Blueprint for Building a Better Schedule: Top 10 Must-Haves for Maximizing Savings, Efficiency and Service on Every Shift There’s a big difference between making a schedule and making a schedule that works. Check out our webinar featuring our SCHEDULE expert, Jason Conrad, and PeopleMatter customer, Matt Flynn, to: - Learn the top 10 “must-haves” for every schedule - Find out easy front-end ways to control ACA and overtime costs - See just how big a role mobile plays in retention and customer satisfaction - Hear real customer results and ROI from service-industry brands like yours

1. Blueprint for Building
Better Schedules
How Mobile Scheduling Increases
Efficiency, Productivity and Engagement!
April 22, 2014!
®

2. Matt Flynn"
Director of Retail
Operations!
St. Joe Petroleum"
"
Jason Conrad"
Solutions !
Engineer!
PeopleMatter"
®
Today’s Presenters "

3. Building a Better Schedule"

4. PeopleMatter Survey"
THE 2013 ‘HOW HOURLY WORKFORCES WORK’ SURVEY
1,244
PARTICIPANTS
5 INDUSTRIES
FOODSERVICE HOSPITALITY RETAIL GROCERY C-STORE

5. PeopleMatter Survey"

6. PeopleMatter Survey"

7. Increasing Workforce Engagement
Aberdeen 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!

8. 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!

10. 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? !

11. 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? !

12. 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? !

13. 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? !

14. Tip #1
Input is key!
Employers
Ensure the right coverage!
Employees
Get enough hours!

15. Tip #2
Make it easy!
Employers
Build schedules quickly!
Employees
Manage shift changes!

16. Tip #3
Mix it up!
Employers
Find the right fit!
Employees
Vary it up!

17. Tip #4
Over communicate!
Employers
Fewer mix-ups!
Employees
Fewer mistakes!

18. Tip #5
Don’t ‘over do’ it !
Employers
Less overtime paid!
Employees
Less overtime worked!

19. 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”!

20. Scheduling problems "
Paper and pen
scheduling
Multiple locations
sharing employees
No way to
communicate
target labor
No easy way for
corporate office to
view schedules
Lack of consistent
tracking/request
method for time off
Employees
forgetting their
scheduled time
No way for managers to
calculate employee costOT could only be
tracked after the fact

21. Decision to use PeopleMatter"
PeopleMatter
Platform
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!

22. 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

23. Results with PeopleMatter"

24. Demo"
SPeopleMatter SCHEDULE™

25. S
Q & A""
Ginny Drinker!
843.300.3460!
ginny.drinker@peoplematter.com!