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Cutting Costs without Compromising: Roster Optimisation in Hospitality

| Alkimii

Effective rostering is a make-or-break element of success in the fast-paced world of the hospitality industry, where customer demands ebb and flow like the tides. Ensuring your establishment is adequately staffed during peak hours while avoiding unnecessary costs during quieter times is a delicate balancing act.


The Challenges of Effective Rostering

Navigating the Ebb and Flow of Demand

Fluctuating demand is an everyday reality in the hospitality sector. Seasonal variations, special events, and unpredictable weather patterns conspire to keep you on your toes. Moreover, these fluctuations can occur from one day to the next, making it challenging to anticipate staffing needs accurately.

Traditional rostering methods often rely on historical data. Still, this approach must be revised in a dynamic industry like hospitality. To stay ahead, you must actively assess real-time demand and revenue levels. To excel in this dynamic environment, it's crucial to move beyond conventional practices and instead proactively assess real-time demand and revenue levels.


Managing Key Events with Precision

Hospitality businesses frequently host special events like weddings and conferences. These events are lucrative but can pose a significant challenge if not managed correctly. Employee availability, shift preferences, and annual leave requests must align with these crucial dates to ensure smooth operations.

You need a rostering system that allows you to mark important events on the roster, preventing accidental approval of annual leave during critical periods. With all hands on deck, you can deliver exceptional service during these high-stakes occasions.


Payroll Cost Control: Balancing Profitability and Service Quality

Payroll costs are the largest operating expense in the hospitality industry. Striking the right balance between staffing levels and customer service quality is paramount. Overstaffing can erode profit margins, while understaffing can lead to poor service, impacting customer satisfaction.

With real-time data, you can closely monitor business levels and fluctuations. Instantly assess the impact of roster changes, allowing you to maintain a harmonious balance between operational costs and service excellence. This approach will enable you to align your expenditure with your revenue and bid farewell to any unpleasant surprises in your payroll expenses at month-end.


Forecasting Accuracy: Data-Driven Insights for Optimal Rosters

Accurate demand forecasting is the cornerstone of an effective rostering system. However, not all software will be able to give you data you can trust. Relying on unreliable data can result in over or understaffing, leading to inefficiencies and increased costs.

Having a system that grants you access to comprehensive historical data empowers you to effortlessly identify emerging trends and acquire live insights into sales and payroll data, enhancing the precision of your forecasting.


Adapting to Last-Minute Changes

In the ever-unpredictable world of hospitality, last-minute changes are the norm. Events get cancelled, staff call in sick, and unexpected rushes occur. To manage these daily disruptions effectively, you need real-time information.

With a system that equips you with the necessary tools, you can stay well-informed and react swiftly to last-minute changes. Track these changes in real-time, precisely evaluate their consequences, and make well-informed decisions on the spot - no more unexpected disruptions – just seamless operations.

Effective rostering is not always straightforward but holds significant advantages for cost control within the hospitality sector. To help you navigate this essential aspect, we've outlined a series of steps based on the insights of Andrew Toole, a hospitality expert and our Director of Sales UK.

 Andrew believes having the right resources in the right place at the right time is crucial, whether your establishment is experiencing busy or quiet periods.

  • Optimise Resources for Customer Flow: Andrew emphasises that it's not just about having fewer people or hours but also having the right people in the correct numbers to match customer flow. This approach drives operational efficiency and leads to a happier team, contributing to customer and team satisfaction. It's not merely about saving money; it's about ensuring your team is satisfied, which can lead to better employee retention.
  • Profitability during Peak Hours: Andrew highlights that having the correct stagging levels during busy periods can significantly increase your opportunity to generate more revenue, by ensuing sales do not walk out of the door. This means accurately forecasting staffing needs based on historical data and real-time insights.


To achieve these goals effectively, consider the following strategies:

  • Deliver information at a Glance: Utilise an intuitive dashboard that presents real-time visualisations, charts, graphs, and colour-coding, facilitating quick decision-making with readily available information.
  • Evaluate the Financial Impact: Make informed choices by assessing the financial consequences of your roster decisions in real time. Efficiently manage scheduling and resource allocation to achieve improved financial results.
  • Identify Overspends Early: Prevent financial setbacks by promptly identifying instances of overspending. Stay vigilant with real-time operational insights, enabling you to proactively recognise emerging trends and take corrective measures.
  • Learn from Previous Mistakes: Leverage historical data as a valuable tool for learning from past challenges. Analyse patterns and trends that led to previous issues to anticipate.


Introducing Alkimii People

Effective cost management and real-time data are pivotal for successful roster optimisation in the hospitality industry. Our system offers a comprehensive solution that includes colour-coded shifts, real-time information, and much more, empowering you to navigate the challenges of demand fluctuations, manage critical events, control payroll costs, forecast accurately, and adapt to last-minute changes. Say goodbye to overspending and usher in a streamlined, efficient scheduling process that guarantees the profitability and triumph of your business.

With our system, you gain access to real-time data, equipping HR managers and the leadership team with the insights needed to make informed decisions and align the roster with current business demands. It simplifies handling crucial events and allows you to annotate them on the roster, preventing accidental approval of annual leave during critical periods. This ensures that your team is at full strength, ready to provide exceptional service during high-stakes occasions.

In addition to all these benefits, our software offers the capability to predict your upcoming week before it commences. This forward-looking feature allows you to prepare in advance and make proactive decisions based on your forecast. Furthermore, it enables you to compare your predictions with real-time data as the week unfolds, providing valuable insights into how well your forecasting aligns with actual outcomes.

Alkimii People equips you with essential tools to stay well-informed. You can effortlessly track last-minute changes as they occur, precisely evaluate their impact, and make informed decisions on the spot - no more surprises – just a seamless and well-organised operation that's driven by data and foresight.

Unlock the power of real-time roster cost analysis in hospitality with Alkimii People today.

Book a demo.


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Why choose Alkimii

Specialist hospitality software, built on experience, proven across hundreds of hotels.

After years of working in the hospitality industry and running his own hotel our founder Ronan McAulay knew first hand the technology challenges that the hotels face. Alkimii was built to exclusively solve these challenges.