8 Ways to Manage Change at Your Restaurant

Change is constant in the restaurant world — and it can be a great thing. (Carryout cocktails, anyone?)

But for upwards of 11 million people, restaurants are workplaces. And change in the workplace? That can be pretty scary for all parties involved.

In the last few years, there’s been a whole lot of change for restaurant workers: between a pandemic, an unstable economy, a tough labor market, supply chain nightmares, and a rapid digital transformation…it’s been a lot, to say the least.

Which means there’s never been a better time to implement a well-considered change management strategy. Whether it’s a new menu, new software, or even new ownership, there are a few things you can do to help your staff prepare for and adapt to the changes that always seem to be coming down the pike.

If you’ve never had a change management strategy, or if yours needs an update: here’s a list of 8 best practices for successfully introducing and implementing changes in your restaurant.

1. Communicate the change — and the why behind it

The number-one way to ensure a smooth transition: effective communication.

Don’t just spring a completely new system on your staff. Communicate changes as early as you can and offer as much transparency as possible.

Remember: while change can be a hard pill to swallow, it’s a whole lot more palatable if your employees understand why it’s happening. Here’s a simple way to structure your initial communication around a change:

Overview: Give them a brief summary of the change. Keep it short and simple — and let them know that further details are coming soon.
Logic: Explain your rationale behind the change. Was there an obvious problem that this change will solve? And why now?
Benefits: Show your employees how the change will positively impact the restaurant (and, hopefully, the employees themselves). For example, if a new system will improve the customer experience, then your servers and bartenders can expect higher tips (woo!). And of course, remind them that a successful restaurant means greater job security.
Details: How will the change play out? Explain how the change will affect day-to-day operations and processes.
Timeline: Lay out all of the key dates for the transition. Mark down any big training or implementation days, the day when the change will officially take effect, and a future date for employees to provide their feedback about the new system.

2. Use the proper channels (hint: more than one)

Make sure that no employee misses the memo on a major change.Here are a few things to remember when getting the word out:

Employ multiple channels. Whatever your “primary” communication is, you likely have multiple ways of reaching employees and distributing information. Especially for big changes, make them hard to miss. Maybe in addition to a team meeting, you also send out a text, hit up the #announcements channel on Slack, and hang a flier in the kitchen. (Pro tip: This is also a great time to evaluate and optimize your communication channels.)
Consider the gravity of the change. Does your staff need to start wearing blue socks instead of black ones? Might not be worth an all-staff meeting. Was a seasoned manager let go? Probably want to communicate sensitive news in person. Make sure the channels you’re using are appropriate given the nature of the change.
Squash the rumor mill: In a close work environment, people are going to talk. But getting ahead of “breaking news” in your restaurant and communicating it to employees all at once — instead of letting it trickle through the team — will go a long way in maintaining a healthy, transparent culture.

3. Gather feedback the right way

No, you don’t have to make every decision by committee, or put every change to vote.

But when you do it right, soliciting feedback can be beneficial. Your employees are on the front line and will likely be most affected by a major change — be it a new menu or new closing procedures — so they might bring valuable insights to the table. Bonus: it shows you care about your employees’ POV.

With that being said, we humans are naturally averse to change. If you ask for opinions, expect to hear some strong ones.

So, the million-dollar-question: How do you show that you value your employees’ without creating a free-for-all?

A few tips:

When you initially communicate the change: Along with presenting the logic behind the decision, be honest about whether the topic is actually open for discussion.

If it’s open for discussion: Put an organized system in place to solicit and review feedback. To help minimize negative, knee-jerk reactions, give employees time to digest the news before asking them to submit feedback. And consider providing guidance to keep that feedback focused and healthy. This could be something as simple as a series of prompts, e.g.:

What do you like about the change?
What questions or concerns do you have about the change?
What suggestions do you have that you think might improve the change?
If it’s final: You should still make sure every member of your team feels heard and supported. Give them a clear path to voice concerns and be willing to talk through objections.

(If and when you gather feedback, bear in mind: It’s always going to be harder for your employees to effectively weigh all risks and benefits. They’re not running a company, and they don’t have insight into every aspect of the business. At the end of the day, employee feedback should be thought of as an input, not the entire equation.)

4. Get buy-in on the front end

If there’s a natural, trusted liaison between employees and upper management – like your head servers or FOH managers – consider pulling them in early to make them aware of the change before sharing it with the broader team.

A few reasons why this could work in your favor:

It’s a great relationship-building tactic to demonstrate the trust you have in that person as a team leader.
They might be able to help you anticipate concerns or objections from the rest of the team, so you can be prepared to address those early.
If they show that they’re comfortable with — or even excited about — the change, that can help set the tone for everyone else.
They can act as an additional channel of communication and sounding board for employees and relay back additional insights that you might have missed.

5. Offer options when you can

Again, soliciting feedback can be tricky. Because the status quo tends to be very comfortable, given the choice between change and no-change, many employees will likely choose the latter.

So consider framing the situation as: “The status quo is no longer workable, so we need to make a change. Here’s the option that our management team believes is best for everyone — and here are a few other options on the table.”

Our Kickfin customers do this all the time. While employees love getting their tips instantly, directly to their bank account — moving away from cash can feel daunting for some folks at first. So before making the switch to digital tipping, management might set the stage this way:

“Cash tip distribution is having a negative impact on our business. We need to move away from cash tip-outs, and we believe Kickfin’s digital tipping solution has the most benefits for you, as employees, and for our operations. We’ll provide all the details as to how Kickfin works and what this change means for you. Another option is to receive your tips on payroll. Let’s talk it through!”

6. Provide training and support

You wouldn’t want to learn a completely new process overnight — so don’t expect the same of your staff. With any major change, make sure to provide several opportunities for staff to prepare before they hit the ground running. Here are a few ways you can do this:

Host a tasting event for new menu items (a good opportunity to teach them how to suggest drink pairings)
Hold (paid!) training sessions on a new POS system or technology
Invite new managers to meet with staff before they take over the helm
Be available for one-on-one training and questions

Most importantly, don’t expect employees to just “get it” right away. Be accommodating to their questions and provide as much support as they need.

7. Create positive energy

Once again, for the people in the back: change is hard. Acknowledging that your employees might be experiencing some disruption — and recognizing their hard work — can make all the difference when it comes to adjusting and adapting.

Here are just a few ways you can express your appreciation for their flexibility, patience and positive attitude:

Shout-out employees at pre-shift meetings
If employees don’t already get a free meal each shift, offer a week of comped employee food
Give away merch (branded hats, bags, t-shirts, etc)
Offer a gift card or small bonus as a token of thanks
Throw a staff party to celebrate a successful transition

8. Check in with your team

After you’ve implemented a new process or change, your work isn’t quite done.

Check in with your staff regularly to see how things are going. Ask them specific questions around the impact of the change — don’t get offended if they answer honestly. You need to know if a new process is actually improving your restaurant’s workflows and day-to-day operations.

Most importantly, give your team ample time to settle into the change and work out any kinks before attempting to course correct.

Bottom line: managing change is really all about managing people. Effective communication, proper training, and fostering a culture of trust and transparency will ensure a smooth transition for all parties involved.

Looking to change how your restaurant manages tip outs? Check out Kickfin’s cashless tip-out platform, and request a demo today.

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Restaurant Management

4 Ways to Save on Restaurant Labor Costs with Kickfin

In the restaurant industry, profit margins have always been tight — and these days, they’re only getting tighter.

Running a restaurant is a labor intensive business. You need a strong back of house team to push out food, front of house workers to greet and care for guests, and managers to keep everyone in check. Naturally, labor is one of the most significant expenses for restaurant operators. In order to keep costs reasonable for customers, even a slight overage on labor can break your budget — but thankfully there are levers you can pull to reduce labor costs.

If you want to secure your business’s financial future, you’re going to need to streamline scheduling practices and keep a close eye on labor costs… without frustrating employees who want more shifts.

Don’t worry: you can turn to traditional wisdom, sales forecasting, and emerging restaurant technology to make sure that you stay on budget.

Here are a few ways you can save on labor costs at your restaurant:

1. Rethink the schedule

Obviously, the most straight-forward way to cut labor costs is to reduce the number of people you schedule on a given night.

We get it — you don’t want to see hour-long ticket times and poor guest experiences. But you might not need as many folks on the line or servers on the floor as you think — at least, not all the time.

Staffing and scheduling isn’t a perfect science, but there are some tactics operators should test if they’d like to “right size” every shift — including:

Analyze your daily schedule. Don’t make assumptions about your peak times and slow periods. Analyze sales trends and let the data be your guide.
Anticipate seasonal trends. If you’re in a college town, don’t wait until your servers are twiddling their thumbs in July to implement a new summer schedule.
Let your seasoned staff shine. Your veteran employees likely thrive on those super busy nights when they’re running on pure adrenaline (and earning way more in tips). Consider giving more experienced workers more responsibility — assuming they’re willing and able — and you might be able to get away with fewer people on a shift here and there.

>> Learn about scheduling software that helps you manage labor and engage with employees

2. Assess and address productivity

Are you making the most of the team that you already have? There are a few ways you can identify your highest-producing employees and make the most of their success:

Evaluate employee performance. Most employees want to be successful; observe your team and analyzes things like sales per labor hour, table turnover rate, and tip volume to get a sense of your strongest players and those who could use more training (and bonus: this can reduce turnover and boost team morale)

Provide incentives. Create a fun bonus system that rewards strong performance and high levels of productivity. You can use data from the previous data point to set goals.
Cross-train employees. Training your staff to handle multiple roles – or hiring folks with vast service experience – offers flexibility for scheduling and can reduce your need for additional hires.

3. Don’t pay employees to wait for their tips

No, we’re not saying to cut all of your servers early (no matter how much they ask).

But, you can send your servers on their way much quicker when they don’t have to wait around for managers to count out cash tips. Once they’ve finished their sidework, servers can clock out and see their digital tips sent directly to their bank account, instead of hanging around on the clock waiting for the shift manager to do their check outs.

4. Prevent labor overages before they happen

Most restaurants simply can’t afford to pay overtime for staff. But sometimes your full-time staff creep toward 40 hours of work without anyone noticing…and suddenly you’re paying 1.5x what you expected for a single worker.

This, too, goes back to proper scheduling policies. Give yourself a bit of wiggle room for the employee who clocks in 10 minutes early or often takes a long time on sidework by never scheduling anyone for more than 38 hours each week.

5. Pay close attention to clock-outs

People make mistakes, and tired servers often leave their long double shift without clocking out for the night. Usually, they’ll realize their mistake and call the store to have someone clock them out (still adding extra time to their shift).

But sometimes, the clock keeps running all night, and no one notices until it’s time to process payroll. Two weeks later, your admin team is spending way too much time correcting clock-outs so that you don’t end up paying for 8 extra hours of work.

Try using technology that puts guardrails in place to prevent any clock-out mistakes before they happen. Kickfin doesn’t allow you to process and pay out tips until an employee is clocked out, so managers can make sure everyone is clocked out at the proper time.

(We also have some other exciting new features that can make your life easier!)

Not only can Kickfin help you reduce labor costs, but we’re ready to simplify your entire tip management process. Reach out to us to learn more about our instant tip calculations, integrations, and smarter tipping solutions.

Restaurant Management

How to Get Your Restaurant Ready for Football Season

Football is back! Whether you’re rooting for your alma mater or just hoping to see massive sales at your restaurant, it’s an exciting — but often stressful — time of year.

If your restaurant has at least one TV, you’re going to have some customers asking you to switch it to ESPN. And if you’re running a sports bar … it’s officially crunch time. Expect your tables to be full (and harder to turn) and your staff to be running on pure adrenaline as the restaurant fills up with fans hoping for a bite to eat.

You probably know the drill: hire more staff, add more servers to game day schedules, and manage your inventory with hungry fans in mind. But if you want to get the most out of football season, get game-ready for some of the busiest weekends of the year with our tips for a successful season.

Consider a game day menu

When your restaurant is at full capacity with hungry football fans, you might want to consider a limited menu for the weekends in order to keep wait times down. Shorten the food menu down to shareable apps, best sellers, and items with the simplest prep so that your kitchen isn’t lined with tickets at halftime.

At the bar, don’t limit your customers to certain cocktails — but consider the power of suggestion and list out some easy-to-batch cocktails that will keep your service bar out of the weeds.

**Make sure they can watch their game**

Is there anything worse than a group of die-hard fans walking in to see their team play — only to realize you don’t have the right subscription service to stream it? Next thing you know, some guy has commandeered the remote to sign into his YouTubeTV account.

Before that embarrassing situation arises, check your cable listings and subscription services to see if you’re missing any important channels. You’re probably going to need to upgrade in order to show games that aren’t carried in your market. Here are just a few channels you might need:

ESPN+
Hulu + Live TV
Peacock
NFL Sunday Ticket
YouTubeTV or cable
Netflix (yep — Netflix will be streaming a few NFL games this year)

If viewing options are limited, or you don’t have enough screens to air multiple games at once, make sure you’ve got a strong wifi connection (free, of course) so that your guests can watch on their phones — or more importantly, talk smack to their fantasy league.

Offer game day deals

Now that you’re logistically ready for the season, it’s time to draw in the customers. Make your restaurant the place for fans to gather by offering drink specials and deals on appetizers.

Leverage social media to get the word out about your game day deals. Consider paying to boost a post or running a giveaway for people who share a post about your game day specials.

Plan for Post-Game

You don’t want the restaurant to empty out as the clock runs down. Entice fans to stay and celebrate (or lick their wounds) once the game ends by extending deals. That could mean a discount for fans of the winning team or an extra-long happy hour.

Pay out your employees — quickly.

After a long game-day shift, your servers and managers are going to be more tired than usual. Let them head home early by using Kickfin to pay out tips instantly. We take care of all of the tip calculations and send tips directly to servers’ bank accounts in seconds, so your exhausted team members don’t have to wait to put their feet up and rest.

Want to see our instant digital tip outs in action? Get a demo of Kickfin today.

Hiring, Training and Retention, Restaurant Management

The Art of the Upsell: Teach Servers to Increase Average Check Amounts

You want to make more profit. Your servers want to make more tips. A crash course on upselling is a win-win for everyone.

Your servers might not realize it, but their words have a lot of power. Knowing how to present a higher shelf vodka or a premium side could make a world of difference for their wallets.

And beyond the increased checks, pro servers who are able to successfully upsell are also recommending your restaurant’s very best for guests. Those bigger ticket items are often your best dishes or most unique cocktails that will stand out in guests’ minds and make for an elevated dining experience.

Here are a few ways your servers can gently suggest some pricier upgrades that will boost their average check size, making everyone a few extra dollars.

1. Consider your memorable dining experiences

Before you dive into our upselling go-tos, take a minute to reflect on your last really good experience at a restaurant and how your server’s language, attitude, and knowledge affected your experience.

Did your server walk right up and ask if you want an appetizer? Or did they take the time to talk through specials, field questions about menu items, and give you the space you needed to make a decision?

Was your server’s demeanor generally excited and upbeat? Or did they actually look a bit disappointed when you said you’d just be having water?

These small, unspoken cues are what make or break a server’s night. Leading with confidence, positive energy, and genuine concern for your guests’ experience is what will build trust between server and customer, so they’ll be more open to suggested upgrades.

2. Value authenticity

Upselling just for the sake of a higher tip is not a successful strategy.

Remind your servers that while upselling can improve guest experience and your tip, it’s important to flex to the needs of your guests. Don’t continue to push higher priced items if guests are starting to look uncomfortable.

They say the most successful salespeople believe in what they are selling — and the same goes for servers. Your servers should have tasted all of the higher priced menu options and be able to explain to guests why this upgrade brings their dining experience to the next level.

3. Start with the drinks

Alcohol sales are restaurants’ bread and butter. So when a table orders the first round, servers should make it count.

Scenario #1: A customer orders a simple spirit + mixer drink

If a guest asks for a vodka soda, this is an opportunity to turn a $10 drink to $15 or even $20 — which will add up after a few rounds.

Naturally, most servers would ask what vodka the guest prefers. Teach your servers to resist that urge! Instead, servers should offer them a selection of higher-shelf options. For example, a server could respond with, “Vodka soda? Sure, would you like that with Tito’s, Ketel One, Grey Goose…?” And keep listing options until one resonates with the guest. That gives the guest the impression that they have a seasoned, well-informed server, but this framing also leads the customer to choose from the higher-shelf suggestions, rather than just asking for the house vodka.

Scenario #2: Ordering a glass of wine

We’re not suggesting you hire a sommelier, but getting more familiar with common flavor profiles and notes in wine can be a game-changer for servers’ nightly tip income.

Customers often ask for something similar to pinot grigio, cabernet sauvignon, or a pinot noir, and if their server can give a detailed description that makes a wine sound irresistible, they’re probably going to splurge for the higher-end wine. Bonus points for servers who can successfully suggest splitting a bottle (because once they taste it, they’ll want more than one glass!).

Consider hosting a weekly wine training to help your servers get more familiar with what your bar has to offer. Another pro-tip: Teach your servers about beer and wine pairings! When servers let guests know which entrees pair well with the drink they’ve ordered, guests may opt for a higher-priced entree to match their favorite beverage.

Don’t skip over the apps

Not everyone is going to order an app — but there are a few small changes servers can make to their dialogue with customers to convince those who wouldn’t normally spring for a first course.

For one, servers shouldn’t just ask if they’d like anything to start. Instead, teach your servers to approach tables with a suggestion for a specific menu item. For example, they could say, “Would you like a charcuterie board to start? We just added a really delicious local cheddar to our rotation.”

Offering patrons a specific menu item and talking up the details makes it a lot easier to add that extra course to their meal — increasing their check size and making it more likely that they’ll order a second beverage.

Taking the order

When it’s time to take the entree order, this is your servers’ time to shine. Just like the previous courses, they should know how to create opportunities to upsell guests by making entree upgrades too enticing to pass up.

From fine dining to fast casual, many American restaurants offer a burger on their menu. Rather than simply asking, “Great, are fries ok with that?” task your servers with turning a simple cheeseburger into a deluxe meal with several upsells.

First, make sure your staff knows your menu options well, so they can pass along those options to customers. Here are a few common upgrades that servers should be asking guests if they would like:

Pretzel or gluten-free bun
Added cheese
Premium toppings, like bacon, egg, avocado, etc.
A premium patty, like bison or imitation beef

Rather than asking if fries are okay, instruct servers to say, “What side would you like? We have french fries, macaroni and cheese, caesar salad…” and continue with options until one piques the guest’s interest. If they succeed in getting at least one upgrade to a customer’s burger and a premium side, the check can increase by around $4 per person, depending on the pricing at your restaurant.

Higher-end restaurants should follow the same formula, subbing in an option for steak oscar rather than a bacon cheeseburger. The goal is for servers to provide options for guests who may not realize that their favorite accoutrement is on the menu — and will gladly pay for the upgrade.

The grand finale

“Did you save room for dessert?”

Servers often bring out this line while pre-bussing tables, usually expecting guests to say that they’re far too full to even think about dessert. If you want to convince more guests to stick around for a final course, ask your staff to remove that phrase from their vocabulary.

Dessert is a rich treat for the senses that most of us crave at the end of the night, so servers shouldn’t treat it like an afterthought in front of customers. As they’re clearing away dishes, servers can tap into their senses by talking about your pastry chef’s perfect chocolate cake with buttery layers of icing, or the warm peach cobbler served with house-made vanilla ice cream on the side.

Even if guests seem like they’re truly full, your team can still offer them a slice to-go, since they’ll surely be wishing for something sweet in about an hour anyway.

Reap the rewards

After putting on their best smiles, connecting with guests, and using these upselling tricks, your servers should ring in above-average size checks — and an above-average amount of tips.

Once your servers see their huge tip out for the night, they’ll want access to those funds ASAP. At Kickfin, we provide instant digital tip payouts, so managers don’t have to waste time counting cash and servers can clock out of their shifts sooner.

Check out a demo of Kickfin today.

Product and Company News

Kickfin Ranked Fastest Growing Restaurant Tech Company | 2024 Inc. 5000

Kickfin ranked in the top 3% of Inc.’s 5000 fastest-growing companies — and we’re leading the charge for tip management software.

Every year, Inc. identifies 5,000 U.S.-based companies that have seen the highest rate of growth over the past three years based on revenue — and this year, Kickfin was at the top of the top.

A few stats we’re pretty proud of:

🏆 Kickfin ranked 189th overall.
🏆 We’re the fastest-growing restaurant tech company on the list.
🏆 We’re in the 💥 top 3%💥 of all 5000 companies.
🏆 We ranked 24th in the Software category.

Since 2020 — in spite of a pandemic, supply chain disruptions, The Great Resignation, and record-setting inflation — we’ve grown by 2,066%.

Our Keys to Success

We’ll cut right to the chase: We owe our success to our customers. (It’s not cliche if it’s true, right?)

The bottom is that we know the way you pay your staff matters, a lot. Thousands of restaurants are trusting us to handle that for them, and we don’t take that trust lightly.

And of course, we might be biased, but we think we’ve got the best team and partners in the biz. Thanks to everyone who has helped build, support and evangelize Kickfin. This has been a big year for our small but mighty company — and there’s a whole lot more to come.

This kind of growth doesn’t happen overnight. We’ve been putting in the work to make Kickfin even better for the thousands of restaurants we serve. Here are just a few ways we’ve expanded to better serve Kickfin customers.

Integrations

We’re making it easier to access and use Kickfin by integrating with dozens of leading POS systems, including Toast and SkyTab. Using our integration, managers can pull tip data directly from their POS and Kickfin will handle even the most complex tip calculations in a matter of minutes.

Thanks to our POS partnerships, we’re able to bring a further simplified version of Kickfin to new and existing customers so they can kick cash to the curb. As an early adopter of our Toast integration, Bar Louie has already saved around 15,000 hours in labor annually by cutting their tip calculation time from hours to minutes.

>> See more customer success stories

Find out if your POS integrates with Kickin, and reach out to our support team to learn how you can activate the integration.

New Features

Kickfin is no longer just an alternative to cash tip-outs — we’re a holistic solution to your entire tip management system.

In case you missed it, 2024 has been a big year for our product. In addition to our new integrations, we’ve rolled out some exciting new tip management features, including:

Splitting large party tips
Increased security
Reallocating manager tips
Preventing labor cost mistakes

>> Learn more about Kickfin’s newest features

Each of these new updates is inspired by requests from operators, managers and restaurant employees who use our product daily — and that’s something that will never change. As we continue to innovate our best-in-class tip management solution, we’ll always be listening to and learning from our customers so we can ensure every need is met and every expectation is exceeded.

What’s next for Kickfin?

We’re not stopping anytime soon. Expect to see more POS integrations, more user-friendly features, and more guidance from our amazing customer support team.

Not a Kickfin user yet? Now’s the time to rise with us! Get a demo of our restaurant-revolutionizing product today.

We’ll see you next year on the Inc. 5000!