How to Build a Strong Restaurant Team from Scratch

The Foundation: Planning and Preparation

Defining Your Restaurant’s Culture and Values

Before you even think about hiring, you need to know what kind of restaurant you want to be. What’s your vibe? Are you aiming for a cozy, family-friendly atmosphere, or a chic, upscale dining experience? Your restaurant’s culture will attract a certain type of person.

• Identify Core Values: What’s important to you? Is it teamwork, customer service, quality food, or a fun work environment? Write down 3-5 core values that you want your team to embody. For example, “Respect,” “Excellence,” and “Integrity.” These will be your guiding principles.
• Create a Mission Statement: This is a short statement that explains the purpose of your restaurant. It should be inspiring and clear. Something like, “To provide exceptional food and service in a welcoming environment.”
• Develop Your Brand Voice: How will your restaurant communicate? Will it be formal or friendly, humorous or serious? This will influence how you interact with your team and customers.
• Think About Your Ideal Team Member: Based on your culture, what qualities are you looking for? Do you need someone who’s energetic and outgoing, or someone who’s meticulous and detail-oriented? This helps you tailor your job descriptions.

Writing Effective Job Descriptions

A good job description is your first point of contact with potential team members. It should be clear, concise, and compelling.

• Job Title: Be specific. Instead of “Server,” use “Experienced Wait Staff” or “Friendly Server”.
• Responsibilities: List the specific tasks and duties of the job. For example, for a server: “Taking orders, serving food and beverages, providing excellent customer service, processing payments.”
• Required Skills and Experience: Clearly state the skills needed. Do they need experience in the restaurant industry? Are there any specific qualifications required? Be honest; if experience is needed, then you can ask it.
• Desired Skills and Experience: What would be an added benefit? Experience with POS systems, knowledge of specific cuisines, or the ability to speak multiple languages?
• Work Hours: Be clear about the days and hours required for the position. This saves time and helps applicants understand what’s expected.
• Company Benefits: Mention any benefits you offer such as health insurance, paid time off, or employee discounts. This is crucial to attract top talent.
• Call to Action: Tell them how to apply. “Apply online,” “Email your resume,” or “Call for an interview.”
• Keep it Concise: Avoid long paragraphs. Use bullet points to make it easier to read.
• Use Keywords: Use terms that people will search for online, like “line cook,” “bartender,” or “dishwasher.”

Budgeting for Labor Costs

You can’t build a strong team without a solid budget.

• Calculate Your Labor Costs: Figure out how much you can spend on wages and salaries. Factor in minimum wage laws, payroll taxes, and benefits.
• Allocate Funds: Decide how much to allocate to different positions based on their importance and skill level. Chefs, for example, often command higher pay.
• Plan for Future Growth: As your restaurant grows, you’ll need to budget for new hires and potentially pay raises for existing employees.

Recruiting and Hiring

Where to Find Talent

You need to know where to look to find the right people.

• Online Job Boards: Websites like Indeed, LinkedIn, and Craigslist are good places to post job openings. These have a wide reach and will bring in a number of candidates.
• Restaurant-Specific Job Boards: Websites specializing in restaurant jobs, like Culinary Agents or Poached Jobs, can help you find candidates with experience in the industry.
• Local Culinary Schools: Connect with culinary schools and hospitality programs in your area. These institutions often have students seeking internships and entry-level positions.
• Referrals: Ask your friends, family, and contacts for recommendations. Referrals can often lead to great hires.
• Social Media: Use social media platforms like Instagram and Facebook to announce job openings.
• Walk-Ins: Place a “Now Hiring” sign in your window. You may attract people who live nearby and are actively looking for work.

Screening Applicants

You’ll get a lot of applications, so you need to screen them carefully.

• Review Resumes: Check for relevant experience, skills, and qualifications. Pay attention to details such as work history and education.
• Phone Interviews: Conduct brief phone interviews to pre-screen candidates. This can help you quickly narrow down the pool of applicants. Ask basic questions to gauge their experience and fit with your culture.
• In-Person Interviews: Conduct face-to-face interviews with your top candidates. This is your chance to assess their personality, communication skills, and overall fit.
• Ask Behavioral Questions: Ask questions that reveal how they handled past situations. For example: “Tell me about a time you had to deal with a difficult customer?” or “Describe a time when you worked well as part of a team.”
• Check References: Contact past employers to verify the candidate’s work history and performance. Make sure you get a full picture before making an offer.
• Trial Shifts: For some positions, like line cooks, ask candidates to do a trial shift. It lets you see how they perform in a real-world setting.

The Importance of the Interview Process

• Be Prepared: Have a list of questions ready and review the candidate’s resume before the interview.
• Be Professional: Create a welcoming and comfortable interview environment. Dress professionally and treat all candidates with respect.
• Ask Open-Ended Questions: This allows candidates to share more than just yes or no answers. For example, “What are you most passionate about in the food industry?”
• Listen Actively: Pay close attention to their responses and how they communicate. Their communication skills will impact how they interact with customers and coworkers.
• Be Honest About the Role: Provide a clear picture of the job and responsibilities. It will help you avoid employee dissatisfaction or high turnover.
• Follow Up: Let candidates know the timeline for the hiring process. If they’re not selected, inform them politely.

Onboarding and Training

Creating a Smooth Onboarding Experience

Onboarding is the process of integrating new hires into your team. It’s crucial for their success and satisfaction.

• Welcome Kit: Create a welcome kit with essential information, such as your restaurant’s mission statement, policies, dress code, and a map of the kitchen and dining areas.
• First Day Introduction: Take the time to introduce new hires to their team members. It helps them feel more comfortable and start building relationships.
• Job Shadowing: Pair new hires with experienced team members for a few shifts. It allows them to observe, learn, and ask questions.
• Training Checklist: Create a checklist of tasks and information that the new hire needs to learn. This helps ensure that you’re covering everything needed.
• Set Clear Expectations: Clearly explain what is expected of them in terms of job performance, attendance, and conduct.
• Provide Feedback: Give regular feedback to new employees. This helps them improve and feel valued.
• Be Available: Let new hires know that you’re available to answer questions and address any concerns.

Developing Effective Training Programs

Training is an investment in your team’s success. It can be done on the job, or in a classroom-like setting.

• Standardized Training: Create standard procedures for all positions. Everyone should be trained the same way.
• Hands-On Training: Let new hires learn by doing. Guide them as they perform their duties.
• Menu Training: Provide training on every dish, including ingredients, preparation methods, and allergy information.
• Customer Service Training: Teach your team how to handle customer inquiries, complaints, and special requests.
• Safety Procedures: Train all team members on food safety regulations, first aid, and emergency procedures.
• Point of Sale (POS) Training: If you use a POS system, provide training on how to use it effectively.
• Cross-Training: Train employees to perform multiple roles. This creates flexibility and adaptability.
• Ongoing Training: Training shouldn’t end after the initial period. Provide regular updates, workshops, and skill-development programs.

Technology for Training

• Online Training Modules: Utilize online platforms to create engaging training content. This allows employees to learn at their own pace.
• Video Tutorials: Create video tutorials demonstrating best practices. These can be great for visual learners.
• Mobile Apps: Utilize mobile apps to deliver training materials and updates. This keeps everyone informed on the latest restaurant policies.

Team Management and Motivation

Creating a Positive Work Environment

A positive work environment is essential for a strong and engaged team.

• Open Communication: Encourage open and honest communication. Create a space where team members feel comfortable sharing their ideas and concerns.
• Respect and Inclusivity: Treat all team members with respect, regardless of their role or background. Create a culture of inclusivity and diversity.
• Team Building Activities: Organize team-building activities like team lunches, games, or outings. These build camaraderie and team spirit.
• Recognition and Rewards: Recognize and reward good performance. It motivates employees to continue to perform at their best.
• Fair Scheduling: Provide fair and consistent schedules. Consider your employees’ preferences when making the schedule.
• Employee Feedback: Ask for feedback from your team regularly. This will help you understand how to make their work experience better.
• Lead by Example: As a leader, set a positive example. Demonstrate the values and behaviors you want your team to embrace.

Effective Leadership

Your role as a leader has an enormous impact on your team.

• Clarity and Vision: Communicate your vision and goals clearly to your team. Let them understand where the restaurant is headed.
• Empowerment: Empower your team to make decisions and take ownership of their work.
• Trust: Build trust with your team. Let them feel valued and supported.
• Delegation: Delegate tasks effectively and provide the necessary resources to get the job done.
• Constructive Feedback: Give regular constructive feedback that helps team members improve.
• Problem-Solving: Address issues proactively and resolve conflicts fairly.
• Be Approachable: Make sure team members know they can talk to you when they need to.

Motivating Your Team

Keeping your team motivated will reduce turnover and improve performance.

• Competitive Pay: Offer competitive pay rates and benefits packages. It will help you attract and retain top talent.
• Growth Opportunities: Provide opportunities for professional development and career advancement.
• Performance Bonuses: Recognize top performers with bonuses or incentives.
• Employee Recognition Programs: Create programs that celebrate the achievements of team members.
• Offer Flexibility: Where possible, provide flexibility in work schedules.
• Provide a Purpose: Help your team connect to the mission of your restaurant. Show them that what they do matters.
• Show Appreciation: A simple “thank you” can go a long way in making employees feel valued.

Performance Management and Continuous Improvement

Setting Performance Goals

• SMART Goals: Set goals that are Specific, Measurable, Achievable, Relevant, and Time-bound. This allows your team to focus and improve.
• Individual Goals: Set individual goals for each team member based on their roles and responsibilities.
• Team Goals: Set team goals to encourage collaboration and teamwork.
• Regular Reviews: Review performance goals with your team regularly. Give them feedback and discuss strategies for success.

Providing Feedback

• Regular Feedback Sessions: Have regular feedback sessions to discuss employee performance. Provide positive reinforcement and address any areas for improvement.
• Be Specific: Offer specific examples of what an employee is doing well and what they need to work on. Don’t offer feedback without data.
• Be Constructive: Make sure your feedback is helpful and focused on helping your team members improve. It should not be an attack on their character.
• Listen Actively: Listen to your team member’s perspective and address their concerns. It is a two-way conversation.
• Document Everything: Keep records of feedback sessions and any performance issues.

Addressing Performance Issues

• Identify the Root Cause: When an employee isn’t performing well, try to find out the root cause.
• Provide Training and Support: Offer additional training or support to help the employee improve.
• Corrective Actions: If the performance doesn’t improve, implement a plan of corrective actions that outlines what needs to change.
• Termination as a Last Resort: If all else fails, consider termination as a last resort. It is crucial to have a well-documented record.

Continuous Improvement

• Regularly Review Processes: Review and update your processes regularly.
• Seek Feedback from Your Team: Ask your team for input on how to improve operations.
• Implement Changes: Implement necessary changes based on feedback and data.
• Stay Updated: Stay up-to-date on industry best practices.
• Track Performance: Track key performance indicators (KPIs) to measure the effectiveness of your team and operations.

Learn Business: Your Partner in Success

At Learn Business (https://learn-business.org), we understand the challenges and rewards of building a business, especially in the dynamic restaurant industry. Our platform provides a wide range of resources designed to support entrepreneurs like you every step of the way.

• Business Guides: Access our comprehensive guides covering topics from business planning to marketing strategies specifically tailored for the restaurant industry. These guides offer practical tips and actionable insights.
• Financial Tools: Utilize our financial templates and calculators to help you manage your expenses, project your revenue, and make informed financial decisions. We provide easy-to-use tools to keep your restaurant on a path to profitability.
• Marketing Strategies: Learn how to effectively market your restaurant using social media, email marketing, and local advertising. Our resources will help you attract and retain customers.
• Legal and Compliance: Stay compliant with industry regulations by accessing our legal and compliance resources. We provide the information to ensure you are operating within the bounds of the law.
• Community Support: Join a community of like-minded entrepreneurs where you can network, share ideas, and learn from others. We want to build an inclusive and helpful community.
• Expert Advice: Get personalized advice from our team of experienced business mentors. We can help you navigate the challenges of running a restaurant.

Learn Business is here to support you in building a thriving restaurant. We offer the tools, resources, and guidance to help you create a strong foundation for success and to help you build a robust team from the ground up.