How do you make a restaurant schedule?
Steps to Build a Schedule
First, forecast customer traffic for each day and daypart using historical sales data, reservations, and local events. This helps you determine how many staff you need per shift. Next, list all shifts that need coverage, including opening, mid, and closing shifts for each position.
Then, assign employees to shifts based on their availability, skills, and seniority. Consider labor laws regarding minors, break requirements, and overtime. Aim to balance hours fairly while meeting business needs. Finally, review the schedule for conflicts, get manager approval, and post it in advance.
- Forecast sales and labor needs
- Identify required shifts and positions
- Collect employee availability and time-off requests
- Assign shifts fairly, considering skills and legal constraints
- Review and adjust for conflicts
- Post and communicate the schedule
Tools and Best Practices
You can create schedules manually using spreadsheets, but scheduling software can automate much of the process, reduce errors, and help with compliance. Many tools integrate with POS systems to forecast labor needs and allow employees to swap shifts or request time off via mobile apps.
Best practices include posting schedules at least two weeks in advance, keeping open communication, and allowing shift swaps with manager approval. Track labor costs and adjust as needed to stay within budget. Consistency and fairness in scheduling help boost morale and reduce turnover.
Common mistakes
- Creating schedules at the last minute, which leads to confusion and understaffing.
- Ignoring employee availability and preferences, causing call-outs and resentment.
- Overlooking labor laws, such as minor work hour restrictions or break requirements.
