Intro

The Shiftplan is the tool we use to tactically plan out how we intend to maximize the best performance from our team. It is the framework for aligning the entire team’s efforts through structured Team Positioning. Each shift has designated tasks & responsibilities assigned to it for the Juicer. The stronger the Team Positioning is for a given day, the better the performance will be which can also transfer over to have a positive effect on the following day. Therefore, the shift plan is the backbone for structuring a store to perform well.

Making a shiftplan is about scheduling each day according to specific weekdays, high seasons, low seasons, productivity, vacation, Team Positioning and training of Juicers through the overview Workplanner facilitates. It is also an important tool because Juicers can see their past and future shifts so they can plan their time outside work. In addition, Juicers can keep a general overview of their expected salary through the hours they work for the current and upcoming month.

Overall, Workplanner is a platform for the manager to compose a shiftplan through strong Team Positioning that makes the team perform better, while also covering specific daily tasks attached such as deliveries, counts, training, etc… All these reasons make our Workplanner a very important platform to master since it affects many key aspects such as salary, productivity, vacation, bar structures, and more.

Shiftplanning

The shiftplan is created based on 2 key aspects; which are requests from the Juicers regarding when it is possible for them to work and by using the specific number of hours supplied from the shiftplantemplate. The Juicers’ individual leisure time, activities or school should always be considered before making the shiftplan to avoid dissatisfied Juicers.

Shiftplanning structures

The manager is responsible for keeping the shiftplan updated so that all hours are correctly reported to the HQ. The following set of structures are there to help ensure correct handling and planning of both the Juicers’ and the manager’s own shifts when making the shiftplan;

1) The shiftplan is being created at least four weeks in advance and is accessible for the employee on the 1st of every month.

2) The template of unassigned shifts for the following shiftplan period will be available on Workplanner on the 15th of every month at the latest.

3) Unassigned shifts are those shifts that are not currently allocated to any employee. These shifts will show at the bottom of the Horizontal shiftplan view (1) or as light green shifts in the Vertical shiftplan view (2).

The template indicates the hours allowed to be used weekly and monthly for the store, split into shifts on each day of the month.

4) It is not allowed to change the template, neither by adding or removing hours.

5) Shifts can be divided into shorter shifts.

6) The shifts must be at least 4 hours long.

7) If there is a lack of employees to cover the shiftplan for the entire month, ‘NEW JUICER PT’ or ‘NEW JUICER FT’ will be added to the shiftplan by the manager. The local HR or Regional Manager should then be contacted to coordinate hiring and training a new employee.

8) Any delays with assigning shifts or requests for changes in the template, need to be approved by HR in advance before the deadline.

Sum Up: Shiftplanning

• Deadline for assigning all templated shifts is the 1st of every month. Example: The shiftplan for May needs to be created before the 1st of April.

• The templates are provided by the HR Manager/ Regional Manager and are available on Workplanner before the 15th of every month.

• It is permitted to divide the shifts. Example: A 12:00-20:00 shift could be divided into one shift from 12:00-16:00 and another shift from 16:00-20:00.

• A shift needs to be at least 4 hours.

• Juicers can log onto Workplanner using their own login details • Juicers who do not work on a regular basis in the bar need to be removed from the shiftplan.

Days off

The Juicer has the possibility to request Days Off. Days Off are specific days or periods of a day where the Juicer does not wish to work for various reasons such as leisure, school, sports, birthdays, etc.

It needs to be stressed that days off are only requests from the Juicer which cannot always be granted. Although the manager needs to consider and make fair decisions based on all requests received, there is still the possibility that the Juicer can receive a shift on that given day or period if the manager has no alternative to cover the shiftplan.

These requests need to be delivered to the manager in written form before the 15th of every month. This is because it is also the same date that the manager receives the shiftplan template to be made (for 2 months ahead). If a Juicer wants a specific day off in July they need to request it before the 15th of May.

It is the manager’s responsibility to collect from the team all Days Off and to inform the Juicers about the deadline for requesting.

It can be beneficial for the manager to ask all Juicers for their Days Off requests before making the shiftplan. This is to avoid the Juicers forgetting and later requesting to swap around shifts or complaining they cannot work a scheduled shift.

Sum Up: Days off

• Days Off are specific days or periods of a day where the Juicer requests not to work.

• Days Off are ONLY a request not to work, meaning the manager is not obliged to fulfill the request if it is not possible.

• Days Off will be handed to the manager in written form on the 15th of every month at the latest, 2 months prior to the shiftplan.

• Juicers can still receive a shift that they did not desire. Although the manager should still consider all requests and make fair decisions.

Vacation

A Juicer holds the right to vacation every year. The number of days/weeks per vacation year varies according to the vacation laws in each country. In JOE & THE JUICE, we have an option to receive more vacation, if it is suitable for the shiftplan and accepted by the manager. If a Juicer wants to have more than 3 weeks of consecutive vacation, this must be approved by HR.

The planning of vacation is arranged between the Juicer and the manager with confirmation that the shiftplan can be covered for that given period. The Juicer must always have the vacation confirmed by the manager in writing. This means that a Juicer can never go on a vacation without complete acceptance from their manager.

If the vacation request makes it impossible to make the shiftplan because of multiple vacation requests at the same time JOE & THE JUICE holds the right to reject the request and offer to suggest another period for the vacation. Although this should be the very last resort.

It is the manager’s responsibility to collect all vacation requests from the team and to inform the Juicers about the deadline. It can be beneficial for the manager to ask all Juicers for vacation requests before making the shiftplan to avoid complications – even if they don’t have any requests.

Sum Up: Vacation

• Juicers holds the right to vacation every year. Their vacation entitlement depends on what the law states in the specific market. The manager needs to confirm all vacation requests.

• Vacation will be requested to the manager in written form before the 15th of every month, 2 months prior to the shiftplan. 

• Vacation requests can be rejected if multiple vacation requests are overlapping during the same period.

Juicer Vacation can be added to the shiftplan on Workplanner by clicking the employee name in one of the Shift planner views and following these 4 steps:

1. Click vacation.

2. Choose the vacation period from and to.

3. Add description (optional).

4. Press the √ button to confirm vacation, press – to discard.

NB: the vacation function can also be used for Days Off.

Shift Demands

A Juicer needs to be planned according to the terms of the specific Juicer’s contract. During the peak periods and where school / public vacation is being held it is expected that the part-time Juicers will be capable of covering more shifts than usual and thereby cover the shifts according to the template.

Sum Up: Shift Demands
• If a Juicer swaps a shift or requests any changes with their own shifts, it needs to be documented in written form.

Changing Shifts

Once the shiftplan has been completed all shifts and hours are final. This means that any future changes to the shiftplan need to be documented in written form.

Juicer wishes to change a shift

If a Juicer wishes to cover less or more hours than the original shiftplan they need to make their request in written form to the manager.

If a Juicer is requesting to take additional hours above the allowed number of hours making overtime applicable, this must be confirmed by HR in writing prior to the extra shift(s) being taken.

The manager wishes to make changes to the shiftplan

If the manager wishes to make changes to an established shiftplan, it needs to be notified in written form to the team 2 weeks prior to the actual shift. Meaning that the manager can only make such changes 2 weeks before the actual shift date. This also needs written approval from all Juicers affected by the change. This is to confirm that all parties are aware and can cover the shifts.

The manager needs to approve all changes

All changes of shifts between the Juicers also need written approval from the manager. The manager is not obliged to approve the request for changing a shift if the change is not suitable for the daily operation of the bar.

• The deadline for changing shifts is at latest 17:00 the day before the shift.

• Any request for changing a shift is sent in a written form to the manager with the other Juicer involved also CC on the email.

• The change is not valid before the manager confirms.

• A change in shift should always be noted in Workplanner the same day as the approval of the change.

The manager can make slight alterations to shifts on the actual day.

Shifts can also be shortened or extended by the manager because of unforeseen circumstances that require a Juicer to leave earlier or stay longer than the shift. If a shift has somehow been extended or shortened, it is the manager’s responsibility to note this in Workplanner before closing the day.

Sum Up: Changing Shifts

• The deadline for the manager to make any changes to the shiftplan is 2 weeks prior to the actual shift date with a notification to the team – Remember that the Juicers involved need to confirm this.

• The deadline for Juicers requesting a change of shift is always latest 17:00 the day before the shift.

• All requests for change of shifts need to be mailed to the manager with the involved Juicers also CC no later than 5PM the day before the shift.

• A change of shift is only valid when confirmed by the manager.

• The manager can reject a change of shift if it is not suitable for the daily operation.

• All changes need to be updated on the Workplanner on the same day it has been confirmed.

Confirm Days

The days of the shiftplan need to be closed off at specific times during the month. This is important because until the days are closed, HQ is unable to see any data on the store which is essential for creating the reports. We use these reports to help further the development and indicate where the focus is needed for the store.

To confirm that all hours for a day are registered correctly, the manager will each day confirm the day by pressing the white lock on the right side on a specific day. When confirmed, the day will change color from light to dark grey and the lock becomes black. When a day has been confirmed it can only be reopened by HR.

If a day has been confirmed by accident without the hours registered correctly, HR should be contacted to reopen the day to ensure that all Juicers receive the correct salary.

1. A white lock indicates an unconfirmed day, a black lock indicates a confirmed day.

2. A day with a dark grey color indicates a confirmed day.

3. A day with a red color indicates a day that should have been confirmed or is waiting to be confirmed.

4. A day with a light grey color indicates an open day, not yet needing to be confirmed.

NB: days should not be confirmed in advance!

Sum Up: Confirming Days

• Days must be confirmed at 09:00 am CET for the previous day.

• When a day is confirmed it means that all hours and salary supplements are correctly registered.

• When a day is confirmed it cannot be reopened. If any mistakes are made, please contact HR.

Shiftplanner views

There are two options for how to view the shiftplan. Both provide different benefits.

The horizontal view is the standard layout for the Juicers to see their weekly and monthly shifts, as well as who they are working with. This view also features an easy drag & drop function for the manager to allocate unassigned shifts.

The vertical view is designed for a more smooth and agile planning of the template by the HR managers. This view also includes a lot of features that ease the process of planning multiple bars.

Both views show the total number of hours and total turnover per day at the bottom of the screen. The turnover is updated every fifteen minutes.

To choose between views press “View”. The functionalities for each view type are explained further:

Horizontal view

• The Horizontal view is designed for allocating shifts to employees.

• The template is located at the bottom of the view, with the title; “Unassigned Shifts”. • Drag & drop to allocate and remove shifts from employees.

• The left side of the Horizontal view, displays all employees working in the chosen week and the total number of hours they are scheduled to work for that week.

Re-assigning shifts

An already scheduled shift can be reassigned by following the steps below:

1. Click the shift to highlight it.

2. Select where you want to move the shift. Either to another employee or back to unassigned shifts.

NB: Double clicking a shift will open the shift edit view!

2) Vertical view (HR)

• The Vertical view is designed for creating templates by adding and dragging shifts directly in the view.

• A shift can be moved during a day by dragging the shift.

• Shifts can be extended or shortened by stretching the beginning or end of the shift.

• A light green shift is a template shift, which needs to be allocated to an employee.

• The left side of the view shows a split of Juicers working in the bar on a regular basis and external Juicers who have recently taken a shift in the bar but are not part of the regular team.

• An external Juicer will only be visible on this list when having a shift in the week chosen.

• By hovering the mouse over a Juicer’s name, all the employee’s shifts will automatically be highlighted in the shiftplan view.

• A dark green shift indicates that the shift has been allocated to an employee.

• Other colors on the shift indicate tags which can be set by clicking the shift to open (see TAGS & ADD-ONS)

• The opening hours of the bar are indicated with white fields. Grey indicates hours outside of opening hours.

Juicer Contact Card

By clicking a Juicer’s name in both shift plan views, a contact card appears with the basic Juicer contact information such as Juicer ID, hiring period, and contact information. A Juicer can be added as a regular part of the team by pressing the + in the upper right corner of the Juicer profile card and removed by pressing the —.

Editing of shifts

• To edit a shift first click on them to unlock editing mode.

• Clicking a shift opens a view where you can set the length of the shift.

• Drag and drop the green dots to set the shift length o Alternatively use the fixed Length Shift options for a quicker set-up.

• Add a Juicer from another bar by searching for the Juicer’s name.

• A shift can be divided into two shifts by pressing and placing the green dot where the shift needs to be split.

• In most cases, you should normally never remove a shift, only the employee assigned to a shift.

Tags & Add ons

Salary Supplements

In accordance with individual country laws and union agreements, salary add-ons will apply to either specific shift types, specific weekdays, or certain hours during the day. Most add-ons will automatically apply when planning the shift, such as add-ons which are determined by a weekday, a period during a day, or a specific workplace.

In circumstances where add-ons are not automated they will show on the “Add tag” list when opening the shift view. To add a tag:

1) Click the specific shift where the tag shall apply.

2) Press the tag required.

3) Register in what time period the add-on applies to. When adding a tag, the shift will display the add-on for the chosen period.

NB: A tag should never be applied unless applicable in the specific country and should never be used for color-coding!

• Automated add-ons do not show on Workplanner.

• Manual add-ons, used through tagging a shift, are displayed with the color to indicate the specific tag.

1) Shift with no manual add on.
2) Shift indicating that a manual add on has been registered.

Productivity

The shiftplan template delivered by HR is based on the store’s productivity from the same days of the month last year. Productivity is basically the number of products made per hour.

These numbers are analyzed through the Productivity Grid along with the recent development of the store being considered which then becomes the optimal shiftplan template. That optimal shiftplantemplate is a very accurate prediction of how busy the store will be for every hour. Although there can be deviations so this is where the manager should use their own opinion and local experience to come with possible suggestions for changes.

Another aspect of Productivity is week-to-week observations. If there are sudden changes to the flow of the traffic in specific hours of the day, it is the manager’s responsibility to notify the Regional Manager or HR about the changing circumstances.

This is important because being over or understaffed has a negative effect on both the team and the guests visiting the store. Being overstaffed causes the team to become slack due to having less to do and not being challenged or stimulated enough while working. Being understaffed will create a bad vibe within the team and dissatisfied Juicers, which ultimately affects the guest’s experience. Having the optimal shiftplan stimulates the Juicers to have more fun while working and develop them as a result due to keeping sharp on shift.

Sum Up: Productivity

• The shiftplan template is based on data from last year and recent developments.

• Productivity is the number of products made per hour.

• The template is only an accurate prediction for an optimal shiftplan so the manager needs to provide feedback to adjust it if necessary.

• It is the manager’s responsibility to observe the productivity of the hours to then request adjustments to the HR/RM.

Team Positioning

Team Positioning is a vital part of shiftplanning. When making the shiftplan, a great deal of consideration needs to be given before assigning shifts to the different Juicers within the team.

You want to balance the days, so the bar has the strongest team on at all times while also allowing less experienced Juicers to work shifts that can aid their development. At the same time, you should always keep the balance by pairing lesser skilled Juicers with stronger team members or management. The last situation you want to have is two Prospect JQs alone on shift.

Team Positioning is determined through the MoneyBall system. You want to have the strongest team working in the bar at all times when creating the shiftplan but it can be difficult to execute based on the Juicers available.

To help create a better overview of Team Positioning, each position has a point value. When all points are added together, this makes it easier to recognize the level of the team on shift. The basic requirement is to at least reach zero in sum to make the minimum shiftplan. Although, the higher the sum is the stronger the team such as +1 or +2.

Position Values

Prospect JQ = -1
JQ = 0
SM = 1
BM = 1

This means that the minimum/weakest shiftplans which can be made are the following listed in the schedule below. All are based on hitting 0 (zero) in the sum.

Use this as a tool for making the shiftplan to ensure a good Team Positioning.

Sum Up: Team Positioning

• Team Positioning is based on the MoneyBall system by adding different values to each position.

• The lowest acceptable Team Positioning is a sum of 0 (zero).

• When making the shiftplan, Team Positioning needs to be taken into account to have the most optimal team on shift at all times.

All Deadlines:

These are all the deadlines for Shiftplanning. Remember that the deadlines are not the specific time the task should be carried out but in fact the very last opportunity to execute the task. Plan these deadlines into your calendar so the task is executed in time and never comes as a surprise.

• Change of shifts – at 17.00 the day before the shift

• Confirm the week – at 09:00 every Monday.

• Receive shiftplan Template from HR – 15th of every month.

• Receive Days Off and vacation requests from Juicers – 15th of every month.

• Close off the salary period – 23.59 on the last day of the salary period.

• Close off the month – at 23.59 on the last day of the month.

• Shiftplan to be made 2 months ahead – before 23.59 on the last day of the month.

How to train

1) Trainee reads through the Shiftplanning Module.

2) Trainer goes through every point within the Shiftplanning Module.

3) Trainee will have the Shiftplanning Deadline Test

4) Trainer will show trainee how to administrate shifts and close off days.

5) Trainer will overlook the creation of the forthcoming shiftplan while also assessing the trainee’s ability with handling, Team Positioning, Days Off, vacation structures, and shiftplan templates received by HR.

6) Trainer signs off the trainee and confirms trainee’s newly acquired responsibility.

Test (in a separate document)

1) What is the deadline for the Change of Shifts?

2) What is the deadline for the closing of the week?

3) Which date will you receive the Shiftplan Template from HR?

4) Which date should you receive the Vacation and Days Off requests from the Juicers?

5) What is the deadline for closing off the salary period?

6) What is the deadline for closing off the month?

7) What is the deadline for making the shiftplan each month?

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