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Josh Phillips
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June 29, 2018

Partner in Review: Why Use Deputy in Your Business?

Running your own business, no matter what industry you are in, is hard work. It requires long hours, busy days and plenty of strategic planning to keep your business ahead of the competition. However, when you are in the hospitality industry, whether you have a cafe, restaurant or bar, you can add into the mix busy days turning into busy nights, and coordinating staff as extra sources of pressure.

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You have a lot of balls to juggle: customers to satisfy, suppliers to negotiate with and employees to manage, and critically, a business to run. In the ideal world, you would be able to clone yourself so that you could get all the jobs done in good time, but this technology does not exist (yet).


However, this is where Deputy come in. Deputy is a digital solution for hourly paid and shift-based employee management that can be accessed anywhere with an internet connection. While it doesn’t serve your customers or make a coffee, it can be used to manage your staff so that you have the time to focus on other aspects of your business.


Let’s look at how Deputy can actively benefit your business:

Rotas

deputy_tm_stacked-logos-white-Planning your staffing rota is a time-consuming task. You need to make sure that you have the right number of people working for your business to run efficiently, but equally you must consider the shifts that your team are available for – and that is what takes the time. Unless you have staff who are contracted to set hours, you can spend an inordinate amount of time trying to fill shifts.


Deputy provides a platform for employees to self-manage their availability and annual leave and can automatically generate rotas. If you want to change shift patterns, the interface allows you to drag and drop the amendments into the schedule, which can then be published for your team to view through the app, e-mail and even SMS. When a member of your team is unable to do their shift, you can use Deputy to identify a similarly trained employee to fill the spot – no more last-minute ringing round – your employees are contacted automatically and have the power to claim the extra shift or not.


Time and Attendance

Partnership - CooperationKeeping track of when your team members arrive for their shift can cause unnecessary headaches – especially when it comes to payroll and timesheet issues. Deputy can be used by your staff to clock in and clock out. Even if your internet is down, the Deputy can store data offline for a 24-hour period.


Not only is attendance tracked, but the data can then be used to populate invoices that can be integrated to popular payroll packages including ADP, Gusto, MYOB, WageEasy and Xero. Whereas completing your payroll may currently take you a day, it can now be a seamless automated process that takes seconds.

Collaboration

MeetingYour staff are your business’s greatest asset. You need them to work collaboratively to help you reach your business goals, but how do you develop the team spirit? Quite often you will have members of the team that don’t see each other as they may work different shift patterns, but you need to have a uniform approach to your brand – the same quality and expected level of service.


Deputy provides a newsfeed that you can use to effectively communicate with your team – company announcements, changes to menus and updated procedures and guidelines. Deputy is a highly effective tool for strengthening the relationships between you as the employer and between team members. You can create posts, add attachments and even have confirmation that your announcements have been read by individuals – no more excuses for not having seen the memo!


When your staff feel valued and part of the team, they are motivated and inspired to work to the best of their ability. Your team is arguably your greatest asset, and so nurturing the team spirit and sense of community should not be undervalued.

Tasking

m0010-10How many times have you asked for team members to complete a task only to find later that they have forgotten to do it? In busy working environments it can be easy to forget about tasks – serving your customers are the priority, right? However, even something as simple as forgetting to stock check paper towels can impact how your customers experience your establishment.  


Deputy reduces the risk of simple oversights negatively impacting your business. You can use the built-in templates or create your own bespoke to-do list to make sure that all tasks are designated to an employee so that your business can run to maximum efficiency. When your team members clock in, they receive their personal task list, and can mark the job as complete when they have done it. By assigning tasks, not only do you know it’s being taken care of, but you can also assign the best person for the job.

Statistics and Data

Team EfficiencyEvery industry is reliant on data, and the hospitality industry is no different. Even a couple of days a week of being overstaffed can seriously impact your business’s profits, so it's important that you make staffing decisions based on real facts and figures. The Nobly EPOS system integrates your sales information straight into Deputy, or you can input sales manually so that you can track how your business is performing. The Schedule vs. Timesheets vs. Sales report compares your total sales for a defined period against the rostered hours of your employees, shown against the hours that they worked.


One of the great things about working in hospitality is that there are never two days the same, and while this means that your workplace is exciting, it can be challenging to manage. Knowing how many staff you need to roster and manage the associated costs significantly impacts how successful your business will be. Deputy simplifies the methods of managing staff and turns previously complex manual tasks into an accurate automated process. This digital solution to hospitality challenges gives you the opportunity to direct your time and energy on other aspects of the business.