Excel Formula To Convert Time Duration To Proportion Of Year Top 7 Tips to Writing a Great Crew Schedule

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Top 7 Tips to Writing a Great Crew Schedule

Profit and schedule in the same thought? If you’re thinking “I know what I need and if it’s not busy I’ll send them home,” you’re not doing your business or your staff justice. Productivity isn’t as high as it could be and your profits aren’t as good. Here are 7 essentials of schedule writing that will improve productivity and increase profits.

1. You should have a labor percentage goal established. Throughout this article I will use the same set of numbers for examples. In this case the target would be 14%. Your goals should be based on reality. Can you really cover your business with this labor?

2. You must have a proficiency chart. It tells you who can do what position and how good they are at that position. My suggestion is cross training. Keep your entire staff informed of every situation in your business. This makes calling off easier, as well as breaking the boredom.

3. You should have an availability chart and a written request closing process. It tells who can work at what time. If Joe can only work 11 to 2 and you write a schedule of 12 to 3, you’re either going to be short-handed at 2 or Joe will no longer like his job. This type of negativity is not good for your employees or business. Also use a calendar system to allow your employees to request vacation days. A written system allows you to document requests, the ability to notice abusive patterns and a centralized location for staff to record requests.

4. You must have a realistic projection for sales per hour (at least). Base your projection on reality. If you’re up 5% from last year, don’t project 15% growth and hope for the best. Also have at least hourly schedules so that people will be there when you need them and have a schedule to leave when you don’t.

5. Know your average wage and convert it to man-hours and your sales per man-hour (SPM). An actual estimated sales of $35,000 equals 496 (rounded) man-hours with an average example of $9.88 with a 14% labor target. Taking sales of $35000 and dividing it by 496 leaves an SPM of $70.56. That means on average it takes $70.56 in sales to pay for 1 man hour of work. Now understand this is an average and does not define your productivity. The synergy of your staff during your busy hours will drive this number much higher. A staff of 8 can easily handle an SPM of $140 while an average of $70.56 is impossible for one person to handle.

6. Figure out your minimum and maximum staffing. This is the number of people you need to operate regardless of sales. For example if you have 2 positions to cover to provide adequate service then your minimum number of employees is 2. This means that if you are open 7 days a week for 18 hours, your schedule will have a minimum of 252 hours before the first. is sold. Your maximum number of employees is based on what your employees can produce during your busy hours. If your biggest daily hour is $900 and a staff of 8 can handle it well, you know you’ll have 8 scheduled for $900 each hour. Calculate the number of hours that are greater than $900 and 8. For example let’s use 7 hours times 8 equals 56 hours. Add this to your 252 and you have 308 hours in your schedule. Take this 308 and subtract it from 496 and the remaining hours you are open to staff leave 188 hours.

7. Use the bar graph system. A bar graph is a computer program that uses the above information to help you develop a schedule that is profitable and meets the needs of customers. There are many programs that you can purchase to schedule search bar graphs in your favorite search engine. You can also use EXCEL or another spreadsheet to write yours.

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