Key Takeaways
- Forecast your staffing needs accurately based on historical data and projected sales.
- Create a flexible schedule that can adapt to unexpected changes in demand.
- Communicate schedules clearly and promptly to your team.
- Have a plan for handling employee call-outs and no-shows.
How to Schedule Restaurant Staff for the Summer Rush (Free Template Included!)
The sizzle of burgers on the grill. The clinking of glasses. The endless stream of customers eager to enjoy the sunshine and a meal out. The summer rush is a double-edged sword for restaurant owners. While it brings a surge in revenue, it also brings the challenge of managing restaurant summer staffing to ensure you can handle the increased volume and provide excellent service.
Picture this: It’s a scorching Saturday in July. The lunch crowd is already piling up at the door, and the dinner rush is just around the corner. Suddenly, your lead server calls in sick. A busser is running late. The kitchen is slammed. Chaos ensues. Sound familiar? This is the reality for many restaurants during peak season, and effective summer rush schedule management is key to survival. This is why having a robust restaurant staffing template is more critical than ever.
1. Forecasting Your Staffing Needs
The foundation of any successful summer schedule is accurate forecasting. Guessing at staffing needs is a recipe for disaster. Overstaffing leads to wasted labor costs, while understaffing results in stressed employees, long wait times, and unhappy customers.
A. Analyzing Historical Data
The best place to start is with your past performance. Review your sales data from previous summers. Look at:
- Peak days and times
- Average customer counts
- Average ticket size
Identify trends. Did Tuesdays always have a slow lunch, but Friday nights were consistently packed? Did certain holidays see a massive spike in business? Use this data to inform your projections for the upcoming summer. Remember, you can find a lot of useful info if you can easily track your labor costs. You can discover the hidden savings in your labor budget. If you’ve never looked closely at the numbers, you may find that you need to re-think how you schedule! In fact, one of the first things you should do is to learn How Many Staff Do You Need? A Simple Cafe Staffing Calculator to kick things off.
B. Accounting for External Factors
Beyond historical data, consider external factors that might influence your business, such as:
- Local events (concerts, festivals, sporting events)
- School holidays
- Weather forecasts (sunny days = more business!)
- Changes in your menu or promotions
For example, if you’re located near a popular beach, anticipate a significant increase in business on weekends and holidays. Build some buffer into your scheduling process! If you anticipate an unusually hot summer, prepare for an increase in demand. Be proactive, not reactive.
2. Building a Flexible Schedule
Even with the best forecasting, the summer rush is unpredictable. You need a schedule that can adapt to changing circumstances.
A. Utilizing Part-Time Staff
Part-time employees can be invaluable during peak hours. Schedule them for the busiest shifts to cover the extra demand. When you hire, consider what hours they’re willing to work. Learn How to Schedule Part-Time Employees Alongside Full-Time Staff for some helpful ideas.
B. Offering Split Shifts (and Avoiding Them)
Split shifts can be useful for covering long hours, but they can also be unpopular with employees. If you use them, be mindful of the impact on morale and ensure fair compensation. Learn What Is a Split Shift? Rules, Benefits, and When to Use It to consider the best way to handle these shifts.
C. Creating a System for Shift Swaps
Life happens. Employees need to request time off or swap shifts. Implement a clear and easy-to-use system for shift swaps. A policy, which you can easily create, makes this process smoother. You can find a How to Create a Shift Swap Policy (With Free Template) right here.
Pro Tip: Encourage open communication with your team. Let them know you’re open to their feedback on the schedule. This builds trust and can help you identify potential problems before they arise. In turn, this will help reduce the number of last-minute shift changes. Read more about this in our article on How to Fix Last-Minute Shift Changes and Reduce Scheduling Headaches.
3. Communicating Schedules Effectively
A clear and easily accessible schedule is crucial. Poor communication creates chaos!
A. Choosing the Right Platform
Forget spreadsheets and whiteboards. These methods are time-consuming to update, difficult to share, and prone to errors. Consider a digital scheduling solution. This will make it easy to manage your restaurant’s staffing during the summer rush. You can learn more about this in our article: Spreadsheet vs. App for Scheduling: Which is Right for Your Restaurant?
B. Posting Schedules in Advance
Give your employees ample notice. Aim to post the schedule at least a week or two in advance. This allows them to plan their personal lives and request time off if needed. This can even help reduce How Better Scheduling Reduces Employee Turnover in Restaurants.
C. Using Digital Notifications
Automated notifications are your best friend. Send instant reminders to employees about their shifts and any changes to the schedule. This minimizes confusion and reduces the likelihood of no-shows. If your restaurant operates 24/7 or late into the night, you may want to have a Free Night Shift Schedule Template for 6 Employees.
4. Handling Unexpected Issues
No matter how well you plan, things will go wrong. Be prepared to handle emergencies.
A. Developing a Call-Out Policy
Have a clear policy for employee call-outs, including how to report an absence and the consequences of no-shows. It’s also important to know how to handle no-show employees. See our article: How to Handle No-Show Employees Without Losing Your Mind. See our article on 5 Proven Ways to Handle Employee Call-Outs and Keep Your Cafe Running Smoothly.
B. Establishing a Backup Plan
What will you do when a staff member calls out sick during a busy dinner service? Have a list of backup employees who are willing to cover shifts. Consider offering incentives for covering shifts, such as extra pay or preferential scheduling in the future.
C. Empowering Your Team
Train your employees to handle common issues, such as dealing with a complaint or handling a rush of customers. The more prepared your team is, the less reliant you’ll be on managing every detail. You can even find out Restaurant Opening and Closing Shift Checklist (Free Download) to improve the process!
There’s a faster way
Shifty handles shift scheduling, swap requests, and team notifications — all from your phone. Built specifically for cafes and restaurants.
5. Optimizing Labor Costs
Labor costs are a significant expense for restaurants, especially during the summer. By taking steps to control these costs, you can improve your profitability.
A. Tracking Hours Accurately
Ensure that all employees are clocking in and out accurately. Implement a timekeeping system to avoid errors and disputes. You can even consider implementing 3 Ways to Improve Employee Timekeeping Accuracy and Reduce Payroll Errors. This can really impact your bottom line.
B. Analyzing Labor Data
Regularly review your labor costs to identify areas for improvement. Are you overstaffed during certain shifts? Are you paying too much overtime? Use this data to adjust your scheduling practices. Also, How Better Scheduling Reduces Employee Turnover in Restaurants by keeping employees happy.
C. Utilizing Smart Scheduling Techniques
Explore tools and strategies to optimize your schedule, such as:
- Predictive scheduling: Use historical data and sales forecasts to predict the number of staff you need during peak hours.
- Skill-based scheduling: Schedule employees with the appropriate skills for the tasks at hand.
You can even learn How Smart Scheduling Can Cut Your Restaurant Labor Costs by 15%!
6. Finding the Right Tools
Manual scheduling using spreadsheets is time-consuming, prone to errors, and difficult to manage. It’s often difficult to stay organized when using outdated systems. Consider switching to a modern scheduling solution.
A. The Power of Automation
A scheduling app can automate many of the time-consuming tasks associated with creating and managing schedules, such as:
- Creating schedules quickly
- Managing employee availability
- Handling shift swaps
- Sending notifications
B. Team Communication
These apps typically improve communication. They provide an easy way to communicate with employees about their shifts, changes to the schedule, and other important information. This can reduce the number of errors and misunderstandings that occur.
C. Cost Savings
While you may think of this as an extra expense, the truth is that it may save you money. By optimizing your schedule and reducing errors, you can realize savings from reduced labor costs and improved efficiency.
Frequently Asked Questions
How far in advance should I post the summer schedule?
Aim to post the schedule at least two weeks in advance, but one week is the absolute minimum. This allows your team to plan their personal lives and request time off.
How can I handle unexpected staff shortages during the summer?
Have a list of on-call employees who are willing to cover shifts. Also, consider creating an emergency response plan that covers the most likely scenarios.
What is the best way to handle employee availability requests?
Use an employee availability form to collect availability information upfront. Then, incorporate that information into your scheduling process. Shifty’s mobile app makes it easy to manage availability requests.
How can I reduce the time I spend on scheduling?
Embrace automation. A scheduling app will dramatically reduce the time spent creating and managing schedules, allowing you to focus on other aspects of your business.
Next Steps: Action Plan for Summer Success
- Analyze Your Data: Gather your sales data from the past summers and identify peak periods and staffing needs.
- Create a Draft Schedule: Use your historical data and projected sales to create a draft schedule for the next 8-12 weeks. Be sure to consider peak days/times and potential events in your area.
- Try a scheduling app like Shifty to save 3+ hours per week and get your schedule done in minutes.
Stop losing hours to scheduling
Shifty is free for small teams. Build your first schedule in under 5 minutes — your team gets notified instantly.
