13 Tips To Optimize Restaurant Operations Management

Luke Januschka

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January 20, 2025
Two chefs in a professional kitchen prepare ingredients, demonstrating efficient restaurant operations management
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Running a restaurant is like conducting an orchestra. Every section must work in perfect harmony.

Restaurant operations management coordinates all these moving parts to create a seamless dining experience.

Did you know that about 17% of restaurants fail within their first year? Poor operations management is often the culprit.

From inventory shortages to staffing issues, the challenges can pile up fast.

But here’s the good news: We’ve compiled 13 battle-tested tips to streamline your operations.

These aren’t just theories – they’re practical solutions from successful restaurant owners and managers.

#1 – Establish Standard Operating Procedures (SOPs)

Clear SOPs are the backbone of smooth restaurant operations management. A well-documented system helps your staff work efficiently and consistently.

Start by mapping out every process in your restaurant. Break down complex tasks into simple, actionable steps that anyone can follow.

Here’s what your basic SOP framework should include:

  • Daily opening checklist (equipment checks, prep work, cleaning)
  • Service period protocols (order taking, food handling, customer service)
  • Closing duties (inventory count, cleaning, security measures)

For example, a morning prep SOP might look like:

  • 6:00 AM – Check all equipment temperatures
  • 6:15 AM – Review prep list and pull ingredients
  • 6:30 AM – Begin mise en place for lunch service

💡 Pro Tip:

Use digital checklists through apps like Jolt or Toast. They track completion rates and spot bottlenecks in real-time.

#2 – Simplify Your Menu 

 

A hand points to text in a leather-bound restaurant menu with white plates and wrapped silverware nearby

If you are wondering how to manage restaurant day to day operations beyond SOPs, analyzing your menu performance is the next step.

It helps identify what sells and what doesn’t.

Start by categorizing your dishes into these four groups:

  • Stars: High popularity, high profit margin
  • Puzzles: Low popularity, high profit margin
  • Workhorses: High popularity, low profit margin
  • Dogs: Low popularity, low profit margin

Remove items that consistently underperform. Keep your menu focused on dishes that maximize both kitchen efficiency and profits.

A menu is great only when it brings more customers. Market your menu for 2x more visibility with experts at Restaurant Growth.

#3 – Build Strong Supplier Relationships

Reliable suppliers are worth their weight in gold. Start by identifying 2-3 backup suppliers for each critical ingredient.

And, evaluate your current suppliers on metrics like delivery reliability (on-time delivery percentage), product quality consistency, price competitiveness, and response time to issues.

Once you have evaluated your suppliers, you can easily manage them by scheduling quarterly review meetings and tracking performance metrics monthly.

You can also negotiate better terms by:

  • Committing to minimum order quantities
  • Setting up automatic reordering systems
  • Paying invoices early (many suppliers offer 2-5% discounts).

#4 – Leverage Technology for Efficiency

Modern tech can transform your day-to-day restaurant operations. The right tools automate routine tasks and provide valuable business insights.

Essential technology investments to consider:

  • Cloud-based POS system ($50-200/month)
  • Kitchen Display Systems ($30-100/month per terminal)
  • Inventory management software ($99-199/month)
  • Staff scheduling tools ($30-50/month)

These tools boost efficiency by reducing errors, cutting ticket times, minimizing waste, and saving time on scheduling.

Note, that these prices are dynamic estimates and the numbers can vary widely on different platforms depending on various factors. 

Before investing in any tech solution, request a demo and talk to other restaurants using the system.

💡 Pro Tip:

Look for integrated systems that talk to each other. Separate systems create more work, not less.

Remember, technology should simplify operations management in the restaurant industry, not complicate it. Start with one system and master it before adding more.

#5 – Optimize Staff Scheduling

Smart scheduling can make or break your restaurant’s profitability.

Start by analyzing peak hours data from your POS system. Then, use scheduling software like 7shifts or HotSchedules to match staff levels to these peak periods.

These tools typically cost $40-70 monthly but may help reduce labor costs by 3-5%.

Finally, cross-train your servers to handle multiple roles during slower periods. A server who can bartend or host saves you from scheduling extra staff.

💡 Pro Tip:

Create “flex shifts” that can be canceled 24 hours in advance if sales forecasts are low.

#6 – Hire Right & Conduct Regular Training

Female server demonstrates excellent day to day restaurant operations management, serving cocktails to business clientele.

Your team makes or breaks the guest experience. Period.

Hire quality restaurant staff using structured interviews focusing on past experiences with operations management in restaurant industry and role-playing scenarios. 

Ask about handling difficult customers or managing busy rushes.

Create detailed onboarding checklists covering everything from menu knowledge to POS training. New hires should shadow experienced staff for at least 3 shifts.

Schedule monthly training sessions on new menu items, wine pairings, service standards or cross-functional learning. Record these for future reference.

Invest in leadership development for promising team members.

Programs like ServSafe Manager certification cost around $150 but help develop valuable skills.

Save thousands of $$ in recruiting, training, and retaining restaurant staff by learning how to do it right with 1:1 coaching by industry veterans.

#7 – Implement Inventory Control Best Practices

Poor inventory management eats into profits faster than you can say “food cost.”

Set par levels for each ingredient based on average usage plus 20% safety stock. Update these quarterly as menu items and seasons change.

Use the FIFO (First-In, First-Out) method religiously. It is an inventory costing system where the items purchased first are recorded as sold first. To implement FIFO:

  • Log the purchase date and cost for each inventory item
  • When selling inventory, apply the cost of the oldest items first
  • Update inventory records so the newest costs apply to items still on hand.


This alone can help reduce waste by 10-15%.

Next, track inventory turnover ratios for key items. Most restaurants aim for 4-8 turns per month.

Here’s an inventory tracking template to get you started!

Finally, adjust ordering based on upcoming events, weather forecasts, and historical data. Hot weather typically boosts beverage sales while cold weather boosts sales for comforting foods and soups.

#8 – Streamline Food Preparation

Efficient prep work keeps service running smoothly and customers happy. So, create detailed prep lists with exact quantities needed for each shift.

Include photos of proper portioning and plating standards. Post clear food safety guidelines at each station and monitor critical control points like cooking temperatures and holding times.

You could also use color-coded cutting boards and storage containers to prevent cross-contamination. Replace these items every 6 months.

Finally, meeting food safety regulations isn’t optional – it’s crucial. Schedule regular staff training on proper food handling and storage temperatures.

And, keep detailed HACCP (Hazard Analysis and Critical Control Points) logs for critical control points.

These logs track time and temperature for cooking, cooling, reheating, and holding foods. Employees fill them out at established intervals to verify standards are met at each critical control point. 

Here’s a practical daily prep checklist:

  • Check walk-in temperatures (morning and evening)
  • Sanitize all prep surfaces before starting
  • Label and date all prepped items
  • Monitor food temperatures during prep
  • Store items at proper heights in refrigerators.

💡 Pro Tip:

Use prep sheets that list exactly how much to prepare based on sales forecasts. This prevents both shortages and waste.

#9 – Optimize Floor Plans

Your restaurant layout directly impacts day to day restaurant operations and customer satisfaction.

For example, the kitchen layout should follow a logical flow from prep to plating. Position high-traffic stations like the grill and fryer within easy reach of each other. Place prep areas near storage for quick ingredient access.

Front-of-house design needs careful consideration too. Allow 18-24 inches between occupied chairs for comfortable guest movement. Space tables at least 4 feet apart to maintain service paths.

Create dedicated zones for cleaning supplies and equipment storage. Install sanitizing stations at strategic points throughout the restaurant. And, position bus stations within 15-20 feet of dining areas.

Also, consider ADA requirements when putting together your restaurant’s floor plans to avoid hefty fines. 

 

#10 – Personalize Customer Experience

Server personalizing customer experience during day to day restaurant operations, smiling & serving coffee in bright cafe

Studies show that personalized experiences increase customer spending. So, start collecting data about your guests’ preferences through your POS system.

Improve customer experience by tracking

  • Favorite dishes
  • Visit frequency
  • Special occasions.

     

Use this information to provide tailored recommendations and special offers. A restaurant marketing agency can be of great help here.

Train your staff to remember regular customers’ names and preferences.

Even a simple “Welcome back, John! Your usual table?” creates lasting impressions.

Find out here the 8 steps of service that create loyal diners and returning customers. 

Make your guests feel special through efficient marketing that hits the spot and boosts your bottom line.

#11 – Utilize Customer and Staff Feedback

Your team and customers hold valuable insights for improvement. And, regular feedback keeps day-to-day operations of a restaurant on track and its reputation intact.

Set up regular feedback channels through digital surveys and suggestion boxes.

Aim for a 15% response rate from customers.

Hold weekly staff meetings to discuss operational challenges. Create an anonymous suggestion box for honest employee input.

Use a structured feedback form covering key areas like food quality, service speed, and cleanliness. Track trends over time to spot recurring issues.

Platforms like Google Reviews and other restaurant review sites can help provide real-time insights.

Respond to all reviews within 24 hours – positive or negative.

Don’t lose your calm over bad reviews. Learn how to handle negative reviews for your restaurant. Read now.

#12 – Monitor Key Performance Indicators (KPIs)

Track these essential metrics daily when managing day to day operations of a restaurant:

Use your POS system’s reporting features to monitor these KPIs. Make data-driven decisions based on these numbers, not gut feelings.

Go beyond the basics and know exactly where to look with expert 1:1 coaching and webinars.

#13 – Foster a Positive Workplace Culture

Two cafe staff members in denim shirts share a positive moment while reviewing day to day restaurant operations on tablet.

Happy employees create happy customers. Studies show that restaurants with high employee satisfaction report higher customer satisfaction scores.

So, it is important to foster a positive workplace culture.

Implement recognition programs that reward outstanding performance. Monthly “Server of the Month” awards with cash bonuses boost motivation.

Offer growth opportunities through cross-training programs. Create a supportive environment where staff feel comfortable sharing ideas and concerns. This reduces turnover and improves service quality.

Remember, successful restaurant operations management combines efficient systems with motivated teams. Keep measuring, adjusting, and improving based on real data and feedback.

Marketing Your Operational Excellence For Visibility & Sales

Now that you’ve nailed your restaurant’s operations management, what’s next?

Your operational strengths can become powerful marketing tools.

A study revealed that 45% of diners have visited a new restaurant based solely on its online presence.

Thus, showcasing your mastery of restaurant management is a huge opportunity.

Restaurant Growth’s multi-channel marketing approach has helped partners achieve up to 3X profits through strategic visibility campaigns.

From highlighting your sustainable practices to promoting consistent fast service, we create targeted campaigns that convert operational excellence into profits.

And for new restaurant owners who want to learn the ropes with a mentor, our 1:1 coaching sessions provide tailored guidance on optimizing systems pre-launch.

Remember: Great operations deserve great marketing. Let’s make sure your customers know exactly why they should choose you.

Book a free strategy call today!

FAQs

How to manage restaurant day-to-day operations for small restaurants?

To optimize day to day restaurant operations, small restaurants should create detailed systems and processes for all tasks. Start by mapping out key processes like opening/closing duties into simple checklists. Tools like digital task managers help track completion rates and identify bottlenecks. Focus training on peak hours and cross-train staff for flexibility.

How to overcome common challenges in operations management in the restaurant industry?

Solutions include simplifying menu engineering to focus on profitable and efficient dishes. Build relationships with reliable suppliers to ensure quality ingredients. Modern restaurant operations software can also automate tasks and provide insights to improve efficiency in restaurant operations management.

Why is it important to optimize restaurant operations management?

Smooth operations management in the restaurant industry directly impacts profitability, customer satisfaction and staff retention. Well-run restaurants waste less, serve food faster, and provide consistent service. Structured processes prevent errors while data-driven scheduling optimizes labor. Optimized ops leads to higher margins and growth when it comes to day-to-day operations of a restaurant.

What are the key areas of day-to-day restaurant operations? 

Here are some of the key areas owners should consider for day-to-day operations of a restaurant:

  • Staff Management: Hiring, training, scheduling, and retention strategies.
  • Inventory Management: Monitoring stock levels, reducing waste, and using inventory software.
  • Customer Service Excellence: Importance of staff behavior, responsiveness, and customer feedback.
  • Financial Oversight: Tracking expenses, budgeting, and profit margin optimization.
  • Kitchen Workflow Optimization: Streamlining processes for faster service and consistent quality.

Is fast food restaurant operations management difficult? 

Yes, managing day to day operations of a fast food restaurant can be demanding. Customers expect speedy service and consistent food quality. Peak hour rushes require efficient workflows and adequate staffing. However, by optimizing operations and using management software, owners can streamline operations.

How can restaurant operations management improve cost control? 

Optimized operations management in the restaurant industry reduces costs by accurate demand forecasting and inventory management. Data-driven scheduling matches labor to peak periods, cutting payroll costs. Tech solutions like POS systems and kitchen display systems boost productivity. Together these tactics improve cost control in restaurant operations management.

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Luke Januschka
Luke Januschka is a pivotal partner at Restaurant Growth, where he spearheads strategies that have generated over 30 million dollars in tracked sales for our valued restaurant clients.
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