Were using: Spreadsheets for rosters and timesheets and SMS (one message at a time) to keep staff updated. Outsourcing payroll.
Trigger for change: Mistakes with rosters and payroll...extra costs incurred...missed shifts...working out and communication of rosters extremely time consuming and payroll a headache.
Number of employees
40+, 6 full-time employees/rest part-time and casual
Erskineville, Sydney, Australia
We spoke to:
Allisha Barratt, General Manager
Changing rostering and payroll management from taking "most of Monday" to "around an hour".
Used clocking for trades on the renovation job to keep to budget (and get the job done quicker).
Paying by the minute has saved around $6,000 a year – which translates as an extra staff member or the option to extend current employee's hours.
With alerts in rosters there are no more over and understaffing problems.
Saving "thousands" being able to bring payroll in-house.
Every staff member gets emailed their individual roster and other updates so there is never a break down in communication with forgotten or "missed" messages and it's a LOT quicker than individual SMS text messages.
The Full Story
The Rose Hotel in Erskineville, Sydney, Australia is growing. Privately owned, a 3 year programme of renovation, recruitment and training has seen the hotel expand, and staff numbers expand with it. With the 40 employees set to grow still further, the hotel's executive team has its hands full ensuring that, from restaurant to bar to running functions, every job is covered. At the centre of the operation is Allisha Barratt, the hotel's General Manager.
Loving Mondays again
"I used to dread Mondays," Allisha tells us. "I'd spend most of the day doing rosters and payroll. Timesheets were manual. Allowances were manual. We used basic spreadsheets that broke down the hotel's departments by day. I'd SMS text message each employee's roster details individually – from my phone. It took forever."
"Then, on a busy day when a million and one things were going on, you"d find someone hadn"t turned up. And then you"d realise the reason they hadn"t turned up was because you hadn"t told them to."
"Now, TimeTarget sends every member of staff an email about their roster. And when you've scheduled a clash or made the sort of mistake that would once have left you short-handed, TimeTarget spots it so it doesn"t happen. It keeps everything nice and tight, reducing the potential for human error and the cost (and frequency) of communication breakdowns."
Using TimeTarget to transform payroll
"Outsourcing payroll was costing us thousands every year," explains Allisha, "but TimeTarget has helped us bring payroll in-house. We use TimeTarget with Wage Easy payroll software, and now rationalising payroll with the roster is so much easier."
"Thanks to those little alerts TimeTarget gives you, you can spot the anomalies so quickly. Payroll processing never takes me more than an hour now, so we're actually saving time and money on processing, even though we've more staff."
Control time; control costs
Not content to stop at managing her regular staff, Allisha used TimeTarget to make the hotel's recent renovations run to a tighter budget. "We put the trade contractors on TimeTarget too. So when it came to billing, I had the evidence to show exactly what hours were being worked. We were able to pay for the contractors" actual time on site. Lunch breaks suddenly took exactly the time they should. And the work got finished quicker too!"
"It's the same with our staff. The attendance scanners mean you lose far less time. You start paying when staff scan on. You stop when they scan off. Paying by the minute has saved us about $60,000 per year, and that can be the difference that enables you to extend your existing employees" hours or employ someone else."
"I was quite taken aback by the training," enthuses Allisha. "That level of customer service is so rare. The whole day's training was tailored to what I needed, and I was able to run with it and cascade the training to our other managers really easily."
"I used to dread Mondays… I'd spend most of the day doing rosters and payroll but now it takes around an hour."