Creating schedules in a restaurant can be challenging, but doing it strategically is essential. A well-planned schedule ensures that each shift is adequately staffed, optimizes labor costs, improves the work environment, and, most importantly, enhances the customer experience. In this guide, we explore the most effective scheduling techniques and strategies for U.S. restaurants, explained step-by-step.
1. Know Your Peak Hours: The Foundation of an Effective Schedule
Identifying your busiest times is key to determining the number of staff needed at each moment.
- Example: If your restaurant is busiest from 12:00 p.m. to 2:00 p.m. and again from 6:00 p.m. to 9:00 p.m., make sure you have more employees available during these hours.
- Tip: Track sales and customer numbers by hour over a month to identify patterns. Smart POS systems can provide this data without additional effort. It’s essential to choose a POS that provides insights such as peak sales hours, top-selling dishes, and sales by server, as this information is crucial for planning.
2. Implement Flexible Schedules to Reduce Costs
Having flexible staff who can cover multiple roles is an advantage that helps you reduce labor costs.
- Example: Hire employees who can assist in various areas, like servers who can also help at the bar or with cleaning.
- Tip: Schedule these employees on high-activity days to cover different areas without needing additional fixed staff. Beyond assigning multiple tasks, ensure your team is well-trained, and leverage their skills strategically to maximize results.
3. Project Payroll Costs and Stay Within Budget
Projecting payroll costs for each shift prevents unforeseen expenses.
- Example: Before confirming a schedule, review the day’s payroll costs and compare them to your budget. If costs are too high, adjust by reducing staff during slower hours.
- Tip: Use projection tools like ATHOZ to compare estimated costs with actual costs in real-time, making adjustments to avoid end-of-month surprises.
4. Assign Shifts Based on Team Productivity
Assigning shifts according to each employee’s experience and skills improves overall performance.
- Example: If a server is highly efficient, assign them more hours during peak times and fewer during off-peak times.
- Tip: Employee satisfaction increases when they work in positions where they feel comfortable and productive. Also, avoid scheduling employees for consecutive shifts if they closed late the night before; performance will improve with appropriate scheduling.
5. Automate Shift Assignments
An automated scheduling system like ATHOZ makes scheduling easier and reduces errors in calculating hours.
- Example: ATHOZ automatically projects daily hours and payroll costs, adjusting shifts to prevent overtime and optimize staff distribution.
- Tip: Automation not only saves time but also reduces errors, lowering labor costs and ensuring precise planning.
6. Communicate Schedules in Advance
Ensure all employees know their schedules well in advance to avoid unexpected absences.
- Example: Communicating schedules a week in advance allows employees to plan and reduces the risk of last-minute absences.
- Tip: With ATHOZ, employees can view their schedules and request changes directly from their profile, increasing accountability and reducing confusion.
7. Review and Adjust Weekly
Evaluate schedules each week and make necessary adjustments based on performance and profitability.
- Example: If you notice that a particular shift is overstaffed, adjust the schedule for the following week and observe the impact on efficiency and profitability.
- Tip: Weekly reviews of attendance and payroll reports ensure that you have the ideal team size for each shift.
Practical Example: Payroll Control Based on Sales
Let’s say you project sales of $50,000 for the next week, with an ideal payroll percentage of 30%. This means labor costs should not exceed $15,000.
Note: Payroll percentages depend on the type of restaurant, concept, and other factors. This example is for illustration purposes; in real life, different restaurant types (full-service, quick-service, family) may have varying percentages.
Step 1: Determine the Payroll Budget
- Projected Sales: $50,000
- Maximum Payroll Budget: $50,000 x 0.30 = $15,000
Step 2: Allocate Shifts Within Budget
Imagine distributing $15,000 for weekly salaries:
- Kitchen: 4 people x 40 hours = 160 hours x $15 = $2,400
- Customer Service: 6 people x 30 hours = 180 hours x $12 = $2,160
- Cleaning: 2 people x 20 hours = 40 hours x $10 = $400
Step 3: Ensure Budget Compliance
Total: $4,960. You may allow for more hours or staff based on demand but avoid exceeding the payroll limit.
Using tools like ATHOZ lets you project costs before finalizing schedules, compare actual hours in real-time, and adjust payroll to meet planned targets. While technology simplifies the process, it’s essential to know how to make the most of it.
8. Create Task Checklists to Optimize Shift Time
A checklist ensures everyone completes their tasks each shift, preventing delays for the next shift.
- Example: An opening checklist might include cleaning and preparation tasks, while closing focuses on organizing the kitchen.
- Tip: ATHOZ allows electronic checklists, ensuring that every key task is completed in real-time, eliminating oversights, and boosting efficiency.
9. Evaluate Shift Performance and Make Changes as Needed
Each shift is unique, and evaluating its performance is key to constant improvement.
- Example: If the afternoon shift generates fewer sales than the evening shift, consider reducing staff during that time and reallocating them to higher-revenue shifts.
- Tip: Use ATHOZ reports to analyze each shift’s performance and make data-driven decisions.
Conclusion
Creating effective restaurant schedules goes beyond assigning shifts. A well-structured schedule helps optimize costs, enhance customer experience, and maintain satisfied employees. With advanced technology like ATHOZ and a focus on productivity, achieving a profitable and efficient operation is possible.
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