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Blueprint for BuildingBetter Schedules How Mobile Scheduling Increases Efficiency, Productivity and Engagement!
April 22, 2014!
®
Matt Flynn"Director of Retail Operations!St. Joe Petroleum""
Jason Conrad"Solutions !Engineer!PeopleMatter"
®
Today’s Presenters "
Building a Better Schedule"
PeopleMatter Survey"
THE 2013 ‘HOW HOURLY WORKFORCES WORK’ SURVEY
1,244PARTICIPANTS
5 INDUSTRIES
FOODSERVICE HOSPITALITY RETAIL GROCERY C-STORE
PeopleMatter Survey"
PeopleMatter Survey"
Increasing Workforce EngagementAberdeen Study - Kevin Martin and Jayson Saba!
How to drive employee workforce engagement: "! Ensure paychecks are accurate and timely !! Schedule employees fairly!! Give your team a channel for communication!! Provide access to employee data!
Scheduling & Workforce Engagement Metrics Aberdeen Study / Coca-Cola Retailing Research Council!
• 1 in 10 Managers spends half a day creating the weekly schedule!
!• High schedule accuracy = 2.6x increase
in customer satisfaction!!• Schedule flexibility keeps employees
around 9% longer!
Forecasting & Budgeting"• Forecast creation, editing and publishing - roles and responsibilities!• Metrics and business drivers (cost/customer, customer/labor hour, cost % of sales)!• Minimum and maximum staffing levels !
Scheduling Process - Assessment Areas What should I consider when looking at my scheduling process? !
Forecasting & Budgeting"• Forecast creation, editing and publishing - roles and responsibilities!• Metrics and business drivers (cost/customer, customer/labor hour, cost % of sales)!• Minimum and maximum staffing levels !Schedule Build"• Assignment of jobs (cross-assignment) and assignment based on skill level!• Assignment of shifts based on availability!• Prioritization of team members when scheduling (skill level, seniority, shifts)!
Scheduling Process - Assessment Areas What should I consider when looking at my scheduling process? !
Forecasting & Budgeting"• Forecast creation, editing and publishing - roles and responsibilities!• Metrics and business drivers (cost/customer, customer/labor hour, cost % of sales)!• Minimum and maximum staffing levels !Schedule Build"• Assignment of jobs (cross-assignment) and assignment based on skill level!• Assignment of shifts based on availability!• Prioritization of team members when scheduling (skill level, seniority, shifts)!Schedule Communication"• Assigning tasks to a scheduled person/shift!• Employee shift swaps, time off requests and approval processes!• Communication and creating a culture of flexibility!!
Scheduling Process - Assessment Areas What should I consider when looking at my scheduling process? !
Forecasting & Budgeting"• Forecast creation, editing and publishing - roles and responsibilities!• Metrics and business drivers (cost/customer, customer/labor hour, cost % of sales)!• Minimum and maximum staffing levels !Schedule Build"• Assignment of jobs (cross-assignment) and assignment based on skill level!• Assignment of shifts based on availability!• Prioritization of team members when scheduling (skill level, seniority, shifts)!Schedule Communication"• Assigning tasks to a scheduled person/shift!• Employee shift swaps, time off requests and approval processes!• Communication and creating a culture of flexibility!!Labor Monitoring"• Managing to budget as schedules are edited and re-published!• Process for comparing scheduled to actuals - and making adjustments!• Point-of-sale, time clock, and other ancillary systems!
Scheduling Process - Assessment Areas What should I consider when looking at my scheduling process? !
Tip #1 Input is key!
Employers Ensure the right coverage!
Employees Get enough hours!
Tip #2 Make it easy!
Employers Build schedules quickly!
Employees Manage shift changes!
Tip #3 Mix it up!
Employers Find the right fit!
Employees Vary it up!
Tip #4 Over communicate!
Employers Fewer mix-ups!
Employees Fewer mistakes!
Tip #5 Don’t ‘over do’ it !
Employers Less overtime paid!
Employees Less overtime worked!
St. Joe Petroleum "
8 location fuel retailer"
Matt Flynn"Director of Retail Operations!St. Joe Petroleum"
St. Joseph, Missouri"
• 80+ employees!• Wholesale fuel, lube and oil!• Full foodservice commissary, “Fresh Fare”!
Scheduling problems "
Paper and pen scheduling
Multiple locations sharing employees
No way to communicate
target labor
No easy way for
corporate office to
view schedulesLack of consistent tracking/request
method for time offEmployees
forgetting their scheduled time
No way for managers to calculate employee costOT could only be
tracked after the fact
Decision to use PeopleMatter"
PeopleMatterPlatform
COMMUNICATION
• Single sign-on for employee tracking and scheduling!
• Employee time saving!• Mobile app!• Corporate office audit ability!• Multiple location schedule
sharing!• Convenient scheduling from
home or one-the-go!
Go-live process "
1.Selected “launch”
locations to promote best
practices
2.Gained
employee excitement with
mobile app
3.PeopleMatter support was
fantastic with new training
4.Quarterly
updates provide continuous added value
Results with PeopleMatter"
Demo"
SPeopleMatter SCHEDULE™