In the restaurant business, things can go wrong in the blink of an eye. Whether it’s a last-minute staffing shortage, a broken piece of equipment, or a sudden health concern, you need to be ready to handle any crisis that comes your way. The truth is, no matter how well you run your restaurant, the unexpected will happen. And when it does, how well you’ve planned will determine whether you’re thrown into chaos or rise to the occasion with calm control. Here’s how to develop a contingency plan that keeps your restaurant running smoothly, even when things don’t go as planned.
- Staffing Shortages: Keeping Your Team Ready
You can’t predict when someone on your team is going to call in sick or when a personal emergency will leave you short-staffed, but you can be prepared for it. Staffing shortages, especially during peak hours, are inevitable. The goal? Ensuring your restaurant can still function without missing a beat.
- Cross-Train Your Team: One of the best things you can do to prepare for staff shortages is to cross-train your employees. Make sure servers know how to bus tables and that kitchen staff can step in on different stations if needed. The more flexible your team is, the easier it will be to handle shifts when you’re down a person—or two.
- Create an On-Call System: Maintain a roster of reliable employees who are willing to step in at a moment’s notice. An on-call system helps you avoid scrambling for coverage when someone can’t make it.
- Hire Temp or Seasonal Staff Early: For those peak times when you know demand will surge, bring in temporary or seasonal workers. These extra hands can help ensure you have backup when things go sideways.
When your staff is well-trained, adaptable, and you have backup ready, you won’t feel like you’re stuck trying to put out fires every time someone doesn’t show up.
- Equipment Failure: Keep Your Kitchen Running
There’s nothing quite like the sound of an oven going cold or the freezer giving out in the middle of a busy dinner rush. Equipment failure can feel like a disaster, but having a plan in place can turn it into just another hiccup in the day.
- Regular Maintenance is Key: First things first, don’t let your equipment get to the point of failure. Schedule regular maintenance checks for all major appliances and equipment. Keeping things in top shape reduces the chances of breakdowns when you can least afford them.
- Have a Repair Service on Speed Dial: Partner with a trusted repair service that understands the urgency of restaurant operations. When something breaks, you need a team that can respond fast and get you back up and running.
- Backup Equipment Plan: Identify what you’d do if key pieces of equipment fail—whether it’s shifting your menu to dishes that don’t require that piece of equipment or having a rental service you can call to provide temporary replacements. Knowing your options ahead of time makes all the difference when the heat is on (or off, in the case of a broken stove).
If you have a plan for what to do when equipment goes down, you’ll be able to handle the situation without it disrupting your entire service.
- Health-Related Issues: Safety and Sanitation First
We’ve all learned some tough lessons over the last few years about health-related disruptions. But whether it’s a flu outbreak among staff or a larger public health issue, being prepared ensures you’re protecting both your team and your guests.
- Do Surprise Practice Inspections: Keep your team on their toes by having surprise inspections that cover the same ground as a county inspector. We offer regular health inspections as a service. Our experienced auditors, including former food safety instructors and ServeSafe committee members, conduct thorough inspections of your facility, identifying visible infractions and offering actionable suggestions for improvement.
- Strict Sanitation Protocols: Regularly remind your staff about hygiene best practices and enforce strict sanitation measures. Things like handwashing, surface cleaning, and proper food storage should be second nature to your team, not just when things are going wrong, but all the time.
- Have a Sick Policy in Place: Make sure your staff knows not to come in when they’re feeling under the weather—and have the coverage system in place (like that on-call roster) to support it. Protecting your team and customers from health risks should be a priority, and it starts with a clear, no-nonsense policy.
- Communicate with Guests: If a health issue arises—whether it’s a kitchen mishap or a broader public concern—transparency is key. Let your customers know what you’re doing to keep them safe. Clear communication reassures guests that you’re in control, even during difficult times.
- Financial Contingencies: When Revenue is Impacted
Crises aren’t just operational—they can hit your bottom line, too. Maybe a major storm keeps diners away for days, or maybe a sudden closure disrupts your cash flow. Financial contingencies can help you weather these storms.
- Build an Emergency Fund: Setting aside a portion of profits into an emergency fund can give you a cushion when revenue takes an unexpected hit. You don’t want to be caught off-guard when your income dips temporarily.
- Review Your Insurance: Make sure your insurance policies cover things like equipment breakdowns, business interruptions, and even liability during health scares. Knowing what’s covered—and making sure you’re covered for the right things—will save you a lot of headaches (and financial strain) down the road.
- Flexible Menus: If food costs spike or supply chain issues arise, having a flexible menu can help you pivot quickly. Train your staff to sell the most profitable items, and always have a few backup menu options ready in case you need to adjust to sudden changes.
Planning for financial setbacks doesn’t just protect your business—it helps you recover faster when something does go wrong.
- Customer Communication: Stay Transparent
No matter what kind of crisis you’re dealing with, communication is critical. Your customers want to know what’s happening—and more importantly, how you’re handling it. Keeping them informed builds trust and reassures them that you have things under control.
- Be Proactive: If you’re dealing with a staffing issue that might affect service times, or an equipment failure that limits the menu, let your customers know. Posting updates on your website or social media can keep customers in the loop and prevent frustration.
- Empower Your Staff: Make sure your front-of-house team is well-prepared to handle customer concerns. Train them to address issues with confidence, explain any delays, and reassure guests that they’re in good hands.
Clear communication shows that your restaurant is well-run, even in the face of a crisis.
The unexpected is part of the restaurant game, but with the right contingency plans in place, you can handle anything that comes your way. Whether it’s staffing shortages, equipment failures, health-related disruptions, or financial hits, preparation is the key to turning a potential crisis into just another challenge you’ve already got covered. Plan for the worst, and you’ll be able to run your restaurant at its best, no matter what.
