Why you need better rostering for the new financial year

Bridget Mahon

1 June 2017    |   

It’s now less than a month away from the end of the financial year, which means you’re quite likely incredibly busy. Whether you’re looking to hit your financial year KPIs, making some big changes to your business, or just managing your staff more effectively, it can be a stressful time for business owners and managers. Therefore, it’s important to give your managers and staff the right tools so you can get the most from your workforce in the new year. Rostering is one such tool, and is often referred to as one of the biggest pain points in managing a workforce. Poor rostering leads to any number of problems and issues in the workplace including; Store managers spending hours each week rostering, when they could be focused on larger priorities. Rostering on too many or too few staff, results in unnecessary increased wage costs or a reduced ability to service customer demand. Last minute roster changes from bad communication leads to the wrong number of staff, and can ultimately affect overall morale. Managers can’t cost their upcoming staffing costs with the complexity of the Australian industrial relations system. Bad compliance without an effective system, means you’re trusting all your store managers to be rostering within employment law requirements. Any of these problems occurring could be causing you unnecessarily high labour costs, a reduction in effective customer service, and a decrease in the productivity of your managers. But it doesn’t have to be this way! Rostering should form the foundation of your workforce management. It is your point of reference for staff resourcing, managing labour costs, and insightful reporting. Implementing modern and powerful rostering software is the easiest way to get on top of your workforce frustrations. What a great rostering system brings to your business A great rostering system should: 1. Cost your rosters including overtime, allowances, and leave. It’s very hard to meet labour budgets if you don’t know how much your roster is going to cost you. Great rostering systems should be able to cost your roster as you build it, so that you can make the best decisions in the moment to meet your budgets. Award conditions such as penalty rates, allowances, and leave can add extra unforeseen costs to your weekly roster, so it’s important that your system is able to account for these in the total roster cost. Businesses that can accurately forecast their labour costs are better able to optimise their labour spend, which leads to smarter workforce decisions. 2. Be easy and intuitive to use. There’s no point going through the process of updating your system, only to find out it’s more difficult than doing it manually. Rostering shouldn’t be a hassle, especially when you’ve got better things to focus on. A great rostering system should be intuitive and easy to use for your entire team. Features like auto-saving, filters for teams and locations, alternative roster views, make what used to be a time-consuming task, quick and effortless. Once you’ve built the roster, being able to quickly send it out to staff via SMS and email, as well as any last minute changes, keeps all your staff updated on what’s happening. 3. Use Predictive Workforce™ software to tell you how many staff are required. Correctly predicting the number of staff for any given day can feel like a miracle sometimes. However, great rostering software systems should be able to use predictive analytics to show exactly how many staff you need, at what time, every day. Integrating Point of Sale data, revenue, and other forms of service demand data into your rostering system is crucial to optimising your labour productivity. Having the correct number of staff leads to higher staff productivity, greater profitability, and an improved customer service experience. End of Financial Year is a great time to review your systems, reflect on what’s working, and what can be improved for the New Financial Year. Updating your rostering system starts you off on the right foot, free from paperwork and stressful staff management. This leads to better time and attendance tracking, wage calculation, and faster payroll processing. That way you can focus on running your business, not your rosters.

It’s now less than a month away from the end of the financial year, which means you’re quite likely incredibly busy. Whether you’re looking to hit your financial year KPIs, making some big changes to your business, or just managing your staff more effectively, it can be a stressful time for business owners and managers.

Therefore, it’s important to give your managers and staff the right tools so you can get the most from your workforce in the new year.

Rostering is one such tool, and is often referred to as one of the biggest pain points in managing a workforce. Poor rostering leads to any number of problems and issues in the workplace including;

  1. Store managers spending hours each week rostering, when they could be focused on larger priorities.
  2. Rostering on too many or too few staff, results in unnecessary increased wage costs or a reduced ability to service customer demand.
  3. Last minute roster changes from bad communication leads to the wrong number of staff, and can ultimately affect overall morale.
  4. Managers can’t cost their upcoming staffing costs with the complexity of the Australian industrial relations system.
  5. Bad compliance without an effective system, means you’re trusting all your store managers to be rostering within employment law requirements.

Any of these problems occurring could be causing you unnecessarily high labour costs, a reduction in effective customer service, and a decrease in the productivity of your managers.

But it doesn’t have to be this way!

Rostering should form the foundation of your workforce management. It is your point of reference for staff resourcing, managing labour costs, and insightful reporting.

Implementing modern and powerful rostering software is the easiest way to get on top of your workforce frustrations.

What a great rostering system brings to your business

A great rostering system should:

1. Cost your rosters including overtime, allowances, and leave.
It’s very hard to meet labour budgets if you don’t know how much your roster is going to cost you. Great rostering systems should be able to cost your roster as you build it, so that you can make the best decisions in the moment to meet your budgets. Award conditions such as penalty rates, allowances, and leave can add extra unforeseen costs to your weekly roster, so it’s important that your system is able to account for these in the total roster cost. Businesses that can accurately forecast their labour costs are better able to optimise their labour spend, which leads to smarter workforce decisions.

2. Be easy and intuitive to use.
There’s no point going through the process of updating your system, only to find out it’s more difficult than doing it manually. Rostering shouldn’t be a hassle, especially when you’ve got better things to focus on. A great rostering system should be intuitive and easy to use for your entire team. Features like auto-saving, filters for teams and locations, alternative roster views, make what used to be a time-consuming task, quick and effortless. Once you’ve built the roster, being able to quickly send it out to staff via SMS and email, as well as any last minute changes, keeps all your staff updated on what’s happening.

3. Use Predictive Workforce™ software to tell you how many staff are required.
Correctly predicting the number of staff for any given day can feel like a miracle sometimes. However, great rostering software systems should be able to use predictive analytics to show exactly how many staff you need, at what time, every day. Integrating Point of Sale data, revenue, and other forms of service demand data into your rostering system is crucial to optimising your labour productivity. Having the correct number of staff leads to higher staff productivity, greater profitability, and an improved customer service experience.

End of Financial Year is a great time to review your systems, reflect on what’s working, and what can be improved for the New Financial Year. Updating your rostering system starts you off on the right foot, free from paperwork and stressful staff management. This leads to better time and attendance tracking, wage calculation, and faster payroll processing. That way you can focus on running your business, not your rosters.

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Awards & Rostering    |   

How much do full-time staff really cost?

Being in the business of managing staff costs, we often hear people say that casual staff just cost so much more than their full time equivalents. I mean, that extra 25% is a killer, right? Especially for staff who work a fairly consistent schedule each week, it’s almost like free money. For a while there I went along with that, not really giving it much thought. But today the thought struck me – casuals miss out on plenty of benefits afforded to full and part timers, so are they really better off? I decided to investigate further. What follows may surprise you. First – how many days in a year does a full time employee work? Weeks in a Year: 52 Working Days in a Year: 260 So far so good. We’re going to ignore the 1 or 2 days that we’re off by, for the sake of a nice round number. Next, let’s look at this full time employee’s entitlements, in days. Annual Leave: 20 (4 weeks) Personal Leave: 10 (2 weeks) Public Holidays: 10 We’ll assume a 7.6 hour work day and 17.5% leave loading. So how many hours of leave are we paying? Annual Leave – Base: 152 Annual Leave – Loading: 26.6 Personal Leave: 76 Public Holidays: 76 Total Hours of Leave Paid: 330.6 Earlier we calculated how many days of work one can work in a year, now let’s subtract leave taken to get a more accurate figure. Days of Leave Taken: 40 Actual Days Worked in a Year: 220 Actual Hours Worked in a Year: 1672 Divide 330.6 (hours of leave paid) by 1672 (hours worked) and we get 19.77%. Remember, we are comparing this to the 25% loading paid for casual staff. So from this perspective, yes, your full time and part time staff are still cheaper – but only by 5.23%. And even that number is probably on the low side. We ignored long service leave and maternity leave because they are a bit more unreliable. Both they are also costs (or accruals) that can definitely add up! When you take into account the fact that you only have to pay casuals when you need them, it’s easy to see why more and more Australian employers are turning to casual staff. According to the ABS, this has been growing steadily since the 90’s, and today over 1 in 5 jobs in Australia are casual.

Product Updates    |   

Text Me Maybe: Share Your Rosters by SMS!

Tanda’s (PayAus) roster management tools just got even more powerful, with the ability to send your staff their rosters by SMS, instantly. No more printing rosters out and making sure they don’t get lost, or trampled on, or wet. No more casuals calling up during the busiest time of the day to ask when their next shift is. And no more typing text messages up yourself – Tanda can do it all for you. Once you’ve designed a roster in Tanda, just follow the prompts to SMS it to your staff. You’ll be able to select which staff members get their rosters delivered, and even see a preview of the message they’ll get. Rosters by SMS cost 25 cents per message, but as a gift to Tanda customers, we’re making the first month absolutely free. Have fun! P.S. rosters are sent to the phone number you’ve provided for your staff, so you’ll need to make sure that’s correct. If you are having issues entering phone numbers, or need help importing a lot of phone numbers, please contact us!

Product Updates    |   

New from Tanda: Roster Taggings

Ever wanted to add a location to a shift in a Tanda roster? Maybe you want to tag shifts for newbies, experienced staff, and managers. We’re super pleased to have rolled out our new tagging system. Using tags, you’re able to set up a set of colour codings that correspond to tags which you can apply to your rosters. You can use these tags for anything you like, and setting a name for them is easy. For example, call them “Location” and your staff will know exactly which office they’re working at when their roster is sent to them. Get all the details on roster taggings by reading our user guide. Roster tags are now live for all Tanda customers.

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About the author

Bridget Mahon

Bridget was a former Marketing Communications Officer for Tanda.

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How much do full-time staff really cost?

Being in the business of managing staff costs, we often hear people say that casual staff just cost so much more than their full time equivalents. I mean, that extra 25% is a killer, right? Especially for staff who work a fairly consistent schedule each week, it’s almost like free money. For a while there […]

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