10 Ways to Manage Restaurant Workflow with a Point of Sale
Effective restaurant workflow management is fundamental to providing exceptional service and maintaining operational efficiency.
Central to achieving this is the utilisation of a sophisticated point of sale (POS) system. This versatile tool plays a pivotal role in optimising restaurant operations, encompassing tasks such as order processing, inventory management, and staff scheduling. In essence, the restaurant POS system serves as a linchpin in restaurant workflow management, ensuring seamless coordination and enhancing overall productivity. They uphold the restaurant's standards of excellence.
Here are 11 Ways to Manage Restaurant Workflow with POS:
1. Order Management
POS systems streamline order processing by allowing servers to input orders directly, minimising errors and speeding up service. With a POS, servers can easily customise orders, accommodate special requests, and split bills, all with the touch of a few buttons. This efficiency not only improves customer satisfaction by ensuring orders are accurately recorded but also expedites kitchen preparation, reducing wait times during peak hours.
Example: Consider a busy evening at a restaurant where a server takes an order for a table of six. Using the POS terminal, the server can input each guest's meal preferences and dietary restrictions, and specify modifications like "no onions" or "extra sauce". Even split the bill among different diners, all without the risk of miscommunication that handwritten orders might entail.
2. Table Management
POS with table management enables staff to monitor table availability, assign tables to guests, and track their status throughout their dining experience. This functionality ensures efficient use of seating capacity and minimises wait times for customers. It helps staff maintain a clear overview of the restaurant's occupancy in real-time.
Example: Imagine a hostess using the POS interface to seat guests at a restaurant. By consulting the digital floor plan displayed on the POS terminal, she can quickly identify available tables, and assign them to waiting parties. It tracks which tables are occupied or reserved, facilitating smoother operations and optimising seating arrangements.
3. Inventory Control
Integrating restaurant inventory management with the POS system ensures accurate tracking of stock levels as items are sold, preventing shortages and overstocking. By linking sales directly to inventory data, restaurants can automate stock replenishment. It identifies trends in product usage, and minimises food waste, leading to better cost control and operational efficiency.
Example: In a bar, when a bartender rings up a cocktail order using the POS terminal, the system not only records the sale but also automatically deducts the corresponding amounts of liquor, mixers, and garnishes from the inventory database. This real-time inventory tracking alerts management when stock levels are low, ensuring timely restocking to avoid running out of key ingredients during service.
4. Menu Customisation
POS systems offer flexibility for customising menus with various categories, modifiers, and special instructions, facilitating accurate order entry. By configuring the POS menu to reflect the restaurant's offerings precisely, servers can streamline the ordering process. It minimises errors and ensures consistency in how items are presented to customers.
Example: Consider a pizza restaurant using a POS system to manage orders. The POS interface allows servers to select from a range of pizza toppings, crust options, and sizes. It enables customers to customise their orders according to their preferences. With clear menu options and intuitive navigation, the POS enhances the customer experience while ensuring accurate order entry.
5. Analytics and Reporting
POS systems generate detailed reports and analytics on sales trends, popular items, and peak hours, enabling data-driven decision-making. This information empowers restaurant owners and managers to identify opportunities for menu optimisation, pricing adjustments and targeted marketing campaigns. It enhances overall profitability and customer satisfaction.
Example: Using the analytics feature of their POS system, a restaurant owner discovers that appetiser sales peak during happy hour. Armed with this insight, they decide to introduce a new lineup of discounted appetisers during this time. That attracts more customers and increases revenue.
6. Contactless Payments
POS systems offer contactless payment options, such as NFC or mobile wallet payments, to accommodate customer preferences for convenience and safety. With contactless payments, customers can simply tap or scan their smartphones or contactless cards at the POS terminal. They complete transactions quickly and securely.
Example: A customer dining at a restaurant uses their smartphone to make a contactless payment at the POS terminal. They hold their phone near the terminal, and the payment is processed instantaneously, eliminating the need to swipe a card or handle cash, thus reducing physical contact and enhancing the overall dining experience.
7. Customer Relationship Management (CRM)
POS systems with CRM capabilities enable restaurants to collect customer data, track preferences, and personalise marketing efforts. By capturing information such as order history and contact details, restaurants can create targeted promotions, loyalty programs, and personalised experiences to strengthen customer relationships and drive repeat business.
Example: A restaurant uses its POS system to collect customer email addresses and track their dining preferences. Based on this data, the restaurant sends personalised emails to loyal customers with exclusive offers on their favourite menu items, enticing them to return for another visit.
8. Online Ordering Integration
POS systems seamlessly integrate with online ordering platforms, ensuring that orders from different channels are synchronised and processed efficiently. Orders placed online are automatically relayed to the POS system. They can be managed alongside in-person orders, streamlining operations and minimising errors. If you are only utilising a free POS that does not have online ordering capabilities, then you should upgrade your POS right away.
Example: A customer places an order for delivery through the restaurant's website. The order is instantly transmitted to the POS system. It appears alongside dine-in and takeout orders. The restaurant staff can then prepare the order for delivery without the need for manual entry, ensuring accuracy and timely delivery to the customer.
9. Training Tools
POS systems offer training modes that simulate real-world scenarios, allowing new staff members to familiarise themselves with order entry processes and POS functionalities. Through hands-on practice in a risk-free environment, trainees can gain confidence and proficiency in using the POS system before serving actual customers.
Example: A new server undergoes training on the POS system, using the training mode to practise taking orders. They are processing payments, and handling various scenarios, such as split bills and discounts. With guided instruction and feedback from trainers, the server quickly learns the ins and outs of the POS system. It enables them to serve customers efficiently once they transition to live service.
10. Security Features
POS systems incorporate robust POS security features, such as user authentication and data encryption, to protect sensitive customer information and prevent unauthorised access. By adhering to industry standards and best practices for data security, POS systems help restaurants maintain compliance with regulations and safeguard customer trust.
Example: A restaurant implements user authentication on its POS terminals, requiring employees to enter unique login credentials to access the system. Additionally, all POS transactions processed through the POS system are encrypted to prevent interception. And ensure the confidentiality of customer payment data, reducing the risk of data breaches and fraud.
Optimising Restaurant Operations
Effective restaurant workflow management is crucial for delivering exceptional service and sustaining operational efficiency. A key component in achieving this goal is the utilisation of a sophisticated point of sale (POS) system. This versatile restaurant equipment plays a pivotal role in streamlining restaurant operations, including tasks such as order processing, inventory management, restaurant accounting and staff management. By serving as the linchpin in restaurant workflow management, the POS system ensures seamless coordination. And it boosts overall productivity, thereby upholding the restaurant's commitment to excellence.
Read More:
Restaurant Maintenance Checklist
Marketing Strategies for Restaurants