Treating staff as cost centres wastes their potential for your business

Emerson Domingo

3 May 2019    |   

What’s new in Tanda: April 2019 Every organisation needs to adapt and evolve alongside rapid changes in technology, customer attitudes, and the competition. It’s easier to do that if staff have buy-in to your business goals. And we know from plenty of case studies that treating employees like your best customer turns staff into your greatest brand advocates.   ‘Treating your employees like your best customers turns them into your greatest brand advocates’   This month, we released 7 brand-new features to help you build partnership with your staff, and be on your way to lower turnover rate, increased revenue, and higher profitability. 1. Protect your employees’ privacy by choosing which managers can see costs Cost is a sensitive topic in a lot of workplaces. Some managers are averse to others seeing their pay information, especially if it’s not relevant to their jobs. You can now restrict costs information to managers of your choice, ensuring privacy and avoiding potential conflict. This feature only works if ‘Allow managers to see staff costs’ is turned off. After doing this, you can go to the staff profiles to give individual permission. 2. It’s now easier to ensure leave requests have accurate hours On opening an existing leave request, you can now edit hours so they match part-time staff work hours. This means it’s quicker to achieve accurate leave hours in rosters and timesheets, and correctly pay staff in the process. If you need more help, here’s a detailed doc on how it works. This is phase one of building fully automatic leave. 3. Custom Permissions: Have more control on who’s in control Decide which roles can approve leave requests, add time clocks, or add or remove employees. For example, staff with team manager permissions can typically create rosters and add employees. But for some organisations, hiring is left to a general manager. Custom permissions allows you to customise Tanda and reflect how your organisation works. Where to find it. Head to general settings. Choose who can add/remove employees on the general tab, who can approve leave requests on the time off tab, and who can add time clocks under the clock-in/out tab. 4. Stay on top of rostering issues as they happen with Key Alerts Make sure employees are following rostered times without getting stuck on the back office computer. Key Alerts lets you know through the mobile app if an employee is late to clock-in or clock-out; did not clock their break; or is at risk of overtime. It gives you information only when there’s something to be done. We won’t alert you of staff who are following rostered times and breaks. Key alerts is only sent to the mobile app (not desktop/web). Download the app on your iOS or Android smartphone. Read more about key alerts, including how to set up, on our help docs. 5. Create up to a month’s worth of rosters on one page   When we launched Roster Overview a month ago, you were able to view shifts up to a month in advance. Now, you can view, create and edit shifts like you would in the typical weekly roster view. This is useful to those who manage big teams, multiple teams, or prefer to look ahead in terms of scheduling. See how to find it in your rosters page. 6. Find out why some staff are working outside their roster If you want to know why staff have clocked-in early (or late), clocked-out late, or why they clocked-in at all, you’d have to go to the individual to clarify. But now, you can create your own questions and set it to show up during the above situations. Learn more about how to use it on our help page. 7. In a rush? Clock them in now, onboard later. If you need staff starting ASAP, you can add them straight through Time Clock. All you need is their name and email. They’ll receive their unique 4-digit passcode and can clock-in straight away. Read more. Keep up to date with our latest updates on our full changelog.

What’s new in Tanda: April 2019

Every organisation needs to adapt and evolve alongside rapid changes in technology, customer attitudes, and the competition. It’s easier to do that if staff have buy-in to your business goals. And we know from plenty of case studies that treating employees like your best customer turns staff into your greatest brand advocates.

 


‘Treating your employees like your best customers turns them into your greatest brand advocates’


 

This month, we released 7 brand-new features to help you build partnership with your staff, and be on your way to lower turnover rate, increased revenue, and higher profitability.

1. Protect your employees’ privacy by choosing which managers can see costs


Cost is a sensitive topic in a lot of workplaces. Some managers are averse to others seeing their pay information, especially if it’s not relevant to their jobs. You can now restrict costs information to managers of your choice, ensuring privacy and avoiding potential conflict.

This feature only works if ‘Allow managers to see staff costs’ is turned off. After doing this, you can go to the staff profiles to give individual permission.

2. It’s now easier to ensure leave requests have accurate hours


edit leave hours on leave request

On opening an existing leave request, you can now edit hours so they match part-time staff work hours. This means it’s quicker to achieve accurate leave hours in rosters and timesheets, and correctly pay staff in the process. If you need more help, here’s a detailed doc on how it works. This is phase one of building fully automatic leave.

3. Custom Permissions: Have more control on who’s in control


Decide which roles can approve leave requests, add time clocks, or add or remove employees. For example, staff with team manager permissions can typically create rosters and add employees. But for some organisations, hiring is left to a general manager. Custom permissions allows you to customise Tanda and reflect how your organisation works.

Custom permissions for leave approval, time clock creation, and adding staff

Where to find it. Head to general settings. Choose who can add/remove employees on the general tab, who can approve leave requests on the time off tab, and who can add time clocks under the clock-in/out tab.

4. Stay on top of rostering issues as they happen with Key Alerts


Examples of key alerts

Make sure employees are following rostered times without getting stuck on the back office computer. Key Alerts lets you know through the mobile app if an employee is late to clock-in or clock-out; did not clock their break; or is at risk of overtime. It gives you information only when there’s something to be done. We won’t alert you of staff who are following rostered times and breaks.

Key alerts is only sent to the mobile app (not desktop/web). Download the app on your iOS or Android smartphone. Read more about key alerts, including how to set up, on our help docs.

5. Create up to a month’s worth of rosters on one page


Editing rosters on monthly view

 

When we launched Roster Overview a month ago, you were able to view shifts up to a month in advance. Now, you can view, create and edit shifts like you would in the typical weekly roster view. This is useful to those who manage big teams, multiple teams, or prefer to look ahead in terms of scheduling.

See how to find it in your rosters page.

6. Find out why some staff are working outside their roster


Time clock questions after clocking out

If you want to know why staff have clocked-in early (or late), clocked-out late, or why they clocked-in at all, you’d have to go to the individual to clarify. But now, you can create your own questions and set it to show up during the above situations. Learn more about how to use it on our help page.

7. In a rush? Clock them in now, onboard later.


Add a staff member straight from the time clock

If you need staff starting ASAP, you can add them straight through Time Clock. All you need is their name and email. They’ll receive their unique 4-digit passcode and can clock-in straight away. Read more.


Keep up to date with our latest updates on our full changelog.

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Ensure Enough Coverage for Your Restaurant at Any Given Time

Traffic at a restaurant ebbs and flows with the times. One moment you’ll only have a handful of patrons, the next an avalanche of customers are queuing at the entrance, waiting to be served. From being overstaffed at a certain time period, suddenly your wait staff are juggling multiple tables while tickets are lining up like crazy at the kitchen. How do you effectively plan your coverage so that you get the most out of the staff that you have? Forecast Sales and Traffic First things first, of course, is that you have to effectively forecast your restaurant’s sales and traffic at any given day. It might not be an exact science, but Bplans has an in-depth article that can guide you in creating a clear sales forecast. In summary, the article advises that you calculate the number of meals your restaurant can serve based on the number of tables and seats. Multiply those meals based on the amount of service at any given time (in their example, it’s one service during lunch and two services for dinner). Then vary it based on assumptions per day or week (maybe less on Mondays and more on the weekends). And finally, line it up in a spreadsheet. Determine Your FTEs, Make Sure That You Have 2 FTEs more In Any Given Shift So, you have a good sales projection available. Now, it’s time to review your staffing and check if you have enough of everyone for any given shift. It all boils down to the FTEs. FTE stands for “full-time equivalent,” or the number of hours a full-time employee can render in a week. According to this article from TheRestaurantExpert.com, back-of-house employees have 40 hours in one FTE. Those on the front-of-house, on the other hand, have five shifts in one FTE. The same article deep dives on ensuring that your restaurant has enough people through FTEs. Long story short: they recommend to always have two FTEs more than your forecast dictates so that you have enough people covering the restaurant. With that as a rule-of-thumb, you can be creative with your staffing. Cross-train staff so that they can do more than one task. Have bartenders also learn how to cook simple dishes or have new wait staff also cover bussing or washing dishes. Craft Your Rota Once everything is set, it’s time for you to make the weekly rota. Make this task quicker for you by leveraging online rota software that replaces the old-school way of using whiteboards or Excel spreadsheets. Take into consideration your staff’s leave request vis-à-vis your traffic. Remember to send the weekly shift schedule to your staff at least two weeks in advance so that your team is well in the know when they have to time in. Whether you’re a start-up restaurateur or a veteran with a dozen restaurants under your belt, ensuring coverage can make you have sleepless nights. But with a proper plan that you consistently execute and fine-tune, your customers are guaranteed enjoy great service any time of the day.

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Tanda Time Clock Now Available for the Desktop

We at Tanda are pleased to announce that our time clock application is now available to download for Windows and macOS devices. Starting today, employees can have the same experience they’ve always enjoyed with the tablet version of our employee time clock, but now on the desktop. It accurately records employee attendance and compares it with the weekly rota. It also updates the timesheets automatically to the cloud and stores it offline when the device is not connected. And if the computer has a webcam installed, it can also take a selfie of the employee when they clock in and out just like the mobile app! There are so many great uses for Tanda Time Clock for the Desktop. You can now have employees clock in and out in their respective desktop workstations instead of going to wherever the tablet is located. It can also be a backup option if and when your office’s main Tanda Time Clock is unavailable. Remote employees can also use the Tanda Time Clock for the Desktop to clock in and out using their own computers. Existing users can click here to find out how to download the Tanda Time Clock for Desktop. Are you a new user? Signup for free here to use Tanda to track time and attendance for your business, and so much more.  

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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 rota the right way to ensure your restaurant is a well-oiled machine any time of the day.

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About the author

Emerson Domingo

Emerson oversees Product Marketing at Tanda, and has a background in interactive design and advertising. He works closely with our Product Managers to keep you informed of the new ways Tanda is helping businesses build successful teams.

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