PeopleMatter: Blueprint for Building a Better Schedule Webinar

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™

SQ & A"

"Ginny Drinker!

843.300.3460!ginny.drinker@peoplematter.com!