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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.

Keeping track of staff easier with goRoster

November, 2016

syncrostaff

A Christchurch recruitment company is using goRoster to keep track of candidates’ jobs and availability.

SyncroStaff Managing Director Jason Seaward says the company has been using goRoster for almost a month.

Specialising in transport and logistic jobs, SyncroStaff has more than 40 employees on medium to long term placements. They place truck and van drivers, forklift operators and labourers, as well as staff in office, administration and warehousing positions.

Earlier this year, the company had started using a customer relationship management (CRM) system but found that it was not able to show where candidates were working and when they would next be available.

“It was great for storing information, like candidates’ licences and certificates. But we needed a system that our recruitment staff could use to see where people were,” Jason says.

The company’s next step is to integrate goRoster with its payroll system.

“We love the intuitiveness of goRoster. The CRM we used never felt intuitive. We like the way goRoster operates, and its features. Being able to copy and paste the rosters each week means less data entry for our staff.”

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.

The importance of seamless payroll integration

May, 2016

The importance of effective payroll integration Finding the right rostering software is not an easy task. Every business has its own set of integration requirements, but there seems to be one recurring issue across all businesses we talk to.

Employee payroll can be a time-consuming task.

It takes time and resources, often costing you significant amounts of money if done wrong. It can often slow a business down. The right rostering software can help you eliminate the pain associated with employee payroll.

Rostering in the hospitality and retail industries is dynamic. Shifts can change as well as the location and total number of employees required. Dynamic rostering requires software that can easily plug into your payroll so you don’t have to worry about any inaccuracies.

Simple payroll integration is imperative to the smooth running of your business. goRoster will let you export roster information directly to your chosen payroll software with the simple click of a button, alternatively you can export to Excel if you wish to dive deeper into further analysis.

goRoster integrates with Ace Payroll, MYOB, iPayroll, IMS, SmoothPay and Rocket Payroll. Manage your employee profiles more easily and process payroll with goRoster’s ability to send through all the information required for a seamless pay run.

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Payroll doesn’t have to be a time consuming nightmare. Save time and money by investing in seamless payroll integration.

Watch this space. We have more exciting integrations coming your way in the next few months!

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.

I got 99 problems but my rosters ain’t one

November, 2015

Untitled design (2)Rostering doesn’t need to be difficult.

Some businesses still so firmly believe that, in order to keep absolute control over their rosters, they must continue to tediously do them by hand and dish them out to employees in those dreadful dated brown envelopes.

Dare I compare it to “snail mail?”

And let’s be honest – it’s more than likely that your local post office has recently had to make staffing cutbacks due to the lack of people using postal services now, as a result of the considerable time it takes for hard copy mail to reach people.

Same principle applies to rostering. Why would you continue with the old way of doing things when the benefits of the new clearly outweigh the old.

We’ve painted this picture in the hope that you will be able to recognise the importance of keeping pace with key developments in the area of employee management. Rostering companies have done the hard work and figured it out for you. They hold the golden ticket to your one way route towards better, more efficient rostering.

We believe  the most important  things to consider are:

  • You need to be online
  • You need to be storing HR and financial data in the cloud
  • You need to be involving your employees in this process

So perhaps it’s time for you to get in the game. Businesses come with a multitude of problems. Highs, lows, and everything in between.

If one area of your businesses isn’t keeping pace with the other, you’ll lose the race.

Why?

Because, just like you, all great hospitality businesses have 99 problems.

But I can tell you now, their rosters ain’t one.

It’s time for your hospitality business to start making the most out of the holiday season!

November, 2015

Facebook Post (9)Work Faster. 

Work Smarter.

This holiday season.

goRoster offers a series of advanced rostering features designed to help you get through the the busy holiday season.

In our previous discussion we mentioned three main areas to focus on when creating rosters:

  1. Remove uncertainty in turnover
  2. HR and payroll responsibilities
  3. Planning ahead

Now let’s explore how goRoster helps to address these issues:.

The Ultimate Shift NotificationIt's time for your hospitality business to start making the most out of the holiday season!

It never fails to surprise , the number of people we see who simply put up with inefficient ways of doing things!

Let’s say you manage the local pub, and you need to tell one of your employees, Luke, that he’s looking after the corporate function on Wednesday evening.

Here’s where the ultimate shift notification comes in handy. Using goRoster, you are able to not only send employees their rosters – but you can send them  individualised messages attached to any specific rostered shift! Now you’re equipped to communicate important information that, in the past,  could only be delivered face to face or over the phone!

The result? Straightforward and efficient delivery of important information – every time.

Your Detailed Financials

Being able to easily avoid and identify budget blowouts is vital to make sure  you’re on the right track. goRoster’s detailed financials section helps hospitality owners and managers to take back full control of their financials.

We arm you with the tools to boost business efficiency using accurate and effective reporting and forecasting. goRoster enables you to drill down to the more finer details of your business to enable better decision making.

Here’s a snapshot of the finer aspects of our detailed financials section. These will really help you to boost your turnover potential this holiday season.

  • Live costing as you build your rosters
  • Record estimates against your actual turnover and see exactly where your discrepancies are!
  • Set up business units to get right down to the nuts and bolts of where you’re cash flow is coming from, and where it’s going out.
  • Implement warnings for when wage cost thresholds are exceeded

The Leave Wizard

CaptureHolidays are such a busy time and hospitality owners often find themselves inundated with leave request forms. Trying to allocate and grant leave to all those employees whilst maintaining  the correct amount of cover, is like trying to complete the world’s hardest jigsaw puzzle.

The leave wizard ensures that planned time off is clearly shown and prevents rostering employees when they are actually on leave. The easy-to -use leave wizard allows you to upload bulk leave dates for an individual employees and also specify what type of leave they are taking (sick, annual, bereavement leave etc ).

 

When it comes to building  a roster, goRoster alerts you that your employee will be on leave – Check it out below.

It's time for your hospitality business to start making the most out of the holiday season!

And More…

goRoster is available to use on your iPad and tablet – Now you have all the benefits of getting those rosters done while out completing those last minute Christmas errands!

So there you have it. Don’t leave yourself unprepared this Holiday Season. And never compromise potential for greater revenue and profit. Reap those rewards. And remember…

Work Faster. 

Work Smarter.

This holiday season.

4 Key Metrics For Successful Hospitality Business – Part 4

September, 2015

Metric #4 – Wage Cost vs Turnover

The final metric in our series is the Wage Cost vs Turnover which is often expressed as a percentage (the Wage Cost Percentage).

photo-1431499012454-31a9601150c9Most hospitality operators are aware of this measure and, more often than not do take note of it, although this is more commonly examined after the game has been played.

We’ve spoken previously about how important we think it is to examine the Wage Cost Percentage not only after a week has been worked (a lag measure) but also before the rostered week has begun (a forward measure).

However no matter how you arrive at your number, there is one vital factor that we often find some operators fail to understand;

What happens when your Wage Cost Percentage is too low?

Whilst it’s a fantastic achievement to get your costs down, the fact is that if your wage costs are far below industry norms it likely means that your business is providing bad service.  In many cases very low wage cost percentages can indicate that your staff are simply not able to cope with the workload.  It also means that some of your customers may not return.

So we recommend working hard on planning and efficiencies to keep your Wage Cost Percentage down low… but not too low!

4 Key Metrics For Successful Hospitality Businesses – Part 3

September, 2015

4 Key Metrics For Successful Hospitality Businesses Metric #3 – Estimates vs Actuals

You’ve got your plan in place.  You’ve checked the weather, looked at the odds of the local team smashing the visitors and even dropped into your local competitors and checked their latest offering.  In fact you’ve never been more convinced that an outstanding weekend of massive fiscal success lies ahead.

Yet come Monday the anticipation of triumph has waned.  The turnover figures bring you back to earth with a shuddering thump. What went wrong?  After all that planning effort why are we out of pocket by so much?

Estimating turnover is one of the most difficult things to master when running a Hospitality business.  In our last post we discussed some of the many things to consider when estimating your own numbers.  Experience has shown us that, even with the best possible laid plans, sometimes it just goes completely wrong.  Why?  Because many of the contributing factors are completely beyond your control.

The trick to mitigating these situations is simple; Good old fashion diligence.

As a hospitality operator you must measure and understand what caused the difference.  Knowing what went wrong and why will only serve you well for future planning.  Failure to measure and acknowledge why your plans went awry will only lay the groundwork for further future failures and financial difficulty.

Estimate. Execute. Measure. Repeat.

If you missed out on reading Metrics #1 and #2, pop on over to the business section of the blog now and take a read.

4 Key Metrics For Successful Hospitality Businesses – Part 2

August, 2015

Metric #2 – TurnoverMetric #2 - Turnover

Part two in our series on Key metrics for successful Hospitality business: click here if you missed Part 1: Wage Cost.

Turnover – “The total gross sales for a given period”

Experienced Hospitality operators understand that the day to day turnover figure is extremely difficult to predict.

We’ve spoken with thousands of hospitality organisations over the years and have noticed that whilst many operators simply accept the fluctuations and simply try to be reactive to them, the more successful ventures understand that there are huge benefits to developing a discipline and strategy around estimating potential turnover.

When such a strategy is implemented, practiced repeatedly and adjusted accordingly, these businesses are in a great position to make truly educated guesses surrounding their future financial performance. There’s no doubt that this is a somewhat difficult practice to master, however our experience has shown us that the rewards are truly worth it.

Here are some things to consider when your hospitality business is considering its future turnover:

  •  Past performance – what do we normally turnover this time of year?
  • Trends – are we trending consistently up or down against the same period last year?
  • Local Events – what is happening at the local stadium?  And will the local team likely win that rugby game?
  • Changes in competition – are there new operators in our area competing with us?
  • What is the weather forecast – how much do we normally drop in turnover on a wet day to a sunny day?
  • Promotions – Are we offering a two for one deal tonight?
  • General economic conditions – are people feeling confident about spending money
  • Holidays – is there a public holiday?  Is there one coming up that people may save money for?
  • Pricing – has our pricing changed?

live-costingAs you can well imagine, this list can become very extensive.  It’s vital to understand that each individual location will have its own list of influencing factors.

So why not get started building your list?  Once mastered, your hospitality business can only benefit from it!

Employee rostering plays a crucial role in the success of any hospitality business. If you’re interested in more information about how the right tools can help determine your turnover – jump on over to the technology section of the blog.

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