Stock management is the practice of tracking and controlling inventory. The main goal is to monitor and control the goods and stock so that new stock can be ordered as required to maintain the right numbers and quantities at all times.
To effectively control the stocks, proper stock management software may be required. With this, organizations may save costs associated with human errors. Stock management applies to every item a business uses to produce its products or services.
A stock management software will give a structured method of accounting for all incoming and outgoing inventory which will have a great impact on your business.
With Pazo’s Stock Room Management feature you can easily:-
– Retail inventory management on the Pazo Web and App.
– Track your inward and outward stock count.
– Download complete day-wise and site-wise reports.
Here are a few points on how it can help your business
You can keep track of your stock in real-time
Analyze stock data any time and anywhere
Plan the demand accurately with the available data
Avoid the shortage of stock
Prevent excess storage of stock
Manage stocks of multiple locations
Reduce the cost of management
Stock Room Management Best Practices:
Below mentioned are the details on how to manage the Stock Room on the Pazo Web App?
Stocks can be updated on a newly introduced stock room management page which can be found in the setup menu, the user is given an option to add stocks one by one or through bulk upload.
A mail trigger is auto-added on reorder quantity of stock item(s) i.e. when a reordered quantity goes below the specified limit, an auto-generated mail will be triggered to Site Admin(s) & Super Admin with the stock count when permissions are set. An email will be sent to the user on a daily basis until the stock is refilled.
Consolidated excel reports of the stock room can be downloaded by selecting the site and date. The downloaded report will display date wise consumption for all stock items.
Users with “field user permissions” can perform Stock Inward & Outward operations from the Mobile App
How to update stock count on Pazo Mobile App?
Users with “field user permissions” can do a Stock Inward or Outward through Mobile App once a Stock Item has been added through WebApp
To manage stock, Click (+) icon on-site dashboard, visit a stock room and scan a location QR code from mobile app to perform an Inward or Outward operation of the stock.
When a Location is scanned, the user can view the list of items and their availability in that Stock Room.
Users can do an Inward or Outward of the stock items from a StockRoom- Inward will allow users to add a quantity of an Item and Outward will allow users to subtract the quantity from the available stock.
Conditional logic is a standardized procedure to simply flows. By setting rules for your processes and updating the outcome based on selected conditions, it is easy to simplify the complicated list. When the condition is triggered all optional tasks can be automatically hidden and show up only tasks that matched the condition.
In our checklist, we have introduced conditional logic to create truly dynamic checklists based on the logic of “if one of” and “if not one of”.
There is no limitation for adding sub-questions and multiple conditions can be applied for the main question.
Responsive checklists are more powerful. You can create multiple conditional logic rules and create a flow to control how exactly the branch of the question/answer to be set.
Conditional logic makes viewing and selecting the form are easier.
How to set up conditional logic on the Pazo web app?
User(s) can choose from the following conditions while applying logic to a question (Single Select or Drop-down type) within a checklist. There are two logical conditions that can be set:
Is One of- means if any of the conditions are TRUE, then sub-questions will appear on checklist submission.
Is not One of- means if any other options are chosen apart from the given set of options, then sub-questions will appear on checklist submission
For Example, let’s assume that the main question has the following list of answer options, Option 1, Option 2, Option 3, and Option 4 and we add the logic of “is one of” to Option 1 and Option 3, it will expand the branch for sub-questions then if the user selects the option 1 in the question, a branch of sub-question will be opened since it met the condition. The same way it works for the other conditional logic if set.
There is no limitation for adding sub-questions i.e. user can add any number of sub-questions for 1 main question
Multiple conditions can be applied for 1 main question
Note: – The condition can only be applied to the main question.
The Checklist report will also include the details of the sub-question. If the sub-questions are left unanswered then the cell will be blank
When submitting your checklist, if a condition is TRUE, only then the sub-questions will appear on the Checklist Submit screen to answer.
How retailers are currently managing the workforce
What factors affect staff, staff schedules, and budgeting
Why an activity-based approach is the best way to improve store operations and customer service
How to improve store operations
The retail industry is constantly evolving and there have been a lot of changes in terms of workforce demand, tools, and processes. As a retailer, when you see new innovations in the industry, it also brings in new challenges. In store-operations need to be at best to provide more customer satisfaction. One of the important aspects of retail operations is to understand and improve labor scheduling.
Studies have shown that introducing the lean concept to retail operations helps reduce operating costs by 15%. What is lean retailing, you ask? Lean retailing can be achieved by focusing on a more data-driven approach by understanding what your customer’s needs are and using that to have products sold at your store. Competition is on the rise and customers expect higher service quality. Focusing on labour scheduling and budgeting as a part of enhancing workforce management can boost productivity and in turn help retailers achieve operational excellence.
What Is The Current Workforce Management Scenario In Retail?
Creating accurate schedules and budgets for your staff can be complex and even experienced retailers in the industry see room for improvement. While commercial software and solutions can be useful in keeping a track of employee attendance and managing payroll, usually provide generic schedules that don’t take fluctuations in workload and store-specific factors into consideration. This results in high labour costs, inconsistent customer service, and unhappy customers.
Having better predictability on the skills and the number of employees needed at each store outlet on a day-to-day basis can be powerful insights for retailers. Why you ask? Because with this precise information, labour costs can be lowered.
Many have begun to realize that a data-driven approach is a way to go. By taking a close look at the store activities, some retail COOs have been able to improve customer satisfaction and save between 4-12% of operational costs.
What Challenges Do You Usually Face?
In order to create unique weekly staffing schedules, many retailers use workforce-management software. Workforce-management Softwares generate schedules based on revenue forecasts and assign more employees during days or hours when the sales projection is the highest. Although revenue is a good criterion for staff scheduling, it doesn’t provide sufficient insight because customers have different buying patterns on different days and hours. This is why there needs to be a more personalized approach to scheduling your in-store staff.
Most retailers also don’t have a system in place to account for the time taken to complete tasks in specific stores – like the distance an employee needs to cover to get to the storeroom or the number of elevators employees can use to carry products to the sales floor. There are often instances where the same tasks can take a different amount of time to be completed depending on individual factors, even if the different store locations bring in the same revenue.
Labour budgets are another thing that is not well-aligned with a store’s current reality. The usual way how many retailers allocate labour budgets is based on a certain percentage of sales. Store managers then provide their insights based on their experience and judgment for adjustments to be made. As this approach relies considerably on the store managers’ intuition, there are times when some stores are unfairly penalized. McKinsey’s findings show that this approach can lead up to 30% of differences in labour costs among stores
What Is The Solution To Better Operations or How to improve store operations?
As an innovative retailer, you should understand that off-the-shelf workforce management solutions will not work in the long-run. Work towards personalizing the shopping experience and realize that a similar activity-based approach can help revolutionize labour scheduling and budgeting. With an activity-based approach, you make a staff schedule based on changing workload. This way, the right employees will be doing the right tasks in the optimal time frame. This approach will also allow retailers to allocate more accurate labour budgets for each store. Four things every COO and head of operations need to have in place before using am activity-based approach to achieve operational excellence are:
Workload Calculations: Store-specific estimates of how much time it takes to complete tasks taking predefined services and process standards into consideration
Reliable Forecasts:Insights that can help enhance each store’s value and volume based on store-manager experience and regression models. The revenue generated in each department, hour, etc. can be a good example
Flexible Workforce:Have staff that can adapt to changing schedules. Apart from full-time employees, you should also have sufficient part-time and temporary staff
Powerful Performance:All the systems and process should have clear targets on productivity and service-level tasks so that you can ensure that all stores are informed and comply with the set plan
The pre-requisites mentioned can seem challenging but focusing on accurate workload calculations can help improve store operations.
Calculating Workloads Accurately
Having accurate workload calculations take each store’s uniqueness into consideration and sets an expectation for optimal performance. When you use an activity-based approach for staff scheduling, every store will have a standard time allotted to each task. To this, we add any additional time needed, based on individual store factors.
Setting a standard time for activities for all the stores in your network serves as a best-practice benchmark. Observing in-store activities can help in making any changes needed to individual locations. A detailed work schedule can be created by focusing on those tasks that take up the most workload.
Once a plan is developed, it can then be introduced into a task-management app designed for the deskless workforce working in each store. Routine operations can easily be scheduled to be completed by specific employees and departments at the right time and location with the help of Pazo. The easy-to-use interface allows every employee to complete the necessary activities at the optimal time, boosting productivity, reducing labour costs and ensuring that customer satisfaction and brand standards are consistently maintained in every store.
An activity-based approach is a good foundation for better staff scheduling and budgeting that can be improved with time. It will allow you to A/B test analyses in the event of changes in the process or service level standards. Having this new approach gives management teams accurate insights into store activities and will allow in having detailed and practical discussions when labour budgets or service-level targets.
Focusing on labour scheduling and budgeting as a part of enhancing workforce management can boost productivity and in turn help retailers achieve operational excellence.
Most traditional retailers face are not able to have the best productivity in their stores as generic workforce scheduling software mainly relies on revenue forecasts to create employee schedules. They also lack to account the time taken to complete tasks in specific stores
Labour budgets are another thing that is not well-aligned with a store’s current reality. The usual way how many retailers allocate labour budgets is based on a certain percentage of sales. Store managers then provide their insights based on their experience and judgment for adjustments to be made.
Having an activity-based approach on workforce scheduling not only helps in maintaining consistent in-store productivity and customer delight but also improves employee satisfaction and keeps labour costs under control.
Pazo has gotten quite a makeover since our last update and we’re excited to let you know how we’re striving to be better than we were yesterday. Here’s what new with Pazo 8.0:
1. User Onboarding For Web App
Now, first-time users will find it easier to understand how Pazo works, from the first go! With the newly launched Pazo onboarding, you will now be able to take a tour of Pazo while we take you step-by-step to get you acquainted with the system.
2. Modified UI in Mobile App
With the UI enhancements, now it’s easier for users to distinguish the different drafts saved on the dashboard. You will now be able to distinguish between saved drafts by the first answer, if the answers are a single select option, number, drop-down or a short text, by default.
3. Customised Web App Custom Dashboard
Data comparison is important while refining routine operations. This is why we have introduced a few new graphs on the custom dashboard in the web app. The new graphs we have added are:
Flagged issues graph: In the issue data graph, you can now view and compare all issues raised on flags. This graph will also include issues auto-raised on flags as well as issues manually raised on flags
Flags resolved graph: In the checklist data graph, you will now be able to data on all the flags resolved. This graph will also include auto-resolved flags when the issue status changes, as well as flags, resolved manually. The same graph can be created for a particular checklist as well
Checklist score percentage: You can now add checklist scoring graphs for consolidated checklist score as well as individual scoring checklists
It is now easy to compare individual preferences on the desired date ranges like the previous period, previous year and custom date ranges. You can also add up to three fields within a graph to help in more accurate comparison. All the new graphs are optimised for reduced loading time so you can access the data you need without a long wait.
4. Enhancements in the Web Tabular Dashboard
We have now made it easier for zonal heads to view data more clearly. With the new enhancements on the tabular dashboard, you can now view and compare data zone-wise (according to site groups). The Zone View allows you to view a List of Site Groups wise information. Clicking on any Number in will allow you to view the Site Level Information of the selected Zone
You can also download an excel report for Weekly/Monthly schedules from the Tabular Dashboard
1. Scan QR Code To View Location History
You can now view location history by scanning the QR code. Based on your department permissions, scanning the QR code will give you access to view all checklists submitted & issues raised at a particular location. You can also apply the desired filter to view only issues or submitted checklists. The location history will provide data as far back the day the location was created.
2. Raise Issues on Submitted Checklist Images
Previously it was not possible to raise issues on images submitted via checklist. Now, you can raise an issue from the checklist report page on the submitted images. All you need to do is to click on any image submitted to raise an issue. You can also annotate the image on Mobile App and mark inconsistencies if any
3. New videos field in Checklist Submission
We have introduced a new video feature when checklists are being submitted. With the help of this feature, users submitting a checklist will be able to record a live video up to 1 minute long as an answer type. Submitted videos can be viewed in the Gallery and reports page.
4. Make Image Attachments Mandatory
You can now make a maximum of 3 images as a mandatory option for every answer field when a checklist is being submitted. Make sure you check the ‘Attachments Mandatory’ option for specific questions. During checklist submission, attachments will be mandatory only when a question is answered.
5. Expand & Collapse Group Options
Now it’s easy for users to expand or collapse a group of questions while submitting a checklist. In order to make the process easier, the most recent status of the expanded or collapsed group is retained until the final submission of the checklist. Whenever you revisit the checklist, you don’t have to manually expand a previously used group again.
6. Choose Pre-Made Checklist Templates
Now Super Admins can choose a pre-defined checklist template without having to create a new one from scratch. You can choose an industry type and view the list of available checklist templates. Checklists can also be selected one at a time and saved to make it available for scheduling. All saved checklists will be available on the Manage Checklists page
7. Checklist Image Gallery Modifications
It’s now easy to filter images by flags in the image gallery. All flagged images and the images
attached along with a flagged field will be shown when this filter is applied.
Other Important Updates:
1. Integrate Google Sheets As a Trigger
With our new Google Sheets integration, you can now send checklist submission details directly to a Google Sheet of your choice. To add Google Sheets as a trigger, you must grant permission to access your google sheets. The google sheets trigger can only be modified by the user who created it.
2. Receive User Report Via Email for Gamification
We have added a feature to add a user report as part of the attachments in your Weekly Summary Emails. The user report will be sent to Super Admins, Site Admins and Viewers as per site and department permissions.
The Users Excel contains the following information:
Active Users information such checklists submitted, issues raised, reviews done, the average time taken for checklist submission, etc.
Site Wise List of Leaders and Laggards based
List of Inactive Users which haven’t logged in to App or performed any activity on either Web App or Mobile App for the last 30 days
3. Email Notifications For Issues Raised
Now users with Issue Requester permissions will get an email notification on their registered Email account whenever an Issue is raised by themselves. If a user doesn’t have an email registered, then no Email must be received. This is a default trigger, i.e. there is no setting for this anywhere in the system. The Email format will be the same as the one which is sent to the user who has Raised an Issue
4. Add Site-Specific Logos
With this new feature, Super Admins and Site Admins can add site-specific logos in the “Add Sites” page. These logos will appear on locations QR downloads
Do you have suggestions on features you’d like to see in our future updates? Let us know in the comments below!
Updated on Mar 03rd,2020 | 12:41 PM
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