How to Create a Restaurant Staffing Plan That Actually Works (2025 Guide)

Running a restaurant is tough—but trying to do it without enough staff? That’s a recipe for burnout, bad reviews, and missed revenue.

According to the National Restaurant Association’s 2025 report:

• 63% of restaurant operators say they are understaffed
• Labor costs now average 31–34% of revenue
• Turnover remains above 120% annually for hourly roles
  
  

Creating a smart staffing plan is one of the most important things you can do to protect your operations, keep your team engaged, and hit your financial goals.

Let’s walk through how to do it—step by step—with tables and quick math you can use today.

Step 1: Forecast Your Labor Needs by Daypart

Start by looking at your current and projected business volume. Your point-of-sale (POS) system can be a goldmine here. Pull average sales data by daypart and season, and use it to map out your expected traffic.

Then ask:

• How many FOH (front-of-house) and BOH (back-of-house) team members do we need during peak hours? Off-peak?
  
  
• What’s our ideal labor-to-sales ratio?
  
  
• Do we need a flex team for catering, delivery, or special events?
  
  

Pro Tip: Many QSR and fast-casual restaurants aim for a labor-to-sales ratio between 28–32%, but this can vary based on your model and region. Use this as a benchmark, not a rule.

 

Example: Weekly Shift Needs

Role	Lunch Shifts (per week)	Dinner Shifts (per week)	Total Shifts
Line Cooks	2 per shift × 7 days	3 per shift × 7 days	35
Servers	2 per shift × 5 days	4 per shift × 7 days	43
Dishwashers	1 per shift × 7 days	1 per shift × 7 days	14
Hosts	1 per shift × 5 days	2 per shift × 7 days	19

Now do the math:
Multiply shifts × hours per shift (e.g., 43 shifts × 5 hours = 215 weekly hours for servers)

Step 2: Calculate How Many Staff You Need

Use this simple formula for each role:

# of Employees Needed = Total Weekly Hours ÷ Avg Weekly Hours Per Employee

Example: Servers

• Total weekly hours needed: 215
  
  
• Avg hours per server per week: 25
  → 215 ÷ 25 = 8.6 → round up to 9 servers needed
  
  

Do this for every position in your FOH and BOH. This ensures you’re neither over- nor understaffed.

Step 3: Factor in Turnover & Call-Outs

The average hourly turnover rate in restaurants is still 120% per year, or 10% per month.

So if you need 9 servers to stay staffed:

• Add 10% buffer: 9 × 1.1 = ~10 servers
  This helps you cover call-outs, no-shows, and training time for new hires.
  
  

Quick Table: Turnover Buffer Cheat Sheet

Core Team Size	+10% Buffer	Hire For...
5	+0.5	6
10	+1	11
15	+1.5	17

Step 4: Set Your Labor Budget

Use this formula:

Target Labor Cost = Target % × Projected Weekly Sales

Let’s say:

• Projected weekly sales = $25,000
  
  
• Target labor cost = 30%
  
  

$25,000 × 0.30 = $7,500 → This is your labor budget per week

Now divide that by your total planned weekly hours to get your target blended hourly rate:

Blended Hourly Rate = Labor Budget ÷ Total Hours

If you plan 400 total labor hours:

• $7,500 ÷ 400 = $18.75/hr average across roles
  
  

Compare this to actual wages to stay on budget.

Step 5: Write Clear Job Descriptions

Don’t guess. Be specific with:

• Duties
  
  
• Hours and schedule expectations
  
  
• Pay range
  
  
• Requirements (age, certification, etc.)
  
  
• Culture (what it’s like to work there)
  
  

Need help? HigherMe offers templated job descriptions for every restaurant role—customized to your brand and location—and ensures your posts are legally compliant.

Use our guidelines for help!

Step 6: Build Your Hiring Funnel

Now that you know what you need, build a repeatable process to attract the right talent:

Funnel Stage	Tools That Help
Awareness	Text-to-Apply, social media, window signs
Application	Mobile-friendly form, no logins required
Screening	Auto-screen questions
Interview Scheduling	Automated reminders, 1-click rescheduling
Hiring	Offer letters, onboarding documents

With HigherMe, you can automate this entire flow—so your managers can focus on running shifts, not chasing no-shows.

Step 7: Track & Improve

Use data to spot gaps and iterate your plan. Review:

Metric	Target/Benchmark
Time to Hire	< 7 days
Interview No-Show Rate	< 20%
Turnover (hourly staff)	< 100% annually if possible
Labor Cost %	28–34% depending on your model

Final Thoughts

A staffing plan doesn’t have to be complicated—but it does need to be intentional. When you build your plan around actual data, forecast turnover, and use tools to execute efficiently, your team stays stronger and your business stays more profitable.

At HigherMe, we specialize in making this process easier. We help hundreds of restaurants across North America hire better people, faster—using automated tools, smart templates, and human support when you need it.

Want help building or executing your staffing plan?

👉 Email sales@higherme.com or schedule a demo today.