How Rosters Can Help Manage Staff Costs

If you've been managing your workforce for quite some time now, you may notice that a staff roster can become a productive management tool. It not just a fundamental way of listing the hours your staff works.

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 will help streamline your workforce operations to meet business goals and customer demands. 

An efficient staff roster can be your powerful solution if you want to attract competent 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 throughout 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 the number of occupied rooms. 

You will distribute shift lengths and start times so that enough employees are 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 

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.

Review your shift performance to fill busy shifts accordingly which helps prevent possible gaps in coverage.  

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

  • 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 

It goes without saying that employees want and deserve a few days off. You should be mindful of how you manage time off if you rely on certain people. 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. 

  • 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. 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 is planned and organised as much as possible. Doing so gives your employees enough time to plan 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. In addition, 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!