Restaurant Hiring Guide: How to Build and Train a Winning Team
Learn how to hire, train, and retain great restaurant employees. Covers job descriptions, interview techniques, training programs, and reducing turnover.
Your team makes or breaks your restaurant. The best food in the world cannot overcome poor service, and high turnover destroys profitability. This guide covers everything from finding candidates to building a culture that retains them.
---
The True Cost of Restaurant Turnover
Restaurant turnover averages 75% annually - one of the highest rates of any industry. But do you know what it actually costs?
Cost Per Employee Lost
| Position | Replacement Cost |
|----------|------------------|
| Server | $2,000 - $4,000 |
| Cook | $3,000 - $6,000 |
| Manager | $8,000 - $15,000 |
| Chef | $10,000 - $25,000 |
These costs include recruiting, training, lost productivity, and mistakes during the learning curve.
The Math That Matters
For a 50-employee restaurant with 75% turnover:
- Replacing 37 employees per year
- Average cost per replacement: $3,500
- Annual turnover cost: $129,500
Reducing turnover from 75% to 50% saves $43,000+ annually.
---
Building Your Organizational Structure
Typical Restaurant Hierarchy
Fine Dining / Full-Service:
Owner/GM
|
+-- Executive Chef
| +-- Sous Chef
| +-- Line Cooks
| +-- Prep Cooks
| +-- Dishwashers
|
+-- FOH Manager
+-- Bartenders
+-- Servers
+-- Hosts
+-- Bussers
Fast-Casual:
Owner/GM
|
+-- Shift Managers
+-- Team Members (cross-trained)
Staffing Ratios
| Position | Guideline |
|----------|----------|
| Servers | 1 per 4-6 tables |
| Bussers | 1 per 2-3 servers |
| Hosts | 1 per 50-75 seats |
| Line Cooks | 1 per 30-50 covers per hour |
| Dishwashers | 1 per 50-75 covers |
---
Where to Find Great Restaurant Employees
Online Platforms
| Platform | Best For | Cost |
|----------|----------|------|
| Indeed | All positions | Free - $300/month |
| Poached | Restaurant-specific | $75 - $250/post |
| Culinary Agents | BOH and management | Free - $200/month |
| Craigslist | Entry-level | Free |
| LinkedIn | Management, chef | Free - $150/post |
| Facebook Jobs | Local hiring | Free |
Local Sources
- Culinary schools (establish relationships with placement offices)
- Hospitality programs at community colleges
- Other restaurants (ethical recruiting only)
- Employee referral programs (your best source)
- Job fairs (host your own or attend local events)
Employee Referral Programs
Your best employees know other good people. Structure your program:
| Bonus Structure | Timeline |
|-----------------|----------|
| $100 | At hire |
| $150 | After 30 days |
| $250 | After 90 days |
Total: $500 per successful referral - still cheaper than turnover.
---
Writing Job Descriptions That Attract
Elements of an Effective Posting
Sample Server Job Description
Join Our Team at [Restaurant Name]
[Brief compelling description of your restaurant]
We are seeking energetic, guest-focused servers to join our team. Our servers are brand ambassadors who create memorable dining experiences while earning competitive income.
What You Will Do:
- Provide exceptional service to every guest
- Master our menu and make personalized recommendations
- Work collaboratively with kitchen and bar teams
- Maintain clean, organized sections
- 1+ years serving experience (or exceptional personality)
- Knowledge of food and beverage
- Ability to multitask in fast-paced environment
- Reliable transportation
- Flexible availability including weekends
- Competitive hourly rate + tips ($25-35/hour average)
- Flexible scheduling
- Employee meal program
- Growth opportunities
- Positive team environment
---
The Interview Process
Phone Screen (5-10 minutes)
Quick filter before investing time in full interview:
- Availability match?
- Compensation expectations?
- Transportation reliable?
- Legal to work?
- Why interested in this role?
In-Person Interview
Environment matters - Conduct interviews during non-peak hours in the actual restaurant. Let candidates see where they would work.
Behavioral Interview Questions
Past behavior predicts future behavior. Use "STAR" questions:
| Area | Question |
|------|----------|
| Guest service | "Tell me about a time you turned an unhappy guest into a loyal customer." |
| Teamwork | "Describe a situation where you helped a struggling coworker." |
| Pressure | "Walk me through your busiest shift ever. How did you handle it?" |
| Problem-solving | "Tell me about a time something went wrong and how you fixed it." |
| Reliability | "Describe your attendance record at your last job." |
Red Flags to Watch For
- Speaking negatively about previous employers
- Vague answers about why they left jobs
- Blaming others for problems
- Poor eye contact or body language
- Asking only about pay (not the role)
- Unable to provide references
- Gaps in employment with no explanation
The Working Interview
For BOH positions especially, have finalists work a paid trial shift (2-4 hours). You will learn more in this time than any interview.
---
Training Programs That Work
Onboarding Checklist (Day 1)
- [ ] Complete I-9 and tax paperwork
- [ ] Review and sign employee handbook
- [ ] Tour of restaurant (all areas)
- [ ] Introduction to team members
- [ ] Review schedule and time clock procedures
- [ ] Issue uniform/dress code requirements
- [ ] Assign training buddy/mentor
- [ ] Set expectations for training period
Server Training Program (7-14 Days)
Days 1-2: Foundation
- Restaurant history and culture
- Menu knowledge (study guide)
- Service standards and steps of service
- POS training (basics)
- Shadowing experienced server
- POS proficiency testing
- Menu tasting and wine training
- Taking tables with supervision
- Handling payments
- Side work responsibilities
- Solo sections (reduced load)
- Handling modifications and complaints
- Upselling training
- Increasing section size
- Written menu test (80% passing)
- Practical service evaluation
- POS proficiency test
- Role-play difficult scenarios
- Sign-off by trainer and manager
Kitchen Training Program (14-21 Days)
Week 1: Fundamentals
- Food safety certification (ServSafe)
- Kitchen tour and equipment orientation
- Receiving and storage procedures
- Prep cook fundamentals
- Recipe reading and measurements
- Primary station training
- Cross-training basics
- Ticket reading and timing
- Quality standards
- Plating presentations
- Working rush periods
- Communication with FOH
- Problem-solving
- Speed and efficiency
- Final evaluation
---
Reducing Turnover: Retention Strategies
Competitive Compensation
| Benefit | Impact on Retention |
|---------|--------------------|
| Above-market pay | High |
| Tip pooling (fair) | Medium |
| Health insurance | Very High |
| Paid time off | High |
| Employee meals | Medium |
| Flexible scheduling | Very High |
Recognition and Culture
- Daily pre-shift meetings - Celebrate wins, address issues
- Employee of the month - With meaningful rewards
- Service awards - Recognize tenure (1 year, 3 years, etc.)
- Team outings - Build relationships outside work
- Open door policy - Address concerns before they fester
Growth Opportunities
- Clear promotion paths
- Cross-training opportunities
- Management training programs
- Tuition assistance
- Industry certifications (sommelier, etc.)
Exit Interviews
When employees leave, conduct exit interviews to understand why:
- What prompted you to start looking?
- What could we have done differently?
- What did you like most about working here?
- Would you recommend us to a friend?
- Would you consider returning in the future?
---
Scheduling Best Practices
The Schedule That Works
- Post schedules 2 weeks in advance minimum
- Use scheduling software (7shifts, HotSchedules, When I Work)
- Honor availability requests when possible
- Distribute good shifts fairly
- Allow shift swapping with manager approval
Handling Call-Offs
Prevention:
- Clear attendance policy with consequences
- Track attendance patterns
- Build relationships so employees feel obligated
- Maintain on-call list
- Train for cross-functionality
- Have manager backup plan
---
Managing Performance
Regular Feedback
Don't wait for problems. Schedule:
- Weekly - Informal check-ins
- 30 days - New hire review
- 90 days - Probation evaluation
- Annually - Comprehensive review
Progressive Discipline
| Step | Situation | Documentation |
|------|-----------|---------------|
| Verbal warning | Minor first offense | Manager notes |
| Written warning | Repeated minor or first major | Signed document |
| Final warning | Pattern or serious offense | Signed document |
| Termination | Policy violation or continued issues | Full documentation |
Documentation Essentials
Always document:
- Date and time of incident
- Specific behavior observed
- Policy violated
- Previous warnings
- Improvement expectations
- Employee signature
---
Legal Compliance Checklist
- [ ] I-9 verification for all employees
- [ ] Proper overtime calculations
- [ ] Minimum wage compliance (including tip credit)
- [ ] Break requirements followed
- [ ] Tip pooling rules followed (if applicable)
- [ ] Anti-harassment training conducted
- [ ] Required postings displayed
- [ ] Workers compensation insurance
- [ ] Youth employment restrictions (if hiring minors)
---
Key Takeaways
Building a great team is your most important job as a restaurant owner:
A well-trained, well-treated team delivers consistent guest experiences, reduces costs, and makes your restaurant a better place to work for everyone.
Ready to streamline your scheduling and training? Our Operations Dashboard includes scheduling tools, training checklists, and performance tracking built for restaurants.
