Achieving Workforce Success: Shift Swapping for Managers

Rosie Ramirez

14 September 2018    |   

Achieving workforce success (WS) means being driven, open-minded, empowering, and the ultimate master of your work. In this part of the series, we’ll focus on empowering. WS Champions are empowering because they help employees succeed – even when someone can’t make it to work. WS Champions know how work-life balance positively impacts productivity and loyalty. Thus, they build a flexible environment while maintaining, and even exceeding, the company’s bottom line. Among the ways that that can be done is shift swapping, which allows employees to cover for each other in an organized and mutually beneficial manner. Shift swapping is “an arrangement that allows shift workers to trade shifts with one another when the need arises.” This lets shift workers strike a balance between their personal commitments and work responsibilities. Finding a staff’s replacement for the shift matters, especially for the service industry. The correct number of staff can often determine if the service is delivered properly. And when service is consistent and customers are satisfied, they are more likely to come back and refer their friends. Read more: Michael Barnard’s Step-by-Step Guide to Creating Customers for Life But shift swapping is not always as easy as it sounds. In fact, many managers have so much trouble with it that they simply don’t allow it. The initial confusion of organizing the system, especially when they try to do it manually, turns them off. This is unfortunate, as it provides an easy solution to the problem of unfilled shifts. Below we’ll take you through how you can set up a shift swapping system for your company. Figure out the need for shift swapping First things first, determine if you actually need shift swapping in the first place. If your business is operating 24/7, or have at least two different shifts in a day, then you might need to consider this arrangement. This applies to many industries like healthcare, retail, hospitality, media, and law enforcement. Shift swapping introduces some flexibility for the employees and helps them avoid burnout in these demanding fields of work. If your managers are attuned to their teams, they should be able to input on this matter. Read more: How to Serve 200 Customers Daily in an 8-seat Restaurant Organize your employee data The success of shift swapping depends on how many employees are qualified to cover for each other. Evaluate each individual and determine which positions they have had some experience with, or would like to learn more about. This will minimize mistakes, increase accountability, and save you time. Once you organize your data, you will be able to make decisions about shift swaps faster. It will also give you a big-picture view of your workforce and allow you to make the necessary adjustments for hiring and promotion. Choose a shift swapping tool Shift swapping requires a tool that can organize your employee database, rosters, and swap requests. Managers often have to choose between manual and automated methods, depending on their resources and goals. Manual methods employ programs like Microsoft Excel to track time, attendance, unavailability, and shift swap requests. While manual methods require no initial investment, many find it unsustainable because of the increased administrative work required. Employees will have to call in their requests, which you will inputted manually into the database. For businesses with more than 20 employees, this can easily become a nightmare — even for the best managers. Read more: From Battlefields to Boardrooms: Finding Good Managers with William Gooderson When you are ready to implement shift swapping, you can explore automated solutions. Tanda, for example, has a shift swapping feature that integrates into its time and attendance web and mobile apps. It lets staff request to drop or cover a shift right from their mobile phone, while managers control all swap approvals and roster updates. It decreases the amount of administrative work, is suitable for over 20 employees, and can even be used to generate an analysis of your workforce. Perhaps the best thing about an automated system is that shift swaps go directly into the timesheets, meaning there is no additional step of calculating for it. Employees will be paid accurately, and businesses will save money on computing for additional pay. With that out of the way, managers can focus on creating a great work environment and building the business. Track the results Once you’ve implemented a shift swapping system, it’s time to track the results. Compare new data with your baseline after 2 months, 4 months, 6 months, and so on. This will help you decide what to do next with your shift swapping system. Look at the following indicators: Number of employees who use of shift swapping The frequency of unfilled shifts The ease with which employees are using the system Effect on administrative work hours Effect on productivity and sales If you choose an automated shift swapping system, it would be easy for you to compare performance and labour cost data from month to month. It would also allow you to take advantage of other features such as tracking business revenue and labor costs in real time while complying with all the labor and data privacy laws. Take a free demo to find out how time and attendance automation can help your business. Read more: The Digital Workforce Success Revolution: Why you need to shift to cloud-based HR today Empowering your employees means constantly finding new ways for them to be able to grow in your company and their career. This means building a more flexible work environment that lets them have work-life balance while not disrupting operations. Businesses that are accommodating towards staff are more likely to retain top talent and attract the best in the industry. Secure the future of your business today by being an empowering employer.   Ready to find out what Tanda can do for your business? Book a demo today.

Achieving workforce success (WS) means being driven, open-minded, empowering, and the ultimate master of your work. In this part of the series, we’ll focus on empowering. WS Champions are empowering because they help employees succeed – even when someone can’t make it to work. WS Champions know how work-life balance positively impacts productivity and loyalty. Thus, they build a flexible environment while maintaining, and even exceeding, the company’s bottom line. Among the ways that that can be done is shift swapping, which allows employees to cover for each other in an organized and mutually beneficial manner.

Shift swapping is “an arrangement that allows shift workers to trade shifts with one another when the need arises.” This lets shift workers strike a balance between their personal commitments and work responsibilities. Finding a staff’s replacement for the shift matters, especially for the service industry. The correct number of staff can often determine if the service is delivered properly. And when service is consistent and customers are satisfied, they are more likely to come back and refer their friends.

Read more: Michael Barnard’s Step-by-Step Guide to Creating Customers for Life

But shift swapping is not always as easy as it sounds. In fact, many managers have so much trouble with it that they simply don’t allow it. The initial confusion of organizing the system, especially when they try to do it manually, turns them off. This is unfortunate, as it provides an easy solution to the problem of unfilled shifts. Below we’ll take you through how you can set up a shift swapping system for your company.

Figure out the need for shift swapping

First things first, determine if you actually need shift swapping in the first place. If your business is operating 24/7, or have at least two different shifts in a day, then you might need to consider this arrangement. This applies to many industries like healthcare, retail, hospitality, media, and law enforcement. Shift swapping introduces some flexibility for the employees and helps them avoid burnout in these demanding fields of work. If your managers are attuned to their teams, they should be able to input on this matter.

Read more: How to Serve 200 Customers Daily in an 8-seat Restaurant

Organize your employee data

The success of shift swapping depends on how many employees are qualified to cover for each other. Evaluate each individual and determine which positions they have had some experience with, or would like to learn more about. This will minimize mistakes, increase accountability, and save you time. Once you organize your data, you will be able to make decisions about shift swaps faster. It will also give you a big-picture view of your workforce and allow you to make the necessary adjustments for hiring and promotion.

Choose a shift swapping tool

Shift swapping requires a tool that can organize your employee database, rosters, and swap requests. Managers often have to choose between manual and automated methods, depending on their resources and goals. Manual methods employ programs like Microsoft Excel to track time, attendance, unavailability, and shift swap requests.

While manual methods require no initial investment, many find it unsustainable because of the increased administrative work required. Employees will have to call in their requests, which you will inputted manually into the database. For businesses with more than 20 employees, this can easily become a nightmare — even for the best managers.

Read more: From Battlefields to Boardrooms: Finding Good Managers with William Gooderson

When you are ready to implement shift swapping, you can explore automated solutions. Tanda, for example, has a shift swapping feature that integrates into its time and attendance web and mobile apps. It lets staff request to drop or cover a shift right from their mobile phone, while managers control all swap approvals and roster updates. It decreases the amount of administrative work, is suitable for over 20 employees, and can even be used to generate an analysis of your workforce.

Perhaps the best thing about an automated system is that shift swaps go directly into the timesheets, meaning there is no additional step of calculating for it. Employees will be paid accurately, and businesses will save money on computing for additional pay. With that out of the way, managers can focus on creating a great work environment and building the business.

Track the results

Once you’ve implemented a shift swapping system, it’s time to track the results. Compare new data with your baseline after 2 months, 4 months, 6 months, and so on. This will help you decide what to do next with your shift swapping system. Look at the following indicators:

  • Number of employees who use of shift swapping
  • The frequency of unfilled shifts
  • The ease with which employees are using the system
  • Effect on administrative work hours
  • Effect on productivity and sales

If you choose an automated shift swapping system, it would be easy for you to compare performance and labour cost data from month to month. It would also allow you to take advantage of other features such as tracking business revenue and labor costs in real time while complying with all the labor and data privacy laws. Take a free demo to find out how time and attendance automation can help your business.

Read more: The Digital Workforce Success Revolution: Why you need to shift to cloud-based HR today

Empowering your employees means constantly finding new ways for them to be able to grow in your company and their career. This means building a more flexible work environment that lets them have work-life balance while not disrupting operations. Businesses that are accommodating towards staff are more likely to retain top talent and attract the best in the industry. Secure the future of your business today by being an empowering employer.

 

Ready to find out what Tanda can do for your business? Book a demo today.

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5 Restaurant Hiring Mistakes You Should NEVER Make

A restaurant’s X factor is the people running it. With that, it’s important to make sure that you’re not making any mistakes when hiring for your restaurant. You might be plating up great food every day, but it won’t lead to rave reviews online if your staff aren’t up to par. To help you out in creating the perfect team for your restaurant, we’ve listed down the top 5 hiring mistakes you should avoid at all costs when recruiting new staff. Not Having a Clear-Cut Job Description You may think filling out job descriptions for your restaurant is a piece of cake, but it’s not. Neglecting to be clear-cut during this process will bite you back in the end. When starting the hiring process, you should dedicate a lot of time in creating your staff’s job descriptions. Make sure you be as precise as possible when listing out your personnel’s tasks. “It’s not just ‘here’s a job, you’re a server and you sell food,’” David Scott Peters of TheRestaurantExpert.com said in this video. According to him, the job description of a restaurant server or waiter should look something like this: He or she is expected to greet customers within two minutes He or she should introduce himself or herself then take an appetizer order They should be back within two minutes to take your customer’s order Within five minutes, the order should be in the POS with 100% accuracy And so on, and so forth The job description should not just identify what the job is. It should indicate how to do the job, how well the job should be done, and by when the job should be done. Not Using Referrals So you’ve made comprehensive job descriptions and posted it on your company website, on social media, or at recruitment sites. But solely relying on these channels can only go so far in ensuring that your restaurant has high-quality staff. According to this article from ERE Media, those hired using employee referrals are more likely to stay on board beyond two years than those hired from job boards or career sites. Having an excellent employee referral program within your restaurant pays dividends to both management and staff. According to this article from the National Restaurant Association, team members are highly motivated when there is a referral system in place. Starbucks recruiting manager Tom Tice adds that “the real value is that they’re getting good people to work aside.” Referrals are not just limited to existing employees. The same NRA article also advocates for “second-interview referrals.” Encourage existing candidates to bring in someone they know on their second interview to fill in other open positions. Chances are, they’ll bring someone good to impress you. Hiring Those Who Don’t Fit In With the Culture It goes without saying that a restaurant should run a tight ship. Peak hours mean cooks churning out dish after dish like clockwork, waiters rushing from kitchen to table every so often, and hosts patiently accommodating those waiting to be served. It could be an extremely stressful environment that leads to a lot of personal squabbles at the heat of the moment. This is exactly why your restaurant staff should have excellent rapport bound by common culture. For celebrity chef-restaurateur and the host of Vice TV’s Fresh Off the Boat Eddie Huang, what he wants in his restaurant are people with a sense of humor. “It translates into great customer service,” he says. “It also helps contribute to the vibe of the restaurant. TheRestaurantExpert.com’s David Scott Peters’ video from earlier also talks about how important culture is in a restaurant. For him, he’d hire someone for culture over experience. Peters added that it’s easy for him to teach someone how to count out a bar drawer. But he can’t get employees “to show up and smile every day.” “If you are not a fit for my culture, you’re going to be a cancer in my business,” he says. Not Doing Interviews the Right Way It’s easy to hire the wrong person when you think of the interview process as just a formality. It goes without saying that there is more to a candidate than just what they look like on paper. It is during the interview phase you’ll be able to find out if they’re compatible with the job description and the culture you are building in your restaurant. All you need to do is do it right. Typsy has an article with tips on hiring and keeping restaurant staff. Inside it is a list of questions that you can use for your next interview. Some of the questions we highly recommend are: What do you think is most important when dealing with customers? How do you cope with stressful situations? What would you do if you got 30 minutes of downtime? What kind of work environment do you shine in? What’s your own favourite restaurant? What do you like about the industry? What is something you didn’t like about your last job? What are your expectations of this position? To further help you nail the interview process, the NRA also has an article with tips on the right way to interview the candidate. Neglecting to Call References and Doing Background Checks You might have to hire from all walks of life: from culinary school graduates to part-time high-school students. You need to know for sure that they can be trusted with your business. Calling upon references and doing background checks is one sure-fire way to give you that peace of mind when hiring your restaurant’s staff. Opentable recommends that you ask each candidate to provide three professional references when they apply. Make sure that at least two of three people named get back at you before moving forward with the application process. For those who are going to handle money on a daily basis, such as servers and managers, a quick background check is crucial to find out their credibility based on their previous work history and other factors. Having the right people on your staff is the key ingredient for every successful restaurant. And being careless on the hiring stage will guarantee a difficult time for you in the long run. Make sure to avoid these mistakes and set your A-team’s roster the right way to ensure your restaurant is a well-oiled machine any time of the day.

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What is the Contingent Workforce and how can you leverage it in your business?

Phil caught up with the team at Sidekicker to learn more about how the contingent workforce is shaping successful workforces of the future. When we think of the contingent or temp workforce, we imagine the young Christmas casual or the temp that fills in at reception. These caricatures don’t inspire visions of influence and power and they certainly don’t appear as the kind of people that will have immense pull over the shape of the future. However, these workers are not only integral to keeping businesses moving but when they are empowered and treated right, they’re set to resculpt the entire employment landscape. What is the Contingent Workforce? Far more diverse than our initial imaginings of the temp receptionist, the contingent workforce is a subsection of the broader workforce that works flexibly. This includes casuals, contractors, and temps across a wide range of skill sets and capabilities. Contingent workers may choose to work for one business at a time or make up their working schedules across a variety of employers – but they are defined by their flexibility and impermanence. For businesses, these flexible workers solve a number of problems. From assisting in times of peak demand, covering for absent workers, lending external expertise, or allowing businesses safer, and simpler scalability, contingent workers allow businesses to improve productivity without the risk of additional permanent wages. How does the Contingent Workforce generate influence? Today, the contingent workforce makes up more than one-third of the entire AU/NZ workforce. This number is growing rapidly, and with it, the opportunity for businesses to benefit from the flexibility these workers bring. As the size and saturation of the contingent workforce grows – so too do the impacts they have on the way businesses and workers see employment. With 163,000 new contingent workers joining the workforce in recent years, and early results from 2017 showing considerable growth in both people looking for flexible opportunities, and businesses offering them – the size of this labour pool is only set to increase. Research shows that many senior HR Managers expect the contingent share of the workforce to grow to almost 50%. The bigger the size of the workforce and the more businesses that benefit, the more the impacts of bringing in contingent workers are amplified. In this way, the contingent workforce begins to exert greater influence over the working landscape. What does this power mean for the future? The impacts of this growing, flexible workforce are already beginning to manifest in a handful of ways. These considerations are integral to how flexible workers will be dealt with in future and what the landscape could look like. 1. Contingent workers are changing management styles. As more and more business engage contingent workers, they create situations where permanent and temporary staff must cooperate regularly to achieve business goals. This will force managers to reconsider the way they deal with their teams. How do you unite and motivate a team who aren’t always together? 2. Contingent workers are changing the way staff are engaged. The more the contingent workforce grows, the more it drives development of technology that supports it. As technology gets better, more and more connections between businesses and the appropriate flexible workers will happen digitally and simultaneously – making employee engagement simpler and allowing staffing managers to focus on other aspects of their role. 3. Contingent workers are changing the quality of the contingent workforce. With more businesses recognising the value in flexible engagements, the more they will engage the third party recruitment firms that know where to access them. Because it is in the best interests of these firms to present only the top-tier candidates, the overall pool of flexible workers will improve. The top-tier will build skills through constant engagement and the remaining talent will need to work to improve their performance to access opportunities. Growing at a rapid pace and picking up considerable influence, the contingent workforce is something businesses can no longer ignore. While recognising and leveraging their benefits in your business is a great first step – it’s important to understand how you will respond to the trends they are creating.   To learn more about how flexible workers are impacting the future of work, check out the Contingent Workforces eBook here.

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About the author

Rosie Ramirez

Our team's goal is to provide practical advice for business owners and managers across industries.

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A restaurant’s X factor is the people running it. With that, it's important to make sure that you're not making any mistakes when hiring for your restaurant. You might be plating up great food every day, but it won’t lead to rave reviews online if your staff aren’t up to par. To help you out in creating the perfect team for your restaurant, we’ve listed down the top 5 hiring mistakes you should avoid at all costs when recruiting new staff.

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What is the Contingent Workforce and how can you leverage it in your business?

Phil caught up with the team at Sidekicker to learn more about how the contingent workforce is shaping successful workforces of the future. When we think of the contingent or temp workforce, we imagine the young Christmas casual or the temp that fills in at reception. These caricatures don’t inspire visions of influence and power […]

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