How to Develop Employees Roster like a Pro?

Employees roster has emerged as one of the most productive business tools, especially for those in the travel and hospitality industry. Modern restaurants and cafes are not only using staff rosters to manage shifts, but also to ensure the smooth operation and meet the demands of customers effectively.

In this post, we will explore the different types of employees roster you can use for your establishment. We will also go into the details of making an accurate employee roster, which leverages your operations and also impacts your bottom line positively.

First, let’s check out the types of staff rosters you can use.

The Different Types of Employees Roster You Can Use

You can utilize different types of employee rosters for your organization. Keep your business goals in mind to pick the right roster that meets your needs. Here are some of the most common type of rosters-

 1. Shift Rosters

Shift rosters are similar to work schedules that present the workdays of the week and shift hours. It’s normal not to have 9-to-5 shifts. Instead, the shift hours are determined by various factors like busy hours, the type of your business, and so on.

For example, your staff may be required to work from 2 pm to 12 pm to cover the lunch and dinner hours. Sometimes, managers also use split shifts where the employee, for instance, say, works the breakfast hours and returns in the evening to attend to the diners.

2. Staggered Rosters

Staggered employees rosters are ideal for restaurants and cafes as they witness considerable fluctuation in customers on an average day. Staggered rosters help you to assign the required number of staff when you need them most.

For example, you may use a staggered roster to schedule more employees for your lunch and dinner hours when most of your customers arrive. You can do this by staggering or overlapping the staff’s duty hours and start time. This way, you will have the required number of waiters, cooks and kitchen staff to handle operations smoothly.

3. Duty Rosters

Duty rosters are useful when you want to prevent too many employees with similar skills working at the same time. For example, you can use a duty roster to assign the number of waiters based on your reservations.

You can also use the duty roster to switch duties among your staff. This will help prevent boredom from doing the same job over and over again. Employees can also vary their working hours and get a fair chance to earn tips.

If your restaurant is open 24/7, you can alternate the off days of your employees to ensure you have adequate staffing for 24 hours. You can rotate the off days so that your employees get two days off at the beginning, middle or end of the week. This will also ensure that your staff gets weekends off from time to time and can maintain work-life balance optimally.

4. Flexible Schedules

You may also take the help of a flexible employees roster to meet the needs of your establishment. You can, for example, let a batch of your employees work 11 am to 9 pm from Monday to Thursday and from 2 pm to 12 am on Fridays and weekends, with required off days.

Choosing the right employees roster is crucial for the success of your business. The right roster will boost your efficiency while lowering payroll costs. You should also be aware of your state and federal labor laws so that you don’t end up violating them or inviting fines. 

Now, we will tell you how to make a perfect employees roster that meets the needs of your organization.

How to Develop the Best Employees Roster?

You will need to factor in many considerations to create the ideal roster for your restaurant or eatery. Let’s go over them one by one.

1. Assess Your Labor Pool

The traditional way of making rosters involved adding individual names of your employees in the first step. But we are not going to follow the traditional way as we want to put your business first!

So the beginning step of creating your employees’ roster is to assess and evaluate your labor pool. What things should you specifically look out for?

Think about each employee and determine what their strengths and weaknesses are. For example, waiter X may be best at bringing food to the table in the shortest time but lack communication skills. On the other hand, waiter Y is great at small talk while takes time to serve the guests.

Now, waiter X will be ideal for shifts when you encounter a large number of customers. He will be able to take orders fast and bring food to the table.

On the other hand, waiter Y is suited for leisure hours when he can strike up a conversation and encourage guests to order more food and drinks.

Most businesses have a small number of employees, so it’s easy to know their characteristics. So sit with your manager and evaluate your employees before deciding on their shifts.

2. Track Your Sales

You will need more hands during busy hours and less during off-hours- every restaurant owner knows this! But how do you know when most of your customers will arrive?

You can easily find out your peak and off-hours by tracking your sales over a time period. For instance, let’s say you run a cafe in a city. So, you are likely to have many customers during breakfast hours. 

On the other hand, a restaurant located in a business district can have many office-goers coming in for a quick lunch. If you are into fine dining, then most of your customers may arrive post evening.

You should track your sales for at least a month to discover your busy and leisure hours. Also, see if you have more customers coming in during specific days of the week, for example, weekends.

Then work with the employees’ roster to schedule the required number of staff based on your customer footfall.

3. Factor in Wage Cost

Employees roster has a direct relationship with your wage cost. You will need to pay your employees for the hours they work. Naturally, not all employees will have the same wage. Experienced workers will generally get more and there will be differences between the pay of a receptionist and a chef.

You should look to combine your staff and wage roster to get a clear picture of your wage cost. The process will also help you stay within the department budget and make the most of your resources.

You can also get a heads up on budget controls and make way for accurate forecasting of costs and profits.

Modern employee scheduling solutions let you factor in your wage cost as you make the schedule. You don’t need to add the costs manually and the process can also be automated.

4. Weigh in Staff Preferences and Day Offs

This step doesn’t need much explaining. You will need to accommodate any special preferences or requests of your staff to a reasonable extent. Maybe your chef is not going to come on Tuesday; or, two of your waiters want to change shifts next Friday. There can be several such requests which you will have to deal with on a regular basis.

So before you draft the final roster, make room for such requests and preferences.

5. Give Enough Time for Feedback

While last-minute changes are common in the travel and service industry, you can take a few steps to reduce such incidents.

To begin with, make sure all of your employees get access to the roster. Either put in on a board where everyone can see the roster or use an online collaboration tool like Google Sheet.

You can also use scheduling software and send reminders and notifications to employees about upcoming shifts.

Prepare the employees roster well in advance, at least one to two weeks before the roster takes effect. This will give your employees ample time to notify you about any changes they want to make to their shifts. You should also encourage your employees to find substitute among themselves so that you don’t have to run from pillar to post at the last minute to find a replacement.

Increase Productivity with an Electronic Employees Roster

Till now, most industries have depended on the pen-and-paper staff roster. Some have also shifted to using spreadsheets like Excel to make their schedules. But the smartest have adopted employee scheduling solution to create electronic rosters in an easy and efficient way. We recommend you also consider the benefits of using an electronic roster which include-

Optimum Collaboration and Coordination

If your business needs appointments, like a massage clinic, you want to ensure you don’t have scheduling conflicts. You don’t want two clients to show up together, right?

When you use a scheduling software, you don’t have to wait for the employees to come and find out their shifts. You can send the schedule through text, message, or other online channels.

Your employees can also access their shifts from devices like mobile and coordinate between themselves. This self-servicing eliminates the need for contacting the HR or manager every time your employees want to know their schedule.

Cost Savings

Effective scheduling can go a long way to reduce overheads. You can assign your staff optimally, ensuring all shifts have required the number of workers. As a result, you can also save the costs of hiring last-minute helping hands.

Punctuality and Less Absenteeism

Scheduling software lets you create efficient rosters. You can also give your employees access to schedules in a matter of seconds. As a result, your staff can plan their obligations better and cut down on absenteeism and later arrivals.

Time Savings

Employee scheduling solutions allow you to automate many of the repetitive tasks. Any requests of day-offs or special preferences can also be accommodated online in real-time. The process also eliminates the need for maintaining paper sheets or extensive spreadsheets.

All of these lead to considerable time savings and increase in productivity.

Wrapping Up

Employees roster is a crucial component of ensuring smooth operations for businesses in the hospitality industry. By taking the help of effective rostering, you can increase productivity, reduce absenteeism, and make way for successful shifts.

You can also consider using a scheduling software to make the process far more effective and painless.