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| A Tip20! Original Article |
Scheduling Basics
for Restaurant Managers
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by J.D. Marshall
Tip20! Contributer
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One of the hardest things for a new restaurant manager to do , is to learn the basics of scheduling. How many servers do I put on the floor? How many line cooks, dishwashers etc? We will try to guide you through this mind numbing experience with as little pain as possible.
Most restaurants will already have established guidelines for scheduling and the tools you need to setup and build the schedule. The guidelines should include some or all of the following. |
- No overtime – this will demolish your labor budget
- Requests – for time off, certain stations etc. Remember requests are just that a request. Try to honor them but the business comes first.
- Sections or Stations - a floor plan with a set number of tables
- Shifts – day/night with set employees for both shifts (some employees might work both shifts)
- Schedule Posting – a set time and day for posting schedule and a designated place to display it
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| Now before you sit down to start your schedule, gather together the tools you will need. |
- Request forms – for time off etc
- Reservation log book – so you can schedule better for large parties and heavy volume days/nights
- Calendar – check for holidays and good for posting local events that may effect your business
- Blank schedule – paper or computer program
- Pencil – if doing on paper ( you may want to try it this way if your first time)
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Let’s get started. Your schedule setup should look similar to this. We will pretend it’s for the evening servers.
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| Date |
Day |
Day |
Day |
Day |
Day |
Day |
Day |
| Name |
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| Name |
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| Name |
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| Name |
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Last Years Covers.
Same Day |
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Fill in the date with the corresponding week. Then the days (your schedule may not always begin on Sunday) across the top. List all servers down the left hand side (you should put them in order of seniority). Log in last years covers along the bottom. This will give you an idea of the volume to expect for that day.
Next step is to fill in the requested time off (RO) or the days that you know that an employee cannot work (X), you can use any legends you want. Starting with the first day of the schedule and using your reservation book, your calendar, along with your projected covers, determine how many servers you will need. Fill in the start time and the assigned station (1) (2) etc. Be sure to give yourself at least one on call (o/c) person for each shift.
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| May 7 - 13 |
Sun |
Mon |
Tue |
Wed |
Thu |
Fri |
Sat |
| Mary |
RO |
4:00(2) |
4:00(3) |
X |
4:00(1) |
4:00(3) |
4:00(2) |
| John |
4:00(1) |
4:00(3) |
4:00 (2) |
4:00(2) |
4:00(2) |
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| Pete |
4:00(2) |
X |
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O/C 4:15 |
4:00(3) |
4:00(2) |
4:00(1) |
| Lisa |
4:00(3) |
4:00(1) |
4:00(1) |
RO |
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4:00(1) |
4:00(3) |
| Last Years Covers. Same Day |
99 |
76 |
88 |
91 |
145 |
256 |
274 |
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This is how your schedule should look when completed. Be sure to go over each day and make sure you have each station covered. Add each of the servers projected hours across, remember no overtime. If it looks good to you, post it.
Congratulations, you have completed your schedule. Pat yourself on the back and go home tonight knowing that you have the restaurant floor covered. |
(J.D. is a long time veteran of the restaurant wars. Though not known for his writing skills he is always willing to share his wit and wisdom about the restaurant industry. You can find many of his thoughts and comments at Tip20.com. Have a question or comment for J.D.? Contact him at tiptopmanager@america.hm. Or log on to Tip20.com)
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