Roster systems
Online rostering
For large organisations in the tourism, travel, hospitality and event sectors, using online rostering systems has become increasingly normal. The time and resources used are usually much lower in comparison to rostering by hand using paper.
When rostering using online systems, the majority of applications enable any changes to be emailed or sent via SMS to alert staff of any late alterations to the planned schedule or when annual leave has been approved. Such systems can significantly reduce the amount of paper that has to be used when producing rosters. If handing paper copies of rosters to staff, then new versions will have to be created and printed every time a change is needed. For example, if an individual becomes ill or has to respond to a family situation, the roster would have to be altered and potentially handed to a large number of other employees who have been affected. Online rostering can instead create more accurate schedules that can be distributed quickly and easily.
Functions may include:
➢ Keeping a list of employee details, including skills and training
➢ Automatically placing employees into shifts
➢ Incorporating leave into rosters
➢ Sending rosters to employees
➢ Sending changes to employees
➢ Noting actual time worked.
Examples of systems
Some organisations may feel that investing in another company to create a rostering system is too costly, and instead will create their own electronic roster, whereby changes are emailed or sent to the phone of all employees. This is especially true for smaller organisations or when a full time operations or human resources manager exists.
However, for larger organisations or those where there is a requirement for labour to work over a 24 hour period, there are a wide range of companies who offer online rostering systems. Furthermore, automated systems are generally far more efficient.
Many will claim to offer the most efficient and money saving service; however, you will need to decide which system is most suitable to your company. Factors that may influence your decision are likely to include the quality of the software, the price, and its applicability to your organisation.
P a g e | 40
Examples of roster system software include:
➢ ABC Roster
➢ ClockOn
➢ Droster
➢ Find my shift
➢ Online Rostering
➢ Snap Schedule
➢ When I Work.
Equipment required may include:
➢ Computers
➢ Laptops
➢ Tablets
➢ Smartphones.
Benefits of online rostering
It has been mentioned that automated online rostering can significantly save on cost as well as the time it takes to create and update a roster, but there are also many other benefits.
The benefits of on online rostering system include:
➢ It enables a fair process of allocating shifts
➢ Employees can input into the rostering process, by stating their preferred times of work and highlighting when they are unavailable to work
➢ Training can be implemented into the roster with ease – employees will have reminders of when training will take place through notification or looking at an online
calendar
➢ They can help you to monitor each employee
➢ Systems that automatically place individuals into available shifts using algorithms are less likely to lead to problems than allocating by hand, especially when large numbers of employees need to be inputted
➢ Systems can be designed so that there are no violations to industrial agreements and organisational policies. For example, employees will receive the correct amount of shifts during and between shifts, and they will not be scheduled to work more than the maximum number of hours in a week.
P a g e | 41
Activity 1G
P a g e | 42
- Present and communicate rosters
2.1. Present rosters in required formats to ensure clarity of information according to organisational standards
2.2. Communicate rosters to appropriate colleagues within designated timeframes
P a g e | 43
2.1 – Present rosters in required formats to ensure clarity of information according to organisational standards
Format of rosters
Even if you have developed a detailed and accurate roster that should enable workplace procedures to take place smoothly, they will go to waste if not presented and communicated to employees in an appropriate format.
Rosters are usually created to organise business practices on daily, weekly, and monthly levels. It is important for employees to distinguish the differences between these and interpret when they are designated to work.
Daily rosters
A daily schedule highlights the hours that employees are designated to work on a particular day. They are usually ordered chronologically, with the employees who are working first on that day listed at the top.
Weekly or monthly rosters
Longer term rosters that include weekly and monthly information are normally ordered alphabetically, with the employees being listed on the left side of a grid and the days of the week along the top. Such grids are used to inform employees of the days they are working, with the hours being inputted into each box.
Types of roster
The types of roster used will vary based on many factors.
For example:
➢ The number of employees
➢ Type of organisation
➢ Whether work takes place across different
locations
➢ Roles of employees
➢ Types of contract of employees.
Full-time rosters
A commonly used roster when employees work on a full-time basis and the workplace is operational 7 days a week. Award rules in relation to maximum number of hours worked need to be considered with this roster.
Part-time and casual rosters
A separate roster that is introduced for part-time and casual staff when trade levels dictate a need for more staff.
P a g e | 44
Duty rosters
Used to alternate the duties that employees will undertake during their shift. This can prevent people from becoming bored or frustrated during a shift.
Cyclic rosters
Implemented to alternate undesirable shifts between staff, such as when an organisation operates 24 hours a day.
Shift roster
A shift roster is normally used to demonstrate the daily schedule, and contains the specific hours that employees are required to work.
A staggered roster
This is where the number of staff or the start times of staff differ to account for the expected volume of business. For example, restaurant managers might use a staggered roster so that more employees are working during lunch and dinner hours due to the greater volume of customers.
Split rosters
Split rosters are used when the organisation requires employees to work over separate periods in the day to account for the volume of business. For example, if a company runs an event in the morning and in the evening, employees may work both shifts with a long break in between. Such shifts can be unpopular with staff though and may necessitate organisational policies such as bonuses or added leave to subsidise for the length of time an individual has to remain available within a day.
The post Use roster systems and equipment administer rosters appeared first on My Assignment Online.