When I’m chatting with customers and training new people, managers often mention how much information goes into writing a schedule. They have to take into account a dizzying array of data to punch out a decent roster of staff for the week, let alone a polished and efficient schedule! Without Zuus, often the business owner or franchisee ends up doing the scheduling for their entire business, because it is just too complicated to delegate. No wonder planning shifts takes hours!

What information do managers need for shift planning?

In planning shifts for a single day managers often start with looking at the sales for the same day of the week, 52 weeks ago, (plus a growth index!). They can use the sales from each hour of the day to see the projected demand curve for the day. After doing this, they will look at what roles they need to fill, then try and find available people to fill those roles who have the right skills. They have this information in their head, in 3 different availability books, excel spreadsheets and even sometimes in text messages! There’s also the soft information like ‘this person works well with that person’ and ‘these two shouldn’t be put together’. Putting the wrong team of people together affects your numbers and ultimately your bottom line.

There’s also some metrics around customer footfall that a manager should take into account when planning shifts. Looking at customer footfall is different from looking at sales numbers because more footfall means more sales BUT with more customers in the store staff can talk to less of the customers – meaning a lower conversion rate. These ‘missed opportunities’ from a high customer to staff ratio are eliminated with good shift planning.

Shift planning with multiple locations

Adding to all this is the complexity of shift planning across multiple locations. Problems like ensuring staff aren’t working into overtime or scheduled twice on the same day arise and it becomes clear why many of the multi-unit franchisees and multi-site business operators who reach out to us are doing the shift planing themselves – it’s too complex to delegate! If the managers are doing it, typically it takes too long and productivity and labor metrics are not being met.

Bring your shift planning data together with Zuus

Zuus Workforce changes all this. Zuus takes all those disparate pieces of data (availability books, POS reports, skill levels) into one system, enabling a business owner to delegate this complex task to a manager with the reassurance that the schedule will be done taking all these variables into account and not blow the budget.

Customers often tell us that before Zuus their shift planning took hours before they were able to produce a schedule each week. We regularly get feedback that once Zuus is in place, managers take 15 minutes to do a schedule for a full week – 1 hour 45 minutes saved!

Scott Peachey, Manager of SUBWAY® Windsor found that Zuus Workforce made his job heaps easier. He was using Excel spreadsheets to manage rostering and productivity, and he mentioned it was too complicated to put together the formulas they needed to accurately measure productivity. He said that populating excel with information was taking hours each week.

Where before it was taking close to an hour each week to create and make changes to a roster, we can now write a roster in 4-5 minutes.