A common problem we see in catering businesses that aren’t reaching their potential? Labour inefficiencies. We come across it time and time again during catering audits and – more often than not – overstaffing is part of the problem.
HOWEVER (and this is important) – jumping straight to downsizing is not the answer. Often the root causes are less obvious, and there are usually several areas worth investigating to improve staff productivity before resorting to those dreaded cuts.
If you’re trying to improve staff productivity and you’re not sure where to start, this one’s for you. Some of the fixes might surprise you, and you may find yourself nodding along in recognition. And if not, you’re clearly doing something right.
So here goes…
1. Scheduling
Get that schedule right. It might look perfect on paper, but are the wrong people in at the wrong times? Who works well together? Is one member of your team propping up the whole shift?
It’s not just about the hours your staff are working but who is working them. Get to know your staff. What they’re good at, what they enjoy doing, who they enjoy working with. This all adds to a dynamic and efficient working environment.
And most importantly, your rota needs to align with your sales. Use your POS system to track when your peaks and lulls occur and build your schedule around it. Staffing without data is guesswork, and guesswork can get expensive fast.
2. Food Offer
Or should we say “Pride”. When the food offer is lacklustre, or out-dated, staff feel it, and it shows. No-one wants to serve food they’re embarrassed by – even if they didn’t make it. The lack of pride breeds apathy.
A fresh, considered, exciting menu can instantly energise a team and give them purpose. People want to feel proud of what they serve.
3. Training
Staff aren’t necessarily underperforming; it is often down to poor structure and not poor effort. Staff can’t deliver what hasn’t not only been explained but demonstrated and then reinforced.
Training builds confidence, it increases efficiency and reduces costly errors. From waste management and food hygiene to customer service and equipment training, it’s not cost – it’s investment.
4. Operational Design
Layout, flow, and equipment specifications really do matter. Bad ergonomics steal time and energy every day.
We’ve seen it all: staff walking laps to find what they need, bottlenecks at the pass, crossing a kitchen to get to a dishwash, frustrated customers navigating confused serveries. A well-designed space speeds everything up and makes life easier (for everyone).
5. Aesthetic Design
Good design doesn’t just benefit your customers – it supports your team too.
Biophilic design is more than a trend. It’s proven to boost mood, reduce fatigue, and increase productivity. (This study from Terrapin Bright Green outlines how biophilic elements impact staff wellbeing and performance).
Consider lighting levels, form, materials – all of it matters. Uplift your space, and you uplift the people in it.
6. Ask Your Staff
Your kitchen porter has probably seen ten things that waste time daily, but no-one has asked. The quietest staff member may have the sharpest solutions.
Trust your team and ask them questions. Encourage suggestions. You don’t need them to give all the answers – but you may be surprised when you do start listening to the people who do the work on the ground every day.
7. Technology
Ordering systems, kitchen screens, till setups – are they all working for your staff?
Sometimes technology seems the answer, but the tech doesn’t work for the team. Is it too complicated or has training just not landed? Efficiency drops fast when people are fighting their tools instead of using them.
8. Communication
Front and back of house need to be in sync. The worse thing you can have is an “us and them” culture within your workforce, alongside miscommunication leading to delays, wrong orders, stress, and duplicated effort.
Team building exercises, cross training, and daily briefings are all powerful ways to build respect and smooth the flow.
9. Culture
“Just Get Through The Day” culture. If the vibe is purely working for the weekend, and not about improvement, that’s what you’ll get. No ownership, no energy, no going the extra mile. But if the culture encourages small wins and celebrates problem solving, people step up.
This doesn’t mean setting up a ping-pong table and staff pizza nights (although morale boosts do help). It’s about how people are treated, trusted, and listened to.
Make sure the person leading the team leads with trust, consistency, clarity, and calm – not micromanagement.
10. Overstaffing
And now we come to it. Overstaffing.
Sometimes the numbers don’t lie: too many bodies, not enough business. But you’re not simply burning cash. You’re creating a slower, less focused team.
“Too many cooks” lead to:
- People getting in each other’s way
- Tasks being done inefficiently or even twice
- A lack of urgency (“someone else will do it”)
- Boredom (which inevitably leads to low morale)
- An illusion of productivity (masking deeper problems)
Cutting hours is a sensitive topic but ignoring overstaffing in the name of being “nice” doesn’t help anyone in the long run. If a business becomes unsustainable, everyone is at risk.
So, to conclude, getting staffing levels right is one of the most effective ways to stabilise a business and create a more motivated team. Quality over quantity every time.
But before jumping to cuts, explore the nine other areas above. Fixing inefficiencies doesn’t always mean reducing your team. Sometimes it just means empowering them to work smarter.
And remember:
- Design should support staff being visible, present, and customer facing
- Your rota should be led by your figures – not by tradition or habit
- POS data isn’t just for sales reports. It is your best insight into how to plan and staff efficiently
Labour planning is definitely more complicated than you’d expect, and if you’re too close to the day-to-day to spot the gaps, getting an experienced catering consultant on board can bring the clarity, objectivity, and strategy you need to turn things around.