Modern-day coffee shop, Ziferblat, has 37 employees spread across four branches, the largest of which is based in Manchester’s Northern Quarter. All are on various contracted hours ranging from eight to 40 hours per week.
“Our problem was that we had one system of spreadsheets and messenger apps for shift planning, and then another set of documents and processes for absence management. And none of them were really linked in anyway,” says Ziferblat branch manager Sascha Blythe.
“As a result, we had information being held all over the place, without a single overview of who was working and when. Instead we jumped between two disparate, manual systems to try and get the information we needed.”
“Using a combination of spreadsheets, Outlook calendars and messenger apps made it impossible to visualise staff rotas - to see how many people we had on each shift, whether we had enough cover, and if we had the right skills.”
Sascha says recording and managing staff data was only made worse when it came to temporary or hired staff. “It was extremely difficult to coordinate, particularly as some of the hired staff used their own phones and apps to track what shifts they were working, and what days they could and couldn’t work.
“As a result we lost all confidence in our processes, and in our ability to manage employee shifts.”