How To Run A Pre Shift Meeting With Restaurant Staff

Sure, here's a comprehensive guide on how to run a pre-shift meeting with restaurant staff:

1. Meeting Purpose:

The meeting aims to prepare staff for the upcoming service period by reviewing key information, discussing important topics, and setting goals for the day. It's essential to keep the meeting focused, informative, and engaging for all team members.

2. Agenda:

a. Roll call and attendance: Take attendance to ensure all staff members are present and accounted for.

b. Review of menu and specials: Discuss menu items, daily specials, and any new dishes or drinks. Highlight ingredients, preparation methods, and portion sizes.

c. Review of service standards: Discuss guest expectations, server etiquette, and customer service standards. Emphasize the importance of attentive, friendly, and timely service.

d. Review upcoming events: Mention any large reservations, private parties, or special events that may require extra preparation or accommodations.

e. Sales and revenue goals: Discuss daily and cumulative sales targets. Motivate staff to strive for increased sales and revenue.

f. Mention feedback and improvement areas: Discuss customer feedback, both positive and negative, from the previous day or week. Use this opportunity to address areas for improvement and encourage staff to maintain high standards.

g. Recognize staff achievements: Highlight exceptional performance, teamwork, and contributions by individual staff members. Encourage peers to acknowledge and celebrate their colleagues' successes.

h. Preview upcoming promotions: Tease upcoming events, limited-time offers, or seasonal menus. Encourage staff to suggest creative ideas for promotions and decorations.

i. Maintenance and cleanliness: Emphasize the importance of maintaining a clean and organized work environment. Encourage staff to take ownership of maintenance tasks and adhere to cleaning schedules.

j. Safety and security: Discuss safety protocols, emergency procedures, and security practices. Remind staff of accident prevention measures and the proper handling of hazardous substances.

k. Q&A and announcements: Allow time for open discussion and address any questions or concerns. Share any last-minute announcements, recognitions, or appreciations.

3. Meeting Structure and Best Practices:

a. Keep the meeting concise: Aim for a 10-15 minute meeting to minimize disruptions to the workday.

b. Use visual aids: Utilize whiteboards, chalkboards, or projectors to display menus, specials, and key metrics. Visual aids aid in information retention and help staff understand the material better.

c. Encourage participation: Ask open-ended questions, encourage feedback, and recognize staff contributions. Encourage team members to actively engage and share ideas.

d. Make it interactive: Incorporate activities, quizzes, or games to reinforce training, menu knowledge, and service standards. Interactive meetings keep staff engaged and motivated.

e. Be approachable and inclusive: Encourage open dialogue, answer questions, and address concerns. Foster a welcoming atmosphere where all staff feels comfortable sharing their opinions and ideas.

f. Follow up with action items: Assign action items to specific individuals and ensure accountability. Set clear expectations and follow-up on previous action items to ensure completion.

g. Lead by example: Demonstrate enthusiasm, positivity, and professionalism. Show staff that management is invested in their success and committed to the restaurant's mission.

4. Meeting Frequency and Duration:

a. Daily meetings: Conduct pre-shift meetings daily to ensure consistency in training, communication, and customer service.

b. Shift-specific meetings: Hold separate meetings for different shifts to cater to their unique needs and availability.

c. Adjust according to seasons: Adjust the frequency or duration of meetings according to seasonal fluctuations in business volume. For example, hold more frequent meetings during peak seasons to maintain consistency.

5. Tips for Effective Delivery:

a. Use humor: Inject humor and lightheartedness into the meeting to create a positive atmosphere.

b. Stay energetic and engaging: Maintain a lively tone, use persuasive body language, and vary your voice tone and pitch to keep staff engaged.

c. Encourage team bonding: Organize icebreakers or team-building activities to foster camaraderie among staff. Stronger bonds promote better teamwork and collaboration.

d. Celebrate milestones: Acknowledge staff members' work anniversaries, years of service, or significant career milestones.

6. Meeting Evaluation and Feedback:

a. Gather feedback: Distribute surveys, ask open-ended questions, or hold focus groups to assess the effectiveness of pre-shift meetings.

b. Address concerns and suggestions: Resolve concerns and implement feasible suggestions to improve the meeting structure or content.

c. Analyze attendance and participation: Monitor attendance and track participation to ensure staff members are attending and engaging in meetings.

7. Meeting Content and Format:

a. Balance content and brevity: Strike a balance between conveying essential information and keeping the meeting concise.

b. Incorporate guest feedback: Share constructive guest feedback to raise service standards and improve the overall dining experience.

c. Discuss upcoming events and promotions: Inform staff about upcoming events, holidays, or limited-time offers to encourage engagement and upselling.

d. Highlight employee achievements: Share team members' accomplishments to promote pride and recognition among peers.

8. Meeting Timing and Scheduling:

a. Schedule meetings strategically: Schedule pre-shift meetings 15-30 minutes before the start of a shift to minimize disruptions.

b. Be mindful of staff availability: Ensure adequate staff coverage during meetings, especially during peak hours or holiday seasons.

c. Adjust for seasonal fluctuations: Adjust meeting times, frequencies, or formats according to seasonal staffing needs.

9. Pre-Shift Meeting Agenda Template:

a. Customize the agenda: Adapt the agenda to suit your restaurant's specific needs and priorities.

b. Include key sections:

i. Introduction and welcome

ii. Review of menu and specials

iii. Review of service standards

iv. Sales and revenue goals

v. Recognition and celebrations

vi. Training and development opportunities

vii. Q&A and announcements

c. Encourage collaboration: Involve staff in creating agenda items and suggest topics for future meetings.

10. Train-the-Trainer Programs:

a. Develop a train-the-trainer program: Equip select staff members with the skills and knowledge to lead engaging pre-shift meetings.

b. Empower trainers: Encourage trainers to share their expertise, provide feedback, and contribute to meeting content.

c. Share best practices: Encourage trainers to attend workshops, seminars, or conferences to gather new ideas and strategies to share with the team.

11. Leveraging Technology:

a. Utilize digital tools: Consider using digital platforms such as slide presentations, videos, or interactive apps to enhance meeting engagement.

b. Share meeting minutes: Distribute meeting notes, action items, or key takeaways via email or internal communication channels for reference and accountability.

12. Meeting Evaluation and Follow-up:

a. Assess meeting effectiveness: Gather feedback regularly to determine the meeting's impact on service standards and sales performance.

b.Adjust and improve: Analyze feedback and adjust meeting content, structure, or delivery accordingly.

c. Celebrate successes: Share positive feedback, increased sales, or customer compliments with the team to reinforce the impact of their efforts.

Remember, effective pre-shift meetings empower staff, enhance guest experiences, and boost restaurant success.