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Topic · Business Planning for Restaurants

Staffing Levels

… for Restaurants

Objective: By the end of this lesson, students will understand how to determine appropriate staffing levels for their restaurant, taking into account factors such as peak hours, customer demand, and operational efficiency.

1. Introduction to Staffing Levels in Restaurants

Staffing levels refer to the number of employees scheduled to work during different times of the day or week in both the front-of-house (FOH) and back-of-house (BOH). Maintaining the right staffing levels is crucial for ensuring high-quality service, reducing labor costs, and maximizing efficiency during peak and off-peak hours.

Why Proper Staffing is Important:

  • Customer Satisfaction: Having the right number of staff ensures customers receive timely service and a positive dining experience.
  • Employee Efficiency: Avoiding overstaffing or understaffing helps keep employees productive without overwhelming them or leaving them with little to do.
  • Cost Control: Labor is one of the highest expenses in the restaurant industry, so managing staffing levels helps maintain profitability.

2. Key Factors in Determining Staffing Levels

a. Customer Volume and Sales Forecasting

  • Predicting Demand: Analyze your restaurant’s past sales data to forecast customer volume during different parts of the day (e.g., lunch, dinner) and week (e.g., weekends vs. weekdays). Special events, holidays, or seasonal changes should also be factored in.
  • Staff-to-Customer Ratio: Determine the appropriate number of staff members per customer for each shift. For example, one server might handle 5-7 tables during a regular shift, but this can vary depending on the type of service offered (e.g., fine dining vs. casual).

b. Type of Restaurant Service

  • Casual Dining: A casual restaurant may require fewer FOH staff as service is quicker and less formal. BOH staff will likely focus on preparing simple, high-turnover dishes.
  • Fine Dining: Fine dining typically requires a higher staff-to-guest ratio to ensure personalized service, table-side preparation, and intricate dish presentation.
  • Fast Casual/Quick Service: Fewer FOH staff may be required since much of the service involves counter service or self-service.

c. Peak and Off-Peak Hours

  • Peak Hours: These are times when the restaurant is busiest, such as lunch from 12:00 PM to 2:00 PM or dinner from 6:00 PM to 9:00 PM. You may need additional servers, cooks, and support staff (e.g., bussers, dishwashers) during these hours.
  • Off-Peak Hours: During quieter times, such as mid-afternoon or late night, you can schedule fewer staff members. However, ensure enough staff are present to handle any sudden spikes in customer volume.

d. Size of the Restaurant

  • Large Restaurant: A bigger space often requires more FOH staff to cover tables, serve customers, and handle larger parties. BOH staff may also need to increase to keep up with the volume of orders.
  • Small Restaurant: Smaller spaces may need fewer employees, but staffing must still account for covering all essential roles, such as cooking, cleaning, and guest service.

e. Menu Complexity

  • Complex Menus: Restaurants with elaborate or labor-intensive dishes will need more BOH staff, such as additional line cooks or prep cooks, to ensure timely preparation.
  • Simple Menus: A simpler menu may require fewer BOH staff, as meals can be prepared quickly and efficiently with fewer specialized skills.

3. Types of Staff Roles and Their Impact on Staffing Levels

a. Front-of-House (FOH) Roles:

  • Servers: Direct interaction with customers, taking orders, serving food, and managing tables.
  • Bartenders: Prepare drinks and may also manage food orders at the bar.
  • Hosts/Hostesses: Greet guests, manage reservations, and control seating arrangements.
  • Bussers: Clear tables, reset seating areas, and support servers during busy periods.

b. Back-of-House (BOH) Roles:

  • Chefs and Cooks: Prepare food according to the menu, manage kitchen operations, and ensure food safety standards.
  • Prep Cooks: Assist in chopping ingredients, preparing sauces, and setting up workstations.
  • Dishwashers: Clean dishes, utensils, and kitchen tools, ensuring a clean working environment.

c. Support Staff:

  • Runners: Deliver food from the kitchen to tables and assist servers when needed.
  • Expeditors: Coordinate between the kitchen and the servers to ensure dishes are delivered promptly and correctly.

4. Strategies for Optimizing Staffing Levels

a. Use a Staffing Schedule Template:

  • Create a weekly staff schedule that includes all positions, ensuring coverage during peak hours and adjusting for off-peak times.
  • Include flexibility for sudden changes, such as covering shifts for sick employees or unexpected busy periods.

b. Cross-Training Employees:

  • Cross-train employees to handle multiple roles. For example, a server might also be trained to work as a host, allowing you to shift staff based on real-time needs.
  • This reduces the need for additional hires and ensures better flexibility.

c. Use Technology:

  • POS Systems: Many modern POS systems can track customer flow and sales data, helping you predict the busiest times and adjust staffing accordingly.
  • Labor Management Software: Use software to monitor labor costs and adjust staffing levels based on sales forecasts and historical data.

d. Seasonal Staffing:

  • If your restaurant experiences seasonal fluctuations (e.g., more customers during summer), plan to hire temporary or part-time staff to meet the demand during peak seasons.
  • Create a roster of on-call employees who can fill in when the restaurant gets unexpectedly busy.

e. Evaluate Employee Performance:

  • Regularly assess staff performance to identify inefficiencies. Staff who can handle higher volumes without sacrificing service quality might help reduce the need for extra hires.

5. Common Mistakes in Staffing

a. Overstaffing:

  • Scheduling too many employees can lead to higher labor costs and employees with too little to do, resulting in lower morale.

b. Understaffing:

  • Not having enough staff during busy times leads to overwhelmed employees, slower service, and poor customer experience.

c. Ignoring Peak Variability:

  • Failing to adapt staffing levels to peak and off-peak times can cause inefficiencies. For example, too few staff during a weekend rush can hurt customer satisfaction, while overstaffing on a quiet Tuesday afternoon wastes resources.

6. Example Staffing Plan for a 50-Seat Restaurant (Casual Dining)

  • Lunch (12:00 PM – 2:00 PM):
    • 2 Servers
    • 1 Host/Hostess
    • 1 Bartender
    • 2 Line Cooks
    • 1 Dishwasher
  • Dinner (6:00 PM – 9:00 PM):
    • 4 Servers
    • 1 Host/Hostess
    • 1 Bartender
    • 3 Line Cooks
    • 1 Prep Cook
    • 2 Dishwashers
    • 1 Busser
  • Late Night (9:00 PM – 11:00 PM):
    • 2 Servers
    • 1 Bartender
    • 1 Line Cook
    • 1 Dishwasher

Conclusion

Determining the right staffing levels for a restaurant is a critical element in maintaining operational efficiency and delivering a positive guest experience. It requires careful analysis of customer flow, service type, and the roles needed to ensure smooth operation. By optimizing staffing levels, restaurants can manage labor costs while maintaining high service standards, ensuring both profitability and customer satisfaction.

Assignement!

Please refer to the Materials Section to complete your assignment.

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