Managing staff availability and fluctuating demand crushes profit margins. An inefficient schedule leads to overworked staff, unhappy customers, and wasted money. You need a schedule that works for your team and your bottom line.
Use Data to Predict Your Needs
Guessing staffing needs hurts your business. Look at past sales, guest counts, and labor data. Lavu POS tracks every transaction. It provides critical insights. Marty, Lavu’s AI, identifies peak hours and slow periods. This data shows exactly when you need more or fewer staff. For example, if Tuesday lunch consistently generates $500 in sales with 20 covers, you know your staffing baseline.
Compare labor cost percentage against sales. If you spent $200 on labor for $1000 in sales, your labor cost is 20%. Aim for 25-35% of gross revenue, depending on your concept. Marty can highlight when your labor percentage is too high or too low for specific shifts. This prevents overstaffing at slow times. It saves real money.
Understand Your Staff’s Strengths and Availability
Your team members are not interchangeable. Each person has specific skills and preferred shifts. Collect availability requests early. Consider cross-training. A server who can bartend provides flexibility during unexpected rushes.
Happy staff reduces turnover. High turnover costs money in training new hires. A server earning $15/hour needs consistent shifts. A fair schedule respects personal lives. It ensures the right person works the right job, like a skilled expediter during a busy Friday night dinner rush.
Predict Customer Traffic
Sales data is your friend. Look beyond just the numbers. Consider holidays, local events, and seasonal changes. A major sporting event nearby means more takeout orders. A holiday weekend brings increased family dining.
Marty helps here by flagging patterns you might miss. It can predict an upcoming surge in coffee sales based on weather forecasts. Adjusting your schedule based on these predictions means you are prepared. This prevents a $1000 hour of sales from being missed due to inadequate staffing.
Determine Your Labor Cost Targets
Every dollar counts in a restaurant. Your labor cost budget is a percentage of your projected sales. If your ideal labor cost is 30% and you project $10,000 in weekly sales, your labor budget is $3,000. Break this down by day and shift.
Don’t just meet the percentage. Focus on actual dollars. An extra server during a slow Monday might only cost $60. If sales are only $200, your labor percentage skyrockets to 30%. This eats into your overall profit margin. Lavu POS provides real-time labor cost tracking. You see where you stand hourly.
Construct the Schedule
Start with your key positions: head chef, general manager, lead bartender. Fill in busy shifts first. Then, fill in the rest based on projected demand and employee availability. Ensure adequate breaks for all staff. Follow local labor laws for breaks and minors.
Avoid “clopenings” if possible. These lead to burnout. Use scheduling software. Lavu offers integration with powerful scheduling tools. This ensures fair distribution of popular and less popular shifts.
Share and Refine the Schedule
Post the schedule well in advance. At least a week out is ideal. Make it accessible to everyone. Allow for feedback. Sometimes an employee spots an error. An open dialogue fosters trust and reduces last-minute changes.
Be ready to adapt. Life happens. Someone gets sick. A big party unexpectedly walks in. Have a contingency plan. A designated on-call person can save a busy shift from disaster. Marty can alert you to unexpected dips or surges in sales. This prompts quick staffing adjustments.
FAQ
What is a good labor cost percentage for restaurants?
Generally, 25-35% of gross revenue is a good target. This varies by restaurant type and concept.
How far in advance should I post a schedule?
Post schedules at least one week in advance. This gives your team time to plan their lives.
Can technology help with restaurant scheduling?
Yes, absolutely. Lavu POS provides sales data, and Marty AI offers predictive analytics.
How do I handle last-minute call-outs?
Yes, have a contingency plan. Keep a list of on-call staff and cross-trained employees.
Should I factor in employee preferences?
Yes, respecting preferences improves morale. Happy staff are more productive.
How often should I review my scheduling strategy?
Review it weekly against actual sales. Make larger adjustments quarterly or seasonally.
