3 Reasons to Get Your Rota Right

Enrique Estagle

15 September 2017    |   

You might think that having errors with the rota will only lead to minor inconveniences in employee attendance and pay. But in fact, not getting the rota right has huge consequences for the entire business. Examples of poor rota management practices are: Sending rotas to employees at the very last minute Sudden changes to the rotas Over and understaffing Erratic or unpredictable shift patterns Committing these mistakes can have the following effects on your business: Low Employee Morale Poor rota management can impact on your staff’s overall well-being. Last-minute rotas (added by sudden changes) mean that employees have to scramble in finding someone to take care of their kids, cancelling plans, or not being able to come at all (costing them a paycheck.) This leads to low employee morale, which can lead to good talent leaving your company. Increased Stress for Managers and Business Owners The burden of poor rota management on employees will carry over to managers and business owners. More people can come in late (or not come in at all.) This means looking for people to cover or do double duty on short notice. Worst comes to worst, you’ll have to cover the gap. This takes time off your own tasks, which causes you to work extra hours. Lost Revenue and Reputation In the end, poor rota management affects the bottom line. Overstaffing means that you pay too much labour cost on a given shift.  Understaffing leads to your business not getting enough sales because there are not enough people to handle customer demand. The latter adds more damage to your business as it not only means losing revenue but also earning a bad reputation with your customer base. How to Avoid Problems with Your Rota Those common rota management mistakes can be avoided. It all starts with managers and owners constantly communicating with staff, asking for their thoughts with regards to the rota. You should also switch from time-consuming methods such as using pen and paper or Excel spreadsheets to using rota software. When looking for the right rota management software for your business, look for one that lets you create the weekly rota in minutes. Choose one with a predictive workforce feature, which uses data from your point of sale (POS) and other sources to determine how many people should be staffed on any shift. Finally, make sure that the software you choose lets you instantly send the upcoming week’s rota to employees via SMS and email. This lets you inform staff earlier of their shifts, allowing them to plan ahead as well.

You might think that having errors with the rota will only lead to minor inconveniences in employee attendance and pay. But in fact, not getting the rota right has huge consequences for the entire business.

Examples of poor rota management practices are:

  • Sending rotas to employees at the very last minute
  • Sudden changes to the rotas
  • Over and understaffing
  • Erratic or unpredictable shift patterns

Committing these mistakes can have the following effects on your business:

Low Employee Morale

Poor rota management can impact on your staff’s overall well-being. Last-minute rotas (added by sudden changes) mean that employees have to scramble in finding someone to take care of their kids, cancelling plans, or not being able to come at all (costing them a paycheck.) This leads to low employee morale, which can lead to good talent leaving your company.

Increased Stress for Managers and Business Owners

The burden of poor rota management on employees will carry over to managers and business owners. More people can come in late (or not come in at all.) This means looking for people to cover or do double duty on short notice. Worst comes to worst, you’ll have to cover the gap. This takes time off your own tasks, which causes you to work extra hours.

Lost Revenue and Reputation

In the end, poor rota management affects the bottom line. Overstaffing means that you pay too much labour cost on a given shift.  Understaffing leads to your business not getting enough sales because there are not enough people to handle customer demand. The latter adds more damage to your business as it not only means losing revenue but also earning a bad reputation with your customer base.

How to Avoid Problems with Your Rota

Those common rota management mistakes can be avoided. It all starts with managers and owners constantly communicating with staff, asking for their thoughts with regards to the rota.

You should also switch from time-consuming methods such as using pen and paper or Excel spreadsheets to using rota software.

When looking for the right rota management software for your business, look for one that lets you create the weekly rota in minutes. Choose one with a predictive workforce feature, which uses data from your point of sale (POS) and other sources to determine how many people should be staffed on any shift. Finally, make sure that the software you choose lets you instantly send the upcoming week’s rota to employees via SMS and email. This lets you inform staff earlier of their shifts, allowing them to plan ahead as well.

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Rota & Compliance UK    |   

Why Fingerprint Scanners Don’t Work for Time and Attendance

The ability to quickly identify and verify individuals has been a crucial skill in human society, since the start of civilisation. Where previously face-to-face recognition would have sufficed in tribes and small villages, thanks to today’s rapidly growing global population we require more tools to quickly identify who someone is. In the workplace, the need to identify individuals is particularly important, as it’s often tied to staff attendance, payroll, and workplace security. Throughout the years various solutions have been used to verify staff attendance from paper time sheets, to the Bundy Clock, to fingerprint and biometric scanners. Despite the best efforts of some die-hard fans, the fingerprint scanner has reached its limit, being surpassed by the electronic time clock. With so many other solutions available at our fingertips, why are some people so desperately clinging to their fingerprint scanner? Surely we’ve all seen enough spy movies to know fingerprint scanners aren’t foolproof, let alone feasible in today’s day and age where most of the fun comes from trying to fool the system. And yet, it’s something that we still occasionally hear, “why don’t you have fingerprint scanners?” So to put the debate to rest once and for all, here are three reasons why fingerprint scanners don’t work. And before you start saying, ‘but what about this…” here are three great reasons why the electronic time clock has surpassed the fingerprint scanner. 3 Reasons why fingerprint scanners don’t work to track staff attendance 1. They’re Expensive No matter which way you look at it, fingerprint scanners are expensive equipment. Despite the fact that the technology has been around for years, the cost of the device still remains relatively high, potentially setting you back a few thousand dollars. In addition to the device, the cost of the integration between the scanner and corresponding system can be expensive to build. The scanners are delicate and aren’t always built to handle the hundreds of fingerprints pressed onto them throughout their lifetime. Which brings me to my next point… 2. They’re Unreliable Unlike your favourite FBI crime-show encryption-grade biometric scanners, workplace fingerprint scanners are notoriously unreliable. In order to correctly identify and record an individual, fingerprint scanners require a clear image or impression of your fingerprint. Fingers that are dirty, greasy, cold or wet for example, often don’t register on the scanner, making it hard to both clock out and verify the individual. Employers who prefer to use fingerprint scanners, do so because they think it’s easier than remembering a passcode. However should the fingerprint scanner fail to register the scan, some systems will request a passcode. Not only is this an additional hassle to staff who are trying simply to clock in or out, but it also opens the window to time theft through buddy clocking. 3. Maintenance is a pain As previously mentioned, fingerprint scanners are not cheap. They’re a costly purchase and are even more expensive to repair or replace when they wear out. Repairing a broken scanner requires a specialised technician and often costly parts. On the occasion that it is easier to replace than repair, users often run into more problems as they are not readily available at your local JB Hi-Fi or electronics outlet. On top of this, users often experience issues around the device’s durability, which lead to additional maintenance costs and ultimately a new device down the track. Introducing the 21st Century solution Electronic time clocks are the most robust, user-friendly, and affordable solution to record staff attendance. According to Statista, 38.59 million British people are expected to own a tablet device this 2017.  Leveraging this statistic, a tablet-based time clock like Tanda can provide an effective and consistent solution to time theft, streamlining your entire payroll process. 3 Reasons why electronic time clocks are the market leading solution: 1. Affordability Tablets in their various forms have started to become more commonplace in businesses of all sizes. This is thanks to more core business functions such as POS, inventory, and payment processing, becoming available on tablet devices. This technology is providing business owners with greater mobility to engage with customers, as well as streamlining core business activities in one device. Time Clock tablets are easily accessible, affordable and present a number of additional benefits to a business looking to improve their customer offering. 2. Robust and reliable. Thanks to the prevalence of tablet usage, most people are familiar with how to use a tablet and how they should be treated. Tablets are touch-screen based and as such built to handle lots of little fingers pushing and tapping the screen. Tanda’s Time Clock verifies staff attendance through photos and PIN code verification. Which means that unlike a fingerprint scanner, it doesn’t matter if staff have dirty or wet fingers, they’ll still be able to clock out the first time around. The timestamp and photo verification also make it quick and easy for managers and business owners to quickly check that the right person has clocked in and out for the correct shift. 3. Cloud-based for more options Using a cloud-based Time Clock solution like Tanda provides users with more options, which enable rather than restrict the user. Software maintenance and upgrades are not required, as they’re done automatically in the system. Devices are easy to replace and interchangeable, and should the system connection be disrupted, all clock in data is stored locally and uploaded to the cloud later. In addition to this, as a backup, users can access the Time Clock app through a browser on a desktop. Using a cloud solution to track staff attendance provides unparalleled opportunities to streamline additional business administration tasks, as well as providing greater insight into labour costs, staff punctuality and staff engagement. Workplaces are busy places, and managers have much better things to spend their time on than trying to get the fingerprint scanner to work. Using electronic Time Clocks to track employee attendance allows staff to clock in quickly and efficiently, so that they can get out of the backroom and working in your business. Because at the end of the day, you need a system that is affordable, reliable, and accessible, so that you can get on with paying staff and focusing on your business.

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Free UK Pro Rata Holiday Leave Calculator Now Available

Are you finding it difficult to figure out how much holiday leave each of your employees have left this year? Is it taking a long time to process holiday leave requests and finding out how much leave days can be carried over to the next year? These can all be a thing of the past starting today with our FREE pro rata holiday leave calculator. With it, UK businesses can take the stresses out of manually calculating and documenting how much paid holiday leave an employee has left. With this free Tanda resource you can: Have a paperless leave management system in place Automatically find out exactly each employee’s leave entitlement based on their start date, their number of workdays in a week, and whether they are employed full time or part-time Easily track how much leave time each employee has left in a year You can download our calculator either as an Excel or a Google spreadsheet. Using the latter lets you also store everybody’s leave information on the cloud, as well as easily share it with the rest of your management team. Download our Free Pro Rata Holiday Leave Calculator Get Better Leave Management with Tanda We know that you’ll love using our free calculator. But you can do so much more when you use Tanda’s complete leave management software. With Tanda you can: File and approve leave requests using mobile or desktop devices Receive real-time notifications whenever an employee files a leave request Get alerts whenever a leave request clashes with a shift View leave balances while deciding the leave request Let employees attach documentation with leave requests Sync leave with Google Calendar or iCal Export approved leave requests directly to your payroll software What’s more, Tanda can also handle your business’ time and attendance, rota management, and wage calculation needs. You can easily upgrade from our free calculator to Tanda. We’ve designed the calculator so that you can easily import the information straight to Tanda — you’ll never miss a beat. Start using Tanda with a free trial today.

Rota & Compliance UK    |   

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

Automating HR can lead to significant cost savings for your organization, writes management firm Ascentis, especially when implemented in three key areas. These are: managing attendance, eradicating benefit errors, and automating compliance. Many businesses are taking heed of this finding. A 2016 survey by consultancy firm EY indicated that 92% of businesses intend to adopt some form of HR technology in the future. Of available options, cloud-based HR is taking center stage. Indeed, the digital workforce success workforce revolution is underway. Another, more generational factor is likely fueling this revolution. According to SilkRoad’s State of Talent 2017 report,  millennials became the largest generation in the workforce back in 2015.  This has led to high expectations for real-time feedback, instant access to information, and constant use of technology. With the growing demand for advanced technology use, automating HR processes is not an eventuality, it’s a necessity. The era of costly on-premise HR systems is over, with 76% of companies already using a cloud-based HR system. Companies that do not shift from either manual or on-premise HR systems now may well be left behind by competitors who are already benefiting from the following: Don’t waste finance and HR resources on manually tracking leaves, sorting out onboarding documents and attendance records, and calculating payroll. Let them focus on more important things such as planning strategies and improving morale. And because cloud-based HR systems upload and back data up on the cloud, you also save on paper, ink, and electricity. Automated time and attendance software and apps boast human error-free timekeeping that translates to huge savings.  Photo identification eliminates buddy punching and time theft instantly, while integrating your accurate attendance records with your payroll provider stops overpayment. They also reduce errors in computing for leaves and benefits, saving money in the long run. Shift management becomes effortless when you invest in a time and attendance software that provides all your day-to-day requirements. Use schedule templates, group employees by function, see leave requests and unavailabilities, examine total cost of every rota, and update employees via SMS and e-mail. With the tedious details covered, managers can focus on growing the business. Inaccuracies in time and attendance, which translate to payment errors, can result in lawsuits and back wages down the line. Cloud-based HR solutions available today all but eliminate that possibility, while keeping you up to date with any data privacy law changes and labour law updates. Most providers offer a free trial that lets you get a feel for what the product can do for you.  Cloud-based HR software, especially time and attendance, do not just dramatically improve day-to-day operations. They also make it easy for owners and managers to generate financial and operations reports. Seeing the big picture and planning for the future is easier with the right information. With these benefits and more, what hinders businesses from shifting to a cloud-based HR solution?  For one, many managers are wary of the initial investment. Beyond the subscription fee, many are afraid to implement a new HR management system. Luckily, the three key areas of time and attendance, benefits, and compliance are the best place to start. They are what Terry Walby of the FinancialDirector calls “easy wins”: highly necessary but tedious processes that are the fastest and cheapest to automate. Finally, it is worth noting that the long-term benefits are more than worth the initial birthing pains. Once cloud-based HR software is implemented, improvements in productivity and savings can easily be tracked. Insights can then provide the rationale for taking your company further into the digital workforce success revolution with other, more ambitious automated processes. Read further “Making the business case for automation” by Terry Walby on FinancialDirector “Survey: 72% of HR Professionals Say Lack of Automation Hinders Business Success” on Business Wire “Desktop-Based or Cloud-Based Payroll Software?” by Enrique Estagle

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About the author

Enrique Estagle

Enrique was the former editor-in-chief of Tanda's Blog.

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