ReThink Productivity Podcast
In this exciting podcast, Simon Hedaux from ReThink Productivity shares his insights and strategies for improving productivity and efficiency in the retail and hospitality industries. With the help of clients, partners, and the ReThink team, Simon covers everything from measuring and tracking productivity to developing and implementing effective strategies.
Whether you're a business owner, manager, or employee, this podcast is a must-listen for anyone who wants to learn how to get more done and improve their bottom line.
Here's what you can expect to learn:
- How to measure and track productivity
- Proven strategies for improving efficiency and reducing waste
- How to create a culture of productivity and innovation
- Tips for motivating and engaging your team
- Real-world examples of how other businesses have used ReThink Productivity to achieve success
Don't miss out on this opportunity to learn from the experts and get ahead of the curve with your own business.
ReThink Productivity Podcast
ReThink Revealed - Ep1. Workload Labour Models - Karen
This episode of ReThink revealed focuses on how workload modelling can empower businesses to optimise their workforce effectively.
• Introduction to workload modelling and its significance
• Karen’s journey in becoming an expert in the field
• Importance of accurate data in building a successful model
• Real-world examples showcasing the impact of labour models
• Karen’s top tips for maintaining workload models
• Introduction to ReBudget: A new cloud-based solution for modelling
• Differences between Excel-based and cloud-based approaches
• Empowering clients through continuous learning and support
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Welcome to Rethink Revealed a brand new podcast series from Rethink Productivity that will delve into the minds of our productivity specialists to ask the deepest of productivity questions.
Speaker 2:And I'm your host.
Speaker 1:James Bradbury-Willis, Head of Business Development at Rethink. I'm a marketing and sales professional and I'm keen to get the inside story from the people powering productivity Today. I welcome Karen to Rethink Revealed. She is our Workload Labour Model Specialist, who has over 20 years of experience within operations and workload modelling. Her extensive expertise in designing and implementing workload models makes her the ideal choice to get the podcast series underway. So let's get stuck in, Aaron. Welcome to Rethink Revealed. How are you?
Speaker 2:I'm good, thank you, are you?
Speaker 1:Yeah, very good. It's a bit of a cold snap here at the moment, but I'm keeping warm, so that's good. How about yourself?
Speaker 2:Yeah, same here.
Speaker 1:Oh, well done, well done. Thank you for joining me today on Rethink Revealed this brand new podcast from Rethink. We're going to start off, karen. I just wonder if you could introduce yourself and just tell us a little bit about your background and how you became an expert in workload labour modelling.
Speaker 2:Yeah, so I'm Karen. So I've worked with Rethink for a couple of years now. So prior to that I spent 20 plus years working for a leading health and beauty retailer. So during that time I completed various NVQs, did Prince II, did a degree in business and finance, and I guess I started by spending a few years in store getting the first-hand experience of the retail environment, and I guess I was lucky enough that I had the support office on my doorstep so it was an easy transition for me to move there. I completed quite a few roles when I moved to the support office, mainly always around the store operations function, and the majority of that time I was either looking after stock operations or working on or managing the team that produced the workload labour models. So that was for both the UK business, the ROI business, and I helped out with the opticians models as well.
Speaker 1:Well, fab, I mean that sounds very impressive and I think would I guess that if you were going on something like Mastermind, you would use labour modelling as your specialty question.
Speaker 2:Yeah, or.
Speaker 1:Excel. So what led you to join Rethink?
Speaker 2:So when I worked at my previous company, I worked with both Simon and Sue in this area, so obviously I had the connections, which is a great move then when you move to a new business, and I guess that's the role that I always enjoyed the most. So I've always enjoyed doing the workload modeling bit the majority of the time.
Speaker 1:Leading on from that, then, what would you say is the most rewarding part of your, of your role? You know?
Speaker 2:I think when you get to hand over a completed model to a customer and you get to train them and help them maintain it, so the feedback that they give you as well is always really great about what it's done to improve their role. So often people will always pick up on how quickly they can now do scenario modelling, and it really helps with that. I guess what their business agenda is, and I guess for me personally. I always love it when I can crack a really complicated formula that I've been working on for ages and I know I need to do something, but I can't quite work out how to do it, so actually cracking that is quite rewarding as well.
Speaker 1:Nice, yeah, I can imagine the satisfaction there of getting it over the line and obviously with those with the, with your formulas, as you said, but also just seeing the improvements that your model can actually give to a business, I can imagine that is really rewarding. Karen, we're going to move on to the quick fire questions round and I just want really quick answers. Are you ready? Quick fire questions. What's your most used excel function?
Speaker 2:I think the if function. So it's if you do this, if you do that, it just gives you different options to build one calculation in various different ways excellent, excellent.
Speaker 1:If excel was a person, how would you describe them in three words? So I would say flexible and dependable and helpful, and if you could only use one of these the rest of your life, which would it be Copy, paste, undo or select all?
Speaker 2:Undo. You often need to undo because the calculations might not necessarily do what you want them to, so it's a handy little tool.
Speaker 1:Oh gosh, it's amazing. I'm a big fan of undo, but I couldn't separate it from copy paste. Like what would I do without copy a copy paste? I have no idea what's one thing about workload modeling that would surprise most people.
Speaker 2:It's probably a lot simpler than people think it is. So, yeah, I think people kind of probably over build in their heads what it is. So as long as you just follow in a structure and you stick to it, you're OK.
Speaker 1:So, Karen, thanks for that. That's awesome. We're going to move over to the Q&A and discussion, the main point of the podcast today. For those unfamiliar, can you explain what a workload model is and why it's so important for businesses?
Speaker 2:Sure. So a workload model. It enables you to have the right number of people available to complete all of your tasks. So, for example, if you've got a target to process 1,000 TIL transactions and it might take you a minute to complete each transaction, then you'd need 16.6 hours of colleague and if that's then at £12.21 an hour, that's £203 a week. You'd then look at all of your add-ons.
Speaker 2:So a made-up number. If you need to add on 15% to cover things such as holidays and sickness pension, ni, all of a sudden that's £234 a week that you'd need for that one activity. So you need to build up for each location and each activity the number of hours that you'd need for that one activity. So you need to build up for each location and each activity the number of hours that you need and then turn it into costs and then you can use that to schedule your people in the best way to meet the demands of your business. So it isn't about trying to save costs at all. It's almost using what you've got and trying to distribute it in the fairest way for your people.
Speaker 1:And how do you use data provided by, sometimes by clients or most likely from our productivity consultants, to develop these models?
Speaker 2:So the Rethink study data is a massive part of the model, so we need to be confident that we've got this right. So that's both Rethink and the customer. So we use the study data in a few ways so it can come up with things such as one minute that we need for the till transaction, and that would always include industry standard things on top. So, as well as the time to complete that activity, we'd be looking at allowances for colleague fatigue, for example. So all of that would be built in, and so the study would then also give us things such as how long do you managers spend managing versus how long do they spend doing? So that means that they're free to do all the tasks. So all of that can get built into the model.
Speaker 2:And customers data is really important as well. So we need to make sure that for every location that we're building and for every week, we've got really robust volume data in there to make sure that we've got something to build all of the activities from. So it's quite important if you can phase it as well. So if you end up with the same data every week, it's not necessarily reflective of what's true in your business, so you might have things such as higher footfall at Christmas, or you might be closed on all of your bank holidays. By building in all of those variables, we can give you a weekly model. So the data is really, really important.
Speaker 1:It becomes much more accurate then. I suppose yeah, okay, great. So what are some of the key sectors you take into account when calculating your workload models for a task or department?
Speaker 2:We might look at things such as does it apply to everybody? You might have tasks that you only do in your big locations versus your little locations. You might need to look at things such as is anything coming along the line so we know, for example, in week 20, we're going to roll out a new initiative and that will alter how we currently work. And then, I guess, have we got the data to support those robust calculations as well? So that's both from our studies and from the client. Again, that data it always comes back to. That is a massive, massive part of getting the model right.
Speaker 1:Can you share a recent example of how a labour model helps a client?
Speaker 2:Sure. So one of the things that we offer is a subscription service for our customers. So that means that I build the model but then continue to work with them to update it for them. And we had an occasion where the customer came back and said we're looking at implementing a new initiative, but the finance team wants to know really quickly what impact that initiative is going to have. So we sat down together to look at the project and almost work through the model and what tasks would change. So it might be they might go up, they might go down, so what impact will it have on hours and on people? They might go down. So what impact will it have on hours and on people? So what that meant is they were then able to really quickly go back to the finance team and give them a number that they were confident to stand behind and were then able to put into that investment paper.
Speaker 1:Can labour models be used in other sectors, like in all sectors, and if so, what's the process for ensuring these models are adaptable?
Speaker 2:Yeah, so I guess we've worked across quite a few different sectors. So just the ones that I've worked on myself have been retailers, which is always the main one, pharmacies, opticians. We've had vets, which is obviously quite different, hotels, restaurants, warehouses, security teams. So there's loads of different sectors that we've worked with, but the basic structure of a model is always the same. So it's always about that data gathering, coming up with your rules, coming up with your calculations. It's just then using that basic structure and personalizing it to the business. So even if you've got two retailers, they're not going to be the same because everybody's got their own way of doing things. So it's adapting everything to make sure that it's completely specific to that company. So when we start to build a model, I'll sit down with the customer and we'll have a scoping session and we'll flush all of that information out so that we can make it completely specific to them.
Speaker 1:As you said before, although they follow the same principles. I like the fact that they might have the same structure, but you are taking every single individual business, in different nuances, into account when building them.
Speaker 2:Yeah, you almost start from scratch every single time because you need to make it specific for that customer.
Speaker 1:So how does a workload labour model contribute to a company's overall productivity strategy?
Speaker 2:So the workload model should be a key contributor to the strategy. So you'll know what you need to deliver and the model is a key part of how you're going to deliver it. So it will show you in real terms the labour hours and the costs that you need to complete everything that you're going to ask of your people. And if you can't afford it, you can always look at well, where can we remove things? So how can we simplify things to remove cost? Or, on the flip side, you might actually have money to invest, so where can you look for growth areas to put more money into your model?
Speaker 1:We're going to move into what I'm calling really originally top three tips. So, karen, I'm just wondering if you'd be able to give us your top three tips for workload modelling, please In three.
Speaker 2:Make sure whoever manages your model is really confident in how it works and how they're going to maintain it. So if they haven't got that confidence and understand it fully, it almost gets forgotten really quickly because people find it easier to stick with what they know.
Speaker 2:So make sure that your data is readily available. So it needs to be robust and you need to make sure that you've agreed who's responsible for updating it at regular intervals. So it might mean that you need to schedule time in people's diaries so that they can get the data for you. I guess when you do get that data, you can't just load it. You need to validate it. So you need to be confident that that data is right. So you might find that when you look at it you've got transmission failures which have given you a few dodgy weeks with negative values or missing data. So you might need to sit and work through, make sure absolutely everything is spot on before you load it.
Speaker 2:And I guess, as a side point, one thing that I always do is keep a log of where I've got the data from and what I've changed in it, because a few months down the line you are completely going to forget what you've loaded and why you changed what you changed. Number one tip so just keep your model alive. So many people say they've got a model but we don't really do anything with it, so it's a complete wasted opportunity for them. So if you know, you're going to roll out coffee machines into your shops. Well, have you considered how much workload that is for the colleague on the shop floor to maintain it, to clean it? Who's paying for that? So just make sure that it's in all of your conversations.
Speaker 1:So, Karen, with the launch of ReBudget, it would be daft for us not to talk about it, and I know you've been heavily involved in the development of the system, so can you tell me what is ReBudget?
Speaker 2:Yeah, sure. So I guess for years now we've been offering our workload labour model in Excel only. So now what we're working on is a software as a service solution, so it'll be cloud-based, and that is ReBudget. A software as a service solution, so it'll be cloud-based, and that is ReBudget. So it will basically give our customers the ability to have two workload labour model solutions that they can choose from and pick the one that greater suits their needs.
Speaker 1:Okay, so how does ReBudget help businesses manage their workload? Labour models.
Speaker 2:So ReBudget will give you a basic template and it will help you walk through each build stage.
Speaker 2:So we'll start to build up the requirements which will create your budget.
Speaker 2:So, for example, we'll set up your calendar, we'll put in the first day of your model and the last day do you want a daily version or a weekly version? And it will walk us through all of those stages until we've got all of the requirements and all of the data that we need. And then we'll start to us through all of those stages until we've got all of the requirements and all of the data that we need, and then we'll start to work through all of the calculations. So it will take you through step by step and give you the budget at the end of it, and it'll have different user authorization levels within it as well. So that might mean that I can create the budget and then I could send it to you, james, to almost review it and feedback, and I can then either build your changes in or reject them. So it gives us that greater flexibility to work how you want to work, and it will be able to feed through to any workforce management solution, as the Excel one does now as well.
Speaker 1:Right. How does ReBududget offline compare with rebudget online, and which version is best suited for different businesses needs?
Speaker 2:um, well, I guess both are amazing solutions worth exploring and both will give you business massive benefits. So it's what works for you. So the excel version is obviously tried and tested. It's quick to use and, being in excel, it means you can adapt the model to include whatever you want it to and you can almost make the look and feel more specific for you as well. So the online rebudget solution being a software solution, it will have a bit more of the professional look and feel about it because it is that software solution and it will come with a little bit less flexibility for that reason. But it's one that we can almost develop as we go and as users give us more insights into it.
Speaker 2:So it's got that greater level of security, which will obviously be big news for the IT teams. They will obviously prefer that greater level of security and the fact I mentioned that we'll be able to build in the access levels so we'll know who's in it and what they're allowed to do and what they're not allowed to do. I guess sometimes people can find Excel a little bit scary and hard to use. Often I'll be at conferences and people will say, oh, we did have a model but we've not updated it. It's a bit hard to maintain. We don't use it too much, so this will probably give people a lot more confidence because it's walking you through each step. It's a lot more intuitive, so you don't need as much of the Excel knowledge.
Speaker 2:In terms of how easy then is ReBudget for someone who is completely new to workload modelling then is rebudget for someone who is completely new to workload modeling so it's very easy to use. Obviously we'll always be on hand to help and to offer the training and support so nobody will ever be on their own. Um and people, whether it's the excel or the rebudget version, they're part of that journey. So customers validate it along the way. So they often realize that they know more than they thought they did by the time we're ready to hand over and. But I think the main thing is around that excel confidence. So that does put people off sometimes.
Speaker 2:With the excel version, this will still need, I guess, a certain level of maths basic understanding. You're still going to need to be able to to do basic calculations, check your workings, which I would always do. I'd always check everything I've done on a calculator to make sure the model does what I want it to. But you probably don't need as much of an in-depth knowledge of excel and things like that. So it's more intuitive. It will help you along the way exciting.
Speaker 1:I mean it sounds brilliant. Can't wait to see it firsthand and, yeah, you know, see how we can help businesses moving forward. Thanks, karen.
Speaker 2:Yes, it's going to be good.
Speaker 1:Well, that's it for Rethink.
Speaker 2:Revealed I hope you found it insightful.
Speaker 1:And, like me, you learned something new. You can find great podcasts from Rethink Productivity on our website, which I'll link in the show description, along with the music we used today. I'll hopefully catch you again soon for the next episode of Rethink Revealed. Until then, bye, bye.
