How Rosters Can Help Manage Staff Costs

If you’ve been managing your workforce for quite some time now, it’s apparent how a staff roster has become a more productive management tool. It is more than just a fundamental way of listing the hours your staff works. It does more than that. 

Compared to its once singular usage, now it has extended to make sure every shift has a sufficient number of employees available to take the job. That way, it will help streamline your workforce operations in order to meet business goals and customer demands. 

An efficient staff roster can be your powerful solution if you want to attract intelligent employees. 

What are the Different Types of Rosters?

These are the most commonly used rosters in various industries

  • Flexible rosters

In specific industries, having a flexible schedule is related to the company’s needs. For example, in actual work, this would be 8:30 am to 5 pm, Monday - Thursday, and 8:00 am to 12 noon, Friday work schedules

  • Staggered rosters 

A staggered roster is ideal for companies experiencing customer fluctuations all through the day. A great example is when you schedule more employees for dinner hours than lunch. 

  • Duty rosters 

This roster is for you to avoid scheduling more employees than required on the same duties and shift. For instance, this may work best if you manage a hotel and often schedule employees based on how many rooms are occupied. 

You will distribute shift lengths and start times so that there are enough employees available to reduce customer waiting time. 

Ways to Create a Staff Roster to Manage Staff Costs

If done correctly, your staff roster can effectively manage your staff costs. So now, let’s get started with these tactics in creating an efficient roster that supports your company’s objectives. 

  • Plan before adding employee names 

This may contrast to the usual roster method, yet it prioritises your business. Your managers and supervisors should start assigning tasks and shifts based on hourly rates. Then, proceed to include the names of skilled staff to create a roster around requests of individuals. In this case, having an automated staff roster software is highly recommended. 

  • Fill hectic schedules with the most skilled and experienced staff.

Automated alerts from a staff roster software that tells a shift or day are understaffed allows your managers to fill busy shifts accordingly. This will help prevent possible gaps in coverage. Usually, employees can tell which days are the slowest and which are the busiest; however, they may not always be up for it. 

You should ensure coverage by filling shift slots with employees based on their skillset. 

  • Share schedule choices with your employees 

It’s essential to share schedule options with all your staff to avoid any preconceived notions of being biased. For example, some people tend to be more fruitful on certain days and times; thus, flexibility is essential. 

The complete and final schedule depends on your business needs; however, it will give your employees the ability to be proactive in deciding when they should report to work. 

  • Manage employee availability and leave requests online 

This goes without saying that employees want and deserve a few days off. You should be prudent to allow this, mainly if you rely on these people to fill rifts in schedules. That said, handling time-off requests online is one advantage you should consider with the help of cloud-based rostering software

The needs of the company are essential, yes. However, keep in mind that denying requests can negatively impact your organisation. For example, it could lead to employees calling in sick or handing in their resignation, affecting your company’s turnover rate. 

  • Start your roster week on a bustling day. 

While most managers base their roster on the traditional Monday to Sunday work week, this isn’t always ideal. For example, if you have a service-oriented business and the busiest day starts on Thursday, that is when scheduled hours should ideally begin. 

Otherwise, you might cut hours on lazy days, which can result in not having enough employees working when your operation picks up. 

  • Display wage costs as you create your staff roster 

Merge your staff rosters and wages because this will alert you before wage costs surpass the department budget threshold. Practising this method gives you accurate budget controls and forecasting

  • Ensure all employees have two rest days 

There will be exhaustion and performance failure when employees consecutively work for more than five days. This is inevitable. Not to mention the extra days or double shifts necessary to meet deadlines. So make sure to avoid having your workforce engage in constant long-hour shifts. 

  • Give your employees ample time to plan outside-of-work responsibilities.

An efficient staff roster should be planned and organised in advance as much as possible. Doing so gives your employees enough time to plan around various work schedules or check if they can swap them with colleagues. In addition, a staff roster app can automate time-offs and shift swaps, thus streamlining the entire process. 

  • Let your employees check the roster. 

Creating your staff roster online using RosterElf’s cloud-based rostering and payroll software gives your employees the advantage of checking their schedules. They can easily do it without needing to contact HR or not necessarily be inside the office. Also, self-service options include request changes. 


Making staff rosters is a fundamental role of every manager. The intricacies and the impact it has on your business not only substantiate but also call for high-tech integrated rostering and payroll software with third-party integrations and award interpretation. 

Using a powerful rostering solution like RosterElf allows you to manage employees’ schedules and save time and money. More so, it provides your organisation with a tool that boosts workforce productivity and business profitability. 

RosterElf: Rostering Made Easy 

RosterElf's cloud-based rostering software truly is a game-changer. Say goodbye to roster conflicts and chase employees for their availability to work. Instead, employees can easily update their availability to work and notify managers about it through a smartphone app. 

Staff set the times and days they can work, and RosterElf does the rest. Our software then automatically suggests available employees to fill shifts. 

What are you waiting for? Time to take your rostering and payroll game to the next level and boost your business' performance. Call us now at 1300 353 000, and our team will be more than happy to assist you. 

To get a clearer view of how our app works, enjoy 30-day access to our tool for free!