0min
If you’re running a restaurant in the UK today, chances are you’ve felt the pinch of staffing shortages. You’re not alone: according to a report from UKHospitality, the industry has been grappling with thousands of unfilled roles, putting real strain on existing teams (source). With more jobs on offer than qualified candidates, restaurant owners must adapt to the evolving labour market to stay competitive.
Facing an understaffed front of house or back of house can disrupt that special balance that transforms a good dining experience into an unforgettable one. As we all know, good service requires more than just taking orders or delivering dishes—it’s about creating an atmosphere where guests feel appreciated, welcomed, and cared for. When service is short-handed, diners might wait longer or feel less attended to, and your staff may suffer burnout trying to pick up the slack.
Fortunately, strategic use of technology can be a breath of fresh air for your team. It doesn’t replace the warmth of personal interaction, but it can remove hurdles, saving everyone time and energy. In this article, we’ll explore the reasons behind today’s staffing difficulties, look at technology solutions that lighten the load on your team, and show you how to integrate these tools practically into your restaurant’s daily operations.
Before diving into how technology can help, let’s examine why staff shortages plague so many UK restaurants. Understanding these root causes can help you strategise and target the specific pinch points in your operation.
The hospitality sector competes with retail, delivery companies, and even remote-based roles that have seen a boom in recent years. Candidates have more choices than ever. For instance, flexible hours offered by certain gig-economy companies can attract would-be wait staff or kitchen assistants. When labour markets are tight, this puts pressure on restaurants to revise wages, benefits, and the overall attractiveness of hospitality careers.
Hospitality requires a unique blend of customer service, teamwork, flexibility, and a dash of theatrical flair. Candidates often need time to learn the ropes, from mastering the art of an impeccable table setting to memorising an ever-evolving menu. Restaurants might struggle to train new hires quickly enough to fill urgent staffing gaps. This can create a tipping point where employers hesitate to bring on team members without sufficient experience.
The UK’s departure from the European Union has significantly changed the labour landscape. Many restaurants previously relied on international staff, and now those extra bureaucratic steps for recruiting EU nationals mean fewer applicants and more red tape. As a result, some restaurants find themselves scrambling to make up for that lost influx of talent.
For many restaurant owners, the word “technology” might conjure images of complex systems or expensive investment. Yet the reality can be surprisingly simple—and often cost-effective in the long run. By automating routine tasks and improving communication, digital solutions streamline workflows, giving your existing staff more time to focus on what they do best: offering top-notch hospitality.
Below are some practical ways technology solutions can plug staff shortages and make day-to-day operations smoother.
One of the most time-consuming parts of managing a restaurant is taking orders, processing transactions, and settling bills. Technology steps in to reduce human error and free up your team’s bandwidth.
For example, many restaurants now use tableside ordering systems or business-friendly ordering apps. With just a few taps, orders get sent directly to the kitchen—no more scribbling slips of paper or misreading handwriting. This might sound like a small shift, but it can drastically cut down the back-and-forth between front of house and kitchen staff.
Similarly, QR code-based payment methods—like the ones offered by sunday—let guests securely settle the bill from their phone, tip, and even leave a review. Imagine your team no longer having to juggle card terminals across multiple tables at peak times. It’s a game-changer. You still have the personal touch: servers can check in on tables, chat with guests, and focus on the details that set your restaurant apart, rather than fuss over payment logistics.
Reservation platforms that allow customers to book online, modify their bookings, and even provide pre-orders for large groups can reduce the pressure on your host station. Fewer phone calls to answer means more time greeting guests. Automating table allocations also optimises your floor plan, ensuring you use every available seat effectively.
When you integrate an online reservation system with your point-of-sale (POS) software, it becomes easy to monitor waitlist updates, identify open tables in real time, and pivot to seat walk-ins without confusion. During a Saturday-night rush, these minutes saved can make all the difference for staff trying to keep diners happy and tables turning.
Nothing frustrates a chef quite like realising you’re out of an ingredient halfway through service. A robust inventory management system can provide automatic alerts when stock runs low and predict order quantities based on historical data. By reducing last-minute scrambles to source supplies, you keep your menu consistent and your team calm.
Additionally, a digital ordering system connects you directly with suppliers, cutting down on phone calls or faxes. Orders can be tracked, confirmed, and sometimes even paid for efficiently, removing manual steps that would usually occupy your team’s valuable time.
Let’s take a closer look at an imaginary case study: “Belgrave Brunch,” a cosy, all-day brunch café in London known for its inventive pancake stack and ethically sourced coffee. Belgrave Brunch recently encountered the same challenges many UK-based eateries face:
Belgrave Brunch’s owner decided to implement a digital front-of-house solution that covered everything from online bookings to contactless payments. Over a six-month span, they reported:
Interestingly, Belgrave Brunch also cut down staff turnover. With less daily chaos, employees felt more valued and less overwhelmed, leading to a friendlier atmosphere for both them and their customers.
Even if your staff is short-handed, a well-coordinated team can accomplish a lot. Technology that boosts communication—like a shared scheduling app, digital staff rotas, or an instant messaging platform—can truly bring everyone together.
In the heat of service, few things are more frustrating than not knowing if dish 23 has already been fired or if a reservation just added an extra guest. By syncing everything on a centralised digital board, your staff remains on the same page. This can drastically reduce miscommunication, speed up service, and preserve morale.
One of the biggest headaches for restaurant managers is dealing with last-minute shift changes. A digital scheduling system allows staff to request swaps, mark availability, and see real-time updates whenever a new schedule goes live. This approach is more transparent and flexible, giving employees a sense of autonomy and helping you fill any sudden staffing gaps.
Many restaurants also integrate scheduling software with payroll, cutting down on paperwork and potential errors in salary calculations—another welcome relief for small or independent establishments looking to keep admin overheads low.
Training is crucial when you’re running short-staffed. Existing team members, no matter how dedicated, need to know how to balance multiple roles efficiently, while new recruits should get up to speed as quickly as possible. Traditional approaches to onboarding—shadowing a senior team member or flipping through an employee handbook—still have their place, but digital training has become an invaluable supplement.
Restaurants can deploy short videos or interactive modules that offer tips on plating, upselling, or cocktail-making. Staff can access these resources on-demand, whether at home or on breaks. This is especially helpful when you refresh your menu, introduce new local suppliers, or roll out seasonal promotions. With a well-structured digital training system, even a brand-new hire can be guided to mastery over time.
Simple apps that create checklists for opening and closing duties, cleaning schedules, and daily tasks mean your staff can track progress and post updates. Managers can instantly see what’s been completed and where extra help might be needed. You minimise that ever-present risk of forgetting to restock or tidying up after a busy shift.
It’s natural to worry about costs when considering a tech overhaul. However, streamlined operations often recoup the investment fairly quickly through:
To crunch the numbers for your own business, begin by identifying your biggest operational challenges. Perhaps you’re losing money through inaccurate orders or you’re spending too much on credit card transaction fees. Once you know your main pain point, you can pick the right digital tool to address it. Consider testing a solution during your slower season, or on specific days of the week while you refine the process.
Start by focusing on crucial pain points such as labour and customer experience. In many cases, introducing a streamlined payment option or an online ordering system yields immediate returns. You might also look into a basic reservation platform to prevent overbooking and reduce calls.
Technology typically handles repetitive tasks, freeing your staff to engage in genuine interactions. In fact, guests often appreciate being able to pay quickly, leave a tip, and give feedback on their own terms. You still provide that human warmth; technology simply removes friction and confusion.
Training and clear communication are essential. Hold a hands-on demo, create simple how-to guides, and encourage employees to ask questions. Once your team sees how much time is saved by these tools, they’re likely to embrace the change.
Most modern restaurant POS systems already integrate with or support contactless payments, and a QR code-based payment solution (like sunday) doesn’t require expensive hardware—often just a small monthly or per-transaction fee. Check with your payment provider or app developer to confirm the requirements for your specific setup.
Establish performance metrics before implementation, like average table turnover time, staff overtime hours, or cost of order errors. Compare your baseline numbers to post-implementation results. If you see improvements in key performance indicators—and happier staff—that’s a clear sign your investment is paying off.
Staff shortages can take their toll, but technology offers a pathway to efficiency, morale-boosting teamwork, and memorable customer experiences. By adopting the right digital tools, you give your staff the bandwidth to excel and reduce the risk of burnout. At the same time, you provide a better dining experience that encourages word of mouth, better reviews, and repeat visits—ensuring your restaurant continues to thrive in a competitive market.
Staying ahead in the hospitality world means being open to new ideas and daring to modernise. If you’re feeling the crunch of under-staffing, consider investing in solutions that streamline payment, automate reservations, and improve staff communication. In the long run, these investments can free up valuable time and energy, allowing your restaurant family to focus on what truly matters: delivering great food and hospitality to every guest who walks through your doors.
