What the worksheet does
The worksheet turns a staffing change into three numbers: a monthly cost for each model, a monthly difference, and a payback period. It works by hand or in a spreadsheet.
The monthly figures use the same formulas as the staffing cost calculator. You can run the calculator and copy its results into steps 2 to 4.
Every number below is an example. None of them is a typical, average or industry figure. They exist only to show the arithmetic.
Before you start
Gather these records for each self storage facility you plan to change:
- Payroll for on-site staff, including hours actually worked per week.
- Quotes or invoices for remote access control, cameras, call handling and management software.
- Quotes for any one-time work, such as hardware, installation, wiring or training.
- The weekly hours a remote team would need to cover your portfolio.
If you do not yet know a number, use a range. Run the worksheet at the low end and the high end.
Step 1: Record your inputs
Fill in the right-hand column with your own figures. The middle column is an example only.
| Input | Example value (replace with yours) | Your value |
|---|---|---|
| A. On-site hourly wage | Example: $17.50 | |
| B. On-site hours per week, per facility | Example: 45 | |
| C. Number of facilities | Example: 3 | |
| D. Remote staff hours per week (whole portfolio) | Example: 40 | |
| E. Remote hourly wage | Example: $21.00 | |
| F. Monthly software and access-control cost (whole portfolio) | Example: $900 | |
| G. Hybrid on-site hours per week, per facility | Example: 8 | |
| H. One-time cost to switch | Example: $40,000 |
Inputs A to G match the calculator fields exactly. Input H is used only in step 5.
For F, include only monthly costs that are new or that change under the remote or hybrid model. Software you pay for either way does not belong here.
Step 2: Monthly on-site cost
The formula is: On-site = A × B × C × 52 ÷ 12.
The 52 ÷ 12 factor converts a weekly figure into an average month of about 4.333 weeks.
Example arithmetic:
- $17.50 × 45 hours = $787.50 per facility per week.
- $787.50 × 3 facilities = $2,362.50 per week.
- $2,362.50 × 52 = $122,850 per year.
- $122,850 ÷ 12 = $10,237.50 per month (example).
Step 3: Monthly remote cost
The formula is: Remote = E × D × 52 ÷ 12 + F.
Example arithmetic:
- $21.00 × 40 hours = $840 per week for the whole portfolio.
- $840 × 52 = $43,680 per year.
- $43,680 ÷ 12 = $3,640 per month.
- $3,640 + $900 software = $4,540 per month (example).
Step 4: Monthly hybrid cost
The formula is: Hybrid = Remote + (A × G × C × 52 ÷ 12).
Hybrid keeps a remote team and adds some on-site hours at each facility.
Example arithmetic:
- $17.50 × 8 hours × 3 facilities = $420 per week.
- $420 × 52 = $21,840 per year.
- $21,840 ÷ 12 = $1,820 per month.
- $4,540 remote + $1,820 = $6,360 per month (example).
Step 5: Monthly differences
The formulas are: Difference (remote) = On-site − Remote, and Difference (hybrid) = On-site − Hybrid.
A positive result means the alternative costs less each month. A negative result means it costs more, and there is no payback.
- Example remote difference: $10,237.50 − $4,540 = $5,697.50 per month.
- Example hybrid difference: $10,237.50 − $6,360 = $3,877.50 per month.
Step 6: One-time costs and payback
The calculator shows monthly costs only. Switching models usually also has one-time costs. List them before you estimate payback.
One-time costs to list
- Access-control hardware, such as keypads, gate controllers or smart locks.
- Cameras, recorders, network equipment and installation.
- Kiosk hardware, if you plan to use one.
- Setup or onboarding fees from software vendors.
- Staff time for training and for writing new procedures.
- Severance or transition costs, if staffing changes.
Add these to get input H. Use quotes, not estimates, wherever you can.
The payback method
The formula is: Payback months = one-time cost ÷ monthly difference.
Use it only when the monthly difference is positive.
- Example remote payback: $40,000 ÷ $5,697.50 ≈ 7.0 months.
- Example hybrid payback: $40,000 ÷ $3,877.50 ≈ 10.3 months.
The hybrid model in this example has the same one-time cost. In practice the two may differ. Use a separate H for each model if they do.
Step 7: Test your assumptions
Single-point estimates hide risk. Change the inputs you are least sure about and rerun steps 3 to 6.
Remote hours are often the hardest to predict. In the example, suppose remote hours double from 40 to 80 per week.
- $21.00 × 80 × 52 ÷ 12 = $7,280 per month.
- $7,280 + $900 = $8,180 remote cost (example).
- $10,237.50 − $8,180 = $2,057.50 monthly difference (example).
- $40,000 ÷ $2,057.50 ≈ 19.4 months payback (example).
Doubling one input in this example nearly tripled the payback period. Your own inputs may be more or less sensitive.
Other inputs worth testing:
- A higher software cost after an introductory price ends.
- More hybrid on-site hours than planned.
- A higher one-time cost if installation runs over.
Example summary
| Model | Example monthly cost | Example monthly difference vs on-site | Example payback on $40,000 |
|---|---|---|---|
| On-site | $10,237.50 | — | — |
| Remote | $4,540.00 | $5,697.50 | ≈ 7.0 months |
| Hybrid | $6,360.00 | $3,877.50 | ≈ 10.3 months |
| Remote, hours doubled | $8,180.00 | $2,057.50 | ≈ 19.4 months |
What the formulas leave out
The formulas compare labor and new monthly costs. They do not capture everything that changes when a self storage facility goes remote.
- Payroll taxes and benefits. The wage inputs are hourly wages only. Raise them to a fully loaded cost if you want these counted.
- Overtime and cover. Sick days, holidays and turnover are not modelled.
- Revenue effects. Changes in rentals, occupancy, collections or rates are not included. They can outweigh labor savings in either direction.
- Tasks that still need a person. Lockouts, auctions, cleaning, repairs and emergencies still need someone on site. Count those hours under hybrid hours or in your remote plan.
- Risk and service. Security incidents, tenant complaints and response times have costs the formulas cannot price.
- Financing and replacement. Interest on borrowed money and the lifespan of hardware are not included.
- Time value of money. The simple payback method ignores it. Use a discounted method if the payback period is long.
Treat the result as one input to the decision, not the decision itself. Before cutting on-site hours, confirm readiness with the automation readiness checklist. Compare coverage trade-offs in staffing models compared.
Frequently asked questions
Are the example numbers typical for self storage?
No. They were chosen only to make the arithmetic easy to follow. Replace every value with your own.
Why does the worksheet use 52 ÷ 12?
It converts weekly hours into an average month of about 4.333 weeks. That matches the staffing cost calculator.
What if the monthly difference is negative?
Then the alternative model costs more each month on these inputs. There is no payback on cost alone.
Should I include software I already pay for?
No. Include only monthly costs that are new or that change. Otherwise the remote model looks more expensive than it is.
How do I handle facilities with different hours?
Run the worksheet once per group of similar facilities. Add the monthly costs and one-time costs before working out payback.
Is simple payback enough to make the decision?
It is a quick screen. For large or long-payback projects, ask your accountant about discounted cash flow methods.
Sources
- No external facts are cited on this page. All figures are examples, and the formulas match the site's staffing cost calculator.