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Scheduling

Chapter 6
by

Carolyn Elbert

on 25 March 2015

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Transcript of Scheduling

Scheduling
Chapter 6

Determining Budgeted Labor Cost:
Estimates the number of guests:
Two primary purposes:
"Forecast"
1. Ensure there is enough employees
2. Meet budgeted labor goals
After you know labor hours
How much money can be spent for labor on each shift

Information Needed
Day-Off Requests
Use Employees Effectively
Time-off Requests
Cross-Training
Right Number of Employees at the Right Position and Time
Effective Scheduling
Steps to Managing and Developing Schedules
Creating a Master Schedule
Gathering information, what has occurred in the past provides an indication of the future
Sales History
Sales Forecasts
When do your guests frequent your establishment?
Master Schedule & Budget
Balance between the needs of the: Business, Guests and Employee
Developing a Crew Schedule
FMLA, Know the Law

Eligible employees can take off extended amount of time for medical/personal reasons, 12 weeks unpaid, in a 12 month period
1. Determine budgeted labor costs
2. Create a master schedule
3. Develop a crew schedule
4. Distribute and adjust the crew schedule
5. Monitor employees during shifts
6. Analyze after-shift labor informantion
Know your budget, what has been established as the amount that can be spent
A clear understanding of:wages including salaried employes
Develop an average and calculate how much you can spend/schedule each day
Shows the number of employees needed within each position of the operation
*Most hospitality operations have a pattern of business
The historical patter helps develop sales forecasts
How do you track sales history?
POS(point of sale), System or Manual Records
Past Sales=Baseline: Increase or Decrease Based On:
Current Trends
Local Trends
National Trends
*projected number
Experienced mangers know the factors that will impact the number of guests on a given day
Additional factors that should be considered:

Holidays, Seasonal Adjustments, Advertising and Promotions, Community Activities, Economy
Guest Needs
How many guests can you expect in an hour?
What are the implication of being: Understaffed or Overstaffed?
Understanding the importance of shift work in the hospitality industry
The crew schedule should be developed with flexibility in mind
Communication is essential when scheduling employees
It is a team effort to ensure success
Vacation Requests
Guidelines are needed for ALL employee Time-Off Requests
Develop a Vacation Calender
Establish guidelines/policies
Make a "Holiday Schedule"
Legal Concerns When Scheduling
Fair Labor Standards Act (FLSA)
Minimum Wage
Overtime Pay
Equal Pay
Record Keeping
Child-Labor Standards*
Distribute The Crew Schedule
The schedule should clearly indicate:
Dates and Days of the week, covered by the schedule
Employees' names
Scheduled days to work and days off
Scheduled Start Time and Stop Time***
Date and name of schedule preparation
The schedule should be typically posted 7 to 10 days in advance
*posted on the employee bulletin board, emailed, intranet
Adjusting the Crew Schedule
Problems often arise with the schedule
Develop a "contingency plan"
Use cross-trained employees
Identify a shift leader
Use "floaters" who perform more than one job on a regular basis
Monitoring Employees
Line-Up Meeting (Pre-Shift, Huddle) brief training before the work shift begins
The purpose of a "Line-Up" Meeting is to:
Update
Inform
Motivate
Express Concerns
Emphasize Goals
Stress the Mission
Observe employees throughout their shift:
Address potential problems, coach and correct
Positively reinforce correct behavior
Analyzing After-Shift Labor Information
Planned vs Actual
How well did you plan your work?
Was your forecast accurate?
Work Schedules for Managers
Most managers are on a salary

Managers often work "on call"

When the operation is open at least one Manager should be present
Manager schedules change base on the needs of the operations
Full transcript