The Print Bar uses MYOB & Tanda to control costs

Josh Cameron

6 March 2014    |   

The Print Bar’s warehouse in the inner-suburbs of Brisbane is a symphony of people and machinery, churning out some of the highest quality custom t-shirt printing available in Australia. In just 5 years, Managing Director Jared Fulinfaw has grown from 2 employees in his parents’ garage to become one of largest suppliers of custom t-shirt printing in Australia, with 28 employees working around the clock, 7 days a week. It’s a resounding success story, but it’s clearly been no accident. Jared is keenly focused on running a lean business and striding ahead of the competition. Tools for rapid growth To run The Print Bar, Jared is hands on with everything and believes that up-to-date and forward looking financial data is essential. He uses MYOB to manage his finances, and Tanda to manage his people. “MYOB lets me keep track of my inventory and expenses, I even have my accounts reconciled fortnightly so I know exactly where I am. Tanda is for managing my biggest asset and my biggest expense – my team. To sell my product at competitive prices and maintain my margins, I need to be great at managing, rostering, and keep a very close eye on the costs of my staff.” “My team is everything” says Jared. And the team agree — they say he’s the best boss ever. Rostering Every week, Jared uses Tanda to put together his roster. He starts by copying the last week’s so he has a template to work with, then makes any changes necessary based on availability or feedback from his team during the week. Next, he checks the roster’s cost – based on the award rules he’s configured – to ensure that he’s within budget. When it’s all looking good, he sends the roster out to staff by email. He generally does this well before the working week; if he needs to make any urgent changes afterwards, an updated roster by SMS alerts the relevant people. Attendance The Print Bar staff clock in and out of work using a Tanda time clock. It’s positioned on the wall near the entrance to the staff room, so it’s easy to spot and hard to forget! For Jared, the time clock acts as a virtual assistant – every day he gets a roll call of who clocked in, and who didn’t (based on their roster). And if someone’s not at work on time on a weekend, he also gets an SMS alert so he can quickly run in if need be. Timesheets and Payroll Every few days, Jared checks over staff timesheets, makes any necessary changes, and approves shifts when he’s happy with them. At the end of the fortnightly pay cycle, he clicks a button to export the timesheets directly to MYOB. Because Jared’s configured Tanda to work with his EBA, all of the data he downloads is mapped to the correct MYOB wage category – saving him hours he’d have spent doing it by hand.

The Print Bar’s warehouse in the inner-suburbs of Brisbane is a symphony of people and machinery, churning out some of the highest quality custom t-shirt printing available in Australia.

In just 5 years, Managing Director Jared Fulinfaw has grown from 2 employees in his parents’ garage to become one of largest suppliers of custom t-shirt printing in Australia, with 28 employees working around the clock, 7 days a week. It’s a resounding success story, but it’s clearly been no accident. Jared is keenly focused on running a lean business and striding ahead of the competition.

Tools for rapid growth

To run The Print Bar, Jared is hands on with everything and believes that up-to-date and forward looking financial data is essential. He uses MYOB to manage his finances, and Tanda to manage his people.

“MYOB lets me keep track of my inventory and expenses, I even have my accounts reconciled fortnightly so I know exactly where I am. Tanda is for managing my biggest asset and my biggest expense – my team. To sell my product at competitive prices and maintain my margins, I need to be great at managing, rostering, and keep a very close eye on the costs of my staff.”

“My team is everything” says Jared. And the team agree — they say he’s the best boss ever.

pb_myob

Rostering

Every week, Jared uses Tanda to put together his roster. He starts by copying the last week’s so he has a template to work with, then makes any changes necessary based on availability or feedback from his team during the week.

Next, he checks the roster’s cost – based on the award rules he’s configured – to ensure that he’s within budget. When it’s all looking good, he sends the roster out to staff by email. He generally does this well before the working week; if he needs to make any urgent changes afterwards, an updated roster by SMS alerts the relevant people.

Attendance

The Print Bar staff clock in and out of work using a Tanda time clock. It’s positioned on the wall near the entrance to the staff room, so it’s easy to spot and hard to forget!

For Jared, the time clock acts as a virtual assistant – every day he gets a roll call of who clocked in, and who didn’t (based on their roster). And if someone’s not at work on time on a weekend, he also gets an SMS alert so he can quickly run in if need be.

Timesheets and Payroll

Every few days, Jared checks over staff timesheets, makes any necessary changes, and approves shifts when he’s happy with them. At the end of the fortnightly pay cycle, he clicks a button to export the timesheets directly to MYOB.

Because Jared’s configured Tanda to work with his EBA, all of the data he downloads is mapped to the correct MYOB wage category – saving him hours he’d have spent doing it by hand.

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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 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.

Industry Insights    |   

“Help! My employees are always late!”

Do you find in your business employees are constantly showing up for work late, or clocking off just a little bit too early for your liking? Tanda can help you keep track of your employees clock-ins and clock-outs. The SMS feature alerting you when people are late is also a handy Tanda tool to keep an eye on the hard workers and the not-so-hard workers in your team. But there’s one thing a Tanda Clock can’t do, and that’s motivate your team to show up on time to put in their best work. There’s a few key reasons staff start to dawdle on their way to work. One key factor is motivation. Once motivation drops in the office, kitchen or factory, the unproductive sentiment can spread like wild fire. You can help bring up your employees motivation levels with a few tips and tricks that the team here at Tanda has learned and implemented as well. Automation Firstly, automate what you can. If there is something an employee has to do that could be done just as easily with an add-on, application or new system then what are you waiting for? The same way Tanda automates payroll and rosters meaning less time wasted on the boring stuff, you can get rid of the boring tasks for your employees too. Rotation There are some things that have to happen around the workforce. But, if one employee has to carry out the same task or responsibility for more than three hours you will notice they might be getting bored. Try rostering them onto the same task for days or weeks on end and then ask yourself can you really blame them for being late all the time? Instead, it’s better to delegate and rotate tasks between your team. Productivy levels tend to spike at the beginning of a task, so if you can keep your team motivated with new or different things to do you’ll find less stragglers getting to work in the mornings. Optimization Which brings us to optimising how you use your time. Tanda knows a thing or two about time and attendance. Studies have shown people were more likely to be more cooperative and get work done in the morning. Throughout the day the peak in productivity comes unsurprisingly after lunch breaks. The worst times for positive results came just before lunch breaks and nearing the end of the shift. With that in mind, try and schedule the nitty gritty work, unpleasant tasks or least favourite jobs in the mornings and just after your staff have had a break to refresh. Save the fun stuff for the long hours and just before home time. Because really, if your staff are passionate about what they do for your company then there should be plenty of fun stuff for them to do.

Events & Media AU    |   

Payroll Geniuses

Mossman State High School graduates Tasmin Trezise and Jake Phillpot are hoping to set up a head office in Far North Queensland for their rapidly growing tech business, Tanda (Previously PayAus). The software and payroll processing company is currently based in Brisbane and is helping organisation of five and upward staff significantly reduce their labour costs. “Tanda deliver a digital answer to traditional time sheets,” founder Tasmin Trezise said. “Our system eliminates time theft and produces unbelievably easy reporting and businesses save money from day one as there is no upfront cost.” The system involves installing a managed hardware device into your business and employees record their start and finish times by entering a unique four digit. The system will send the data back to the central server where organisational rules are applied and time sheets are calculated effectively reducing labour costs. “It’s not a choice anymore, small to medium businesses need to be thinking about their staff costs all the time and we are able to help them do it.” Mr. Trezise said. Tanda founder Jake Phillpot said growing up in local small business families meant the pair were passionate about bringing technical innovations back to far North Queensland. “We made Tanda to be the most powerful and economic payroll and cloud timesheeting solution on the market for small to medium size organisations,” he said. “It’s about keeping family business strong, simple and together.” Visit www.tanda.co for more information.

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About the author

Josh Cameron

As our Chief Strategy Officer, Josh works across our product and customer teams in the US, Australia, and Asia.

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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 […]

Industry Insights

“Help! My employees are always late!”

Do you find in your business employees are constantly showing up for work late, or clocking off just a little bit too early for your liking? Tanda can help you keep track of your employees clock-ins and clock-outs. The SMS feature alerting you when people are late is also a handy Tanda tool to keep […]

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Payroll Geniuses

Mossman State High School graduates Tasmin Trezise and Jake Phillpot are hoping to set up a head office in Far North Queensland for their rapidly growing tech business, Tanda (Previously PayAus). The software and payroll processing company is currently based in Brisbane and is helping organisation of five and upward staff significantly reduce their labour costs. […]

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