For restaurant owners, labor costs are one of the biggest expenses, often accounting for 25-35% of total revenue. Cutting back on staff can lead to burnout, poor service, and lost sales. The real challenge is finding the perfect balance between being fully staffed and keeping labor costs in check.
The key is smart scheduling—strategically assigning shifts based on demand, optimizing staff productivity, and ensuring the right people are working at the right times.
Here’s how to staff your restaurant efficiently to maximize profits without overstaffing or burning out your team.
1. Track Your Sales and Labor Data to Schedule Smarter
The biggest mistake in restaurant scheduling is relying on guesswork instead of data. If you’re scheduling the same number of employees every night without considering sales trends, you’re either wasting money or leaving your team overwhelmed.
How to Use Data for Better Scheduling:
- Review sales and foot traffic trends to determine when you need more or fewer staff
- Monitor labor cost percentage and aim to keep it within 25-30% of revenue
- Track peak versus slow periods to adjust staffing levels accordingly
Using a restaurant POS system or scheduling software can help track real-time sales and labor costs, allowing for better staffing decisions.
2. Use a Tiered Scheduling Approach
Not all shifts require the same staffing levels. The best restaurants use a tiered approach, adjusting front-of-house and back-of-house coverage based on demand.
How to Structure Shifts Efficiently:
- Slow Periods (Early Week Lunches, Late Nights): Schedule a small team, such as one server, one cook, and one cashier
- Moderate Traffic (Mid-Week Dinners, Weekday Lunches): Add an extra staff member per section in case of unexpected surges
- Peak Hours (Weekend Evenings, Holiday Brunches): Schedule a full team, including support roles like food runners, hosts, and additional kitchen staff
Identifying crossover roles, such as a bartender who can also serve tables, can fill gaps without hiring additional employees.
3. Implement On-Call and Split Shifts for Flexibility
It is common for restaurant traffic to fluctuate. Some nights, business may slow down earlier than expected, while other times, an unexpected rush may leave you short-staffed.
Using on-call and split shifts allows for flexibility.
- On-Call Shifts – Keep backup employees available in case they are needed, avoiding unnecessary labor costs
- Split Shifts – Schedule employees for high-demand hours, send them home during slow times, and bring them back later
Offering incentives for staff who agree to flexible shifts, such as preferred scheduling or bonuses, can improve participation.
4. Balance Full-Time and Part-Time Employees for Cost Savings
Having too many full-time employees can increase labor costs, while relying too much on part-time workers can lead to inconsistencies in service. A mix of full-time, part-time, and seasonal employees provides balance.
The Best Staffing Mix:
- Full-time employees – Maintain a core team for stability and consistency
- Part-time workers – Use for weekend rushes, catering events, and seasonal demands
- Seasonal hires – Bring in extra help during holidays or summer months
Using floaters, employees who work flexible hours to cover different shifts, can help manage unexpected labor needs without overcommitting to full-time hires.
5. Automate Scheduling with Workforce Management Tools
Manually scheduling employees is time-consuming and inefficient. Modern scheduling software can help by predicting labor needs, auto-generating schedules based on staff availability, sending shift reminders, and tracking labor costs in real time.
Popular Restaurant Scheduling Tools:
- 7shifts – AI-driven labor forecasting and scheduling
- When I Work – Employee shift swapping and time tracking
- Homebase – Simple scheduling for small restaurants
Using mobile-friendly scheduling tools makes it easy for employees to check schedules, request time off, and swap shifts without disrupting operations.
6. Reduce Overtime by Managing Shift Hours Carefully
Unplanned overtime can significantly increase labor costs. If employees consistently exceed their scheduled hours, your scheduling strategy needs adjustment.
How to Prevent Overtime Costs:
- Keep most employees under 40 hours per week to avoid overtime pay
- Set shift length limits to prevent excessive back-to-back shifts
- Use time-tracking software to flag employees approaching overtime limits
Breaking shifts into smaller time blocks can help avoid long, draining shifts that lead to burnout and higher payroll expenses.
7. Prepare for No-Shows and Last-Minute Absences
Last-minute call-outs can disrupt operations, especially during peak hours. Having a system in place to fill gaps efficiently can prevent service disruptions.
How to Handle No-Shows Efficiently:
- Keep an emergency contact list of reliable part-time or on-call workers
- Allow employees to trade shifts through a scheduling app to improve flexibility
- Offer small bonuses or shift incentives for staff who pick up emergency shifts
Rewarding employees with perfect attendance records can also encourage reliability and reduce absenteeism.
Final Thoughts: A Smarter Approach to Restaurant Staffing
Effective restaurant scheduling is about striking a balance between labor costs and quality service. The key strategies for staffing efficiently without overspending include:
- Tracking sales and labor data to schedule based on demand
- Using a tiered scheduling approach for peak versus slow periods
- Cross-training employees to fill multiple roles
- Balancing full-time, part-time, and seasonal staff to control costs
- Automating scheduling with workforce management tools
Optimizing staff schedules not only reduces labor costs but also improves service and employee satisfaction.
