Business owner manages four different franchise brands with 160 staff across five stores andmakes Franchisee of the year in both SUBWAY® and Pizza Capers

John Nixon, franchisee trading as SUBWAY®, Lucky 7, Pizza Capers and Oporto in Dubbo, New South Wales, employs and schedules 160 full-time and casual staff, and applies a simple formula with managing his staff and creating schedules. Great cloud-based scheduling/rostering technology combined with clearly defined rules and clear expectations mean his staff always know what to do.

John Nixon uses Zuus Workforce, a cloud-based costed scheduling, rostering and HR software suite to ensure his staff are in the right place at the right time, with the most cost-efficient mix of newer and more experienced staff.

Nixon says, “Because Zuus shows wage costs for each shift, my managers can optimise the rosters and save me between $50 and $200 a week, which across my five stores can add $52,000 a year to the bottom line.”

 

Visual staff scheduling against sales

With Zuus’ visual schedules interface managers are presented with the staff coverage each day. Zuus imports hourly Point Of Sale stats from SUBWAY®’s LiveIQ, Oporto’s MacromatiX and Pizza Capers’ iPos system and displays these against the roster/schedule, meaning managers can make adjustments to staffing levels on the schedule to accurately match sales demand.

“It’s FAST. We can have a roster finished in five minutes flat.”

In addition, John can accurately budget because he can see the total cost of wages from the schedule for the week before it starts, not just on payroll day – when it’s too late to do something about it.

 

Improved processes

Before Zuus the 160 staff would have to call the store between 5pm and 6pm on a Tuesday to get their hours for the week, and the manager would tick them off once they called in. If they didn’t call in, the shift would be given away to another staff member. There were lots of chances for manual error referring to a written schedule without Zuus, with staff members reading the wrong line on the schedule or misreading the roster over the phone resulting in staff turning up on the wrong days or at the wrong times.

 

Fast online communication

Now when the managers finish the schedule for the forthcoming week, they simply click ‘Publish’ and the staff receive an SMS and an email containing their shifts for the week. Publishing also posts the schedule in the staff portal, where staff log in and request changes to their availability and leave. This saves the store managers time in chasing people, as well as reducing the number of changes to the schedule to zero.

Nixon says, “With Zuus there’s no stuff ups. No excuses.”

 

Filling shifts

If a staff member is unable to come in for a shift, the store managers simply open Zuus, and can choose to ‘fill a shift’ in the schedule which sends an SMS to the available staff asking them to come in and work. This saves the manager ‘calling around’ – instead the staff members are calling and saying they can work.

John also uses Zuus to distribute memos to staff. “Before Zuus I would put up a piece of paper in the store, and the staff would have to tick that they’ve read it. This worked, but it sometimes took more than a week for all staff to read the memo. Now, John simply sends a group SMS to the staff through Zuus – like a recent text he sent thanking the staff for making his business Franchisee of the Year in the SUBWAY® system.