in one package, which makes it much easier to prepare rosters, track times, calculate leave, and forecast staff costs,” Jess says.

Integration with payroll a plus

The seamless integration between goRoster and TANK’s existing systems – such as payroll – was a huge benefit for Jess.  “The timeframes for payroll are so much faster now – and with a lot less margin for error. Running reports for things like public holidays – which are different every year – are also really easy to do.” 

When TANK moved to a new payroll provider in 2016, the compatibility of the new system with goRoster was of high importance. “goRoster works so well for us, we needed to make sure that it integrated well with whatever payroll provider we used,” Jess says.

The company is also looking to upgrade its Point of Sale system soon. “And when we do, that decision too will be influenced by the way it integrates with goRoster,” Jess says.

Tech makes things easy

Creating a cloud-based system for TANK has allowed Jess and her team to access important information from anywhere at any time. “As things can change so quickly, having the freedom to access the system whenever we need it is a real-life saver.”

The mobile-app has also made communicating with staff a cinch. “Every team member is connected in real-time, so if anything changes, they know about it straight away,” Jess says.

“What I love about working with the goRoster team is that they really listen to what we want, and then implement changes suit the way our business works,” Jess says.

Why rostering templates are bad practice

January, 2017

Anyone who works in hospitality knows that no day is the same. Things can change as quickly as the seasons, but with far less predictably.

How busy you are depends on the weather; the time of year; what events are happening around town; what your competitors are doing that day; even if your local sports team is performing well that season.

Plus on any given week, one or more of your staff will be on holiday, away sick or have a family emergency they need to attend.

We’re continually surprised at how many businesses we find using the same roster template that they created months ago.

With so many fluctuations not just day to day, but shift to shift, rostering templates can become out of date as quickly as they are created. Your template roster might have worked last week, but this week you have three large functions, an international touring band in town, and half your staff are away with the flu.

That’s why we recommend using a four-step process when it comes to rostering: Plan, execute, review, repeat.

Make a roster that can change as your situation does. Have contingencies in place for when things don’t go to plan, and continually assess how things are tracking. Take notes on what did and didn’t work and make changes accordingly.

A system like goRoster allows managers to access all the relevant information needed to execute this four-step process effectively. This is the best practice for managing staff, and the one followed by the most successful businesses in the hospitality industry.

Burnt-out staff are a burden on your business

December, 2016

Busy waiter and waitresses working at bar night

The Christmas period is always a busy one for those in the retail and hospitality industries. Staff are working longer hours, later nights and dealing with throngs of people every day. If not managed correctly, this can lead to unhappy and burnt-out staff, which will be a lag on your business and can result in huge costs.

Here are three tips to stop staff burnout:

Talk to them

You and your staff may have different definitions of being ‘overworked’, so it needs to be clearly defined. Communication is key. You may want to ask your staff what their expectations are, how much they would like to work and what they would see as an ideal role.

Rotate the workload

Keeping staff fresh and enthused can be as simple as rotating roles. If someone is spending most of their time in the kitchen, switch up their role by putting them front of house for example. As the saying goes, a change is as good as a holiday.

Have tight systems in place

Have systems in place that give you the information you need to identify when staff are starting to work long hours.

There are rostering systems available – like the one goRoster has developed – that will alert you when someone has worked too many hours. A staff member may not approach you if they are unhappy with the number of hours they are working, so it’s good to be proactive.

Ensuring staff aren’t overworked is key to maintaining a happy team, and ultimately happy customers!

 

A special blend: Tank Juice and goRoster in the mix together

May, 2016

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When you go to TANK, you’ll get a mind blowing health experience. Not only are they fast, original, and fresh but their menu is packed with delicious nutrients – whether it’s their juices, smoothies, salads or wraps. Tank gives the health-conscious Kiwi an easy way to get their daily dose of vitamins, minerals, and antioxidants.

Tank recently brought goRoster in to help with the management of staff. goRoster enabled the management team to reconstruct their paper-based system to an online format that was quicker and easier to train staff. Plus there is the added bonus of being able to access all important information anytime, anywhere via the digital cloud, without having to download any third-party software. Jess Dempsey, Human Resources Manager of Tank Juice, says that everyone at Tank – from the management team to the staff – absolutely love the new system that goRoster initiated.

“Goroster has transformed the way we manage our staff. With over 60 stores across New Zealand and hundreds of staff to manage, Goroster has allowed us to prepare rosters, communicate with staff and track times. An all in one package, that is simple to use and integrates directly with Payroll.” – Jess Dempsey, Human Resources Manager of Tank Juice.

goRoster has allowed the management staff to have better control so that there aren’t any bombshells at the end of the week. In fact, the mobile app ensures that every team member is on the same page in real time. With goRoster’s online and mobile system, it is easier to stay within your budget, cut down costs and meet targets because you have the ability to forecast expenditures by looking at previous needs.

Jess goes on to say that, “The management team loves the use of goRoster for its simple, cost-effective way of managing staff rosters, time sheets, leave, and communications. goRoster has provided us with visibility of all staff across 60+ stores and allowed for greater management of our teams.” – Jess Dempsey, Human Resources Manager of Tank Juice.

TankWe all know that our staff is our most important resource. With goRoster’s tracking software, you are able to manage your staff wisely and effectively which will increase your bottom line. goRoster takes away the guesswork. You can actually see where things are ineffective and reorganise any areas that are not meeting your business’s needs.

goRoster is proud to be part of Tank’s successful business. To find out how goRoster can benefit your business sign up for our free, no obligation 30 day trial today.

Following these rostering tips will help drive business efficiency

April, 2016

Following these rostering tips will bring you guaranteed business efficienciesA robust rostering system is essential in any hospitality or retail business. Ensuring you have the right number of staff rostered on will keep your customers happy, and your wage cost looking great.

On the contrary, building rosters inefficiently can be a real time-waster. So, how do you get maximum results from your roster?

Here’s five quick tips you can easily incorporate into your rostering practice today. 

Utilize “Role Rostering”

First you need to work out what shifts and roles you need to fill, then costing out this plan against your employee’s hourly wages. Then, simply add the names of those staff member you wish to fill each role. Role rostering is great as is focuses on what’s best for your business. Perhaps there’s a special event in town and you anticipate being busier than usual. You need your senior employees on that can handle the pressure, but always be weary of overstaffing.

Share the top shifts

For wait and restaurant staff, certain shifts are always better than others in terms of stress and potantial for tips. These are the shifts that need the most careful management – you need to share these around fairly to ensure all staff members get their turn.

Automate rostering tasks

The more rostering tasks you automate, the more management time you free up for sorting out issues and, well, managing the business. This is where the benefits of cloud technology come into play. Modern rostering tools can provide costing models at the click of a button and can be updated in real time and sent out to employees via email or SMS.

Enable staff to plan in advance

Everyone has a busy life these days, and the more advance notice staff have of their shifts, the more you reduce unexpected absences and last-minute changes. Focus on automating your rostering system as much as possible so you can advise staff of rosters 4 weeks in advance. This will leave you with happy employees, and allowing them the opportunity to request leave early means there’s no chance of you rostering staff on when they’re not available!

Allow staff to check the roster without calling in

With a cloud-based rostering system, you can prepare the roster from anywhere. You can send a most up-to-date roster  straight to an employees smart phone as an SMS or an email. They can check this and keep it on record – no more calling in to check when their shift starts! The more of your rostering tasks that can be handled in this way, the more time you free up for other tasks.

Using these simple tips will help you implement efficient rostering strategies. If you’re looking for a cloud-based rostering tool that can automatically update employees about shift changes, then send us an email at support@goroster.com and find out what goRoster can do for you!

Overstaffed or understaffed? Here are the signs

March, 2016

Understaffed or overstaffed? When it comes to building rosters you want to be as accurate as possible when forecasting future staffing requirements. Time again, we’ve seen rosters being created based on instinct and manager experience.

Negligence can lead to a substantial increase in costs for your business.

Often you’ll hear your employees say, “you just missed the big rush!” only to find later on that your sales figures prove otherwise. Trying to find a happy medium to combat the chance of employees standing around doing nothing, versus being completely rushed off their feet is no easy task.

Here’s a few things to watch out for:

  • Employee burnout

Typically, if you’re understaffed you’ll find your employees are burnt out. Being consistently rushed off their feet will most likely lead them to end up resenting the job.

  • A drop in service levels

Often as a direct result of being burnt out, when you’re understaffed your employees won’t be able to match the activity level happening within your business. Bad service can lead to unhappy customers – and you don’t want that! It’s important to keep your customers happy – they’re your biggest source of revenue.

  • Financial impact

Do you think that if you checked at the end of each day, you would find that the rostered hours of your employees would match the same percentages of activity level each day? It’s important to make sure that you’re optimally scheduling your staff against the variations and fluctuations in demand.

Mistakes are costly. Taking more care in building your rosters will see increases in overall service levels and efficiency. The result? A reduction in labour costs, an increase in customer satisfaction and an increase in overall profit.

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How Successful Businesses Avoid Common Pitfalls

April, 2015

How successful businesses avoid common pitfalls

Success should never be looked at as something that is beyond your reach. Regardless of circumstance or resource. With the correct dose of motivation, drive and business knowledge, success is achievable.

There are many lessons we can learn from the business gods. Those that have created their path to success, and are sitting back basking in their rewards.

The hurdles we face whilst we find our feet in the ever growing competitive marketplace have all been experienced by those before us, and will be experienced by those after us. But, we must learn from how those hurdles were dealt with by our predecessors so that when they are thrown our way, we are prepared.

    • Successful businesses don’t concentrate exclusively on their sales figures
    • Successful businesses make plans
    • Successful businesses hire the right people
    • Successful businesses deal with internal strife promptly and correctly
    • Successful businesses know their competition
    • Successful businesses understand growth within their market
    • Successful businesses don’t let emotions get in the way
    • Successful businesses remember their taxes!
  • Successful businesses understand the importance of capital and utilising all your available resources. 

So, ready to start your journey to success? Step out onto that steep road and ready yourselves.

For more information on business success check out some similar blog posts here.

How to improve your roster in 3 easy steps

April, 2015

How to improve your roster in 3 easy steps It’s not until you experience the worst financial upturn that you begin to ask yourselves what you could have done differently.

Until you fully understand the impact and role that rostering plays within the financial game, I’m going to take a stab in the dark and say you’re probably cutting yourself short in the profit department.

Rostering for a long time has been considered the responsibility of the front line manager, or an on-site coordinator. There are so many things wrong this preconception. Especially if you’re a business owner that is attempting to control multi site locations or franchises. Rostering is a key component in being able to effectively run the financial department of your hospitality business. Getting it wrong is just far too costly – and why would you want to risk it?

There are 3 easy steps you can take to improve your current roster

1. Get the right mix of employees – From your most experienced to least experienced employees. Try to strike the right balance of talents and personalities where you can spend a reasonable amount of money and still have a productive and satisfying outcome on the shop floor.

2. Integrate with leading technology – Paper became almost extinct after the invention of the internet and the cloud. Not only are you being a great samaritan by looking after the environment and saving paper, storing information electronically allows for quick access, the elimination of human error, and the ability to instantly access and analyse financial data. This enables you to make much more accurate and justified forecasts and decisions.

c0cadf220526864498aa434b3d93ee803. Discipline and planning – No successful person ever got to where they are without putting in the hard work. Effort needs to be put towards your rostering if you’re expecting to see changes financially. Planning gives you the ability to trim back the fat, or the “excess” when it isn’t needed, from where you may have been spending money in the past. The best business people forecast, and they make accurate decisions based on the research and discipline they apply to their management efforts. Same goes for rostering. You want a better understanding of where you can you can shift unnecessary rostered hours around in order to prevent them from cutting into your profit ever again.

 

 

 

 

 

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