StaffedUp Blog

Hiring in 2025 drains time and energy for restaurant owners. Constant turnover, rising wages, and competition from other industries leave managers scrambling.

A hiring plan takes the pressure off. It keeps staffing tied to your business goals and makes hiring needs clear before gaps hit the schedule. Business leaders who use a plan see fewer empty shifts, stronger teams, and less wasted money.

In this article, you’ll learn how to create a hiring plan that works for today’s challenges and sets you up for long-term success.

See how StaffedUp can transform your hiring plan into real results starting right now for $1!

Why Creating a Hiring Plan in 2025 Matters

Hiring has become more challenging for restaurants. Staff shortages continue as fewer workers return to the industry, while retail and gig jobs pull from the same pool of qualified candidates.

High turnover drives up costs and forces managers to spend more time retraining than growing the business. Without a recruitment plan, you fall into a cycle of last-minute hires that only adds stress.

As you build your hiring strategy on retention and culture fit, you let new hires see long-term opportunities rather than short-term work. A well-executed hiring plan ensures your managers forecast hiring needs, manage labor costs, and build stronger teams that deliver consistent service.

Key benefits include:

• Longer retention when staff have training and growth paths.
• Lower turnover costs through smarter hiring decisions.
• Steady operations supported by clear scheduling and planning.
• A stronger employer brand that appeals to top candidates.
• Better control over payroll and staffing budgets.

Paired with the right marketing strategy, planning helps you achieve success by attracting potential candidates early, reducing turnover, and keeping customer experiences consistent.

The right plan moves hiring from reactive to proactive and gives you confidence in the year ahead.

How to Build a Hiring Plan in 7 Simple Steps

A hiring plan works best when it follows a clear process. Using a strategic hiring plan ties staffing to your business strategy, which helps you stay prepared, reduce turnover, and support steady growth.

1. Define Business Goals and Workforce Needs

Your hiring plan only works if it supports your business objectives. Before you think about posting jobs, step back and decide what matters most to your restaurant.

Are you trying to increase profit margins, cut waste, or expand into catering? Each goal connects directly to the kind of staff you’ll need and how soon you’ll need them. A strategic recruitment plan tied to your strategic objectives keeps hiring focused.

You shouldn’t make this decision on your own. Team leaders and department heads often see daily gaps that owners overlook. Bring them into the conversation and build a recruitment strategy that matches your long-term business strategy.

When you take this approach, you build a company culture where staff understand expectations and feel part of the plan. In short, defining goals and workforce needs sets you up for every step that follows and makes it easier to bring the right people on board at the right time.

2. Identify Roles and Responsibilities

When you’re building a hiring plan, it’s not enough to say “we need more staff.” You have to be clear about who does what, where the gaps are, and how those roles connect to your business objectives.

At this stage, department heads should take part in writing job descriptions that spell out expectations, required technical skills, and career growth paths.

Planning in this way prepares you for future talent requirements and increases your chances of attracting qualified candidates who already fit your company culture.

Front of House (FOH)

The front-of-house team shapes every customer’s first impression and overall experience. These roles demand strong communication, organization, and service skills.

• General manager: Oversees all operations, sets financial goals, and manages both staff and customer concerns.
• Assistant manager: Supports scheduling, inventory, and team meetings to keep the day-to-day flow running smoothly.
• Host: Greets guests, manages reservations, and sets the tone the moment someone walks through the door.
• Server: Takes orders, explains menu items, recommends dishes, and processes payments while maintaining a friendly and professional attitude.
• Bartender: Prepares drinks, keeps the bar stocked, and engages with guests in a way that builds loyalty.
• Bussers and food runners: Clear tables, reset them quickly, and support servers during peak shifts to keep service moving.

Back of House (BOH)

Back-of-house roles protect consistency, quality, and speed in the kitchen. Each position contributes to delivering meals that meet standards, even under pressure.

• Executive chef: Creates menus, manages suppliers, trains staff, and controls kitchen costs.
• Sous chef: Acts as second-in-command, supervising food prep and supporting the executive chef.
• Line cooks: Run stations such as grill, fry, or sauté, requiring precision and speed.
• Prep cooks: Chop and organize ingredients so meals can be cooked without delay.
• Dishwashers: Clean and sanitize all kitchenware and equipment while often helping with basic prep.

Together, BOH staff ensure consistency in flavor, timing, and presentation. With senior management coordinating FOH and BOH, both areas work as one unit to deliver the experience customers expect.

Find the best FOH and BOH workers with StaffedUp. Post your first job for only $1!

3. Set a Hiring Timeline

An effective hiring plan depends on your schedule. A structured hiring timeline gives managers control over the organization’s hiring process, lowers the time to hire, and builds confidence that the right people will be in place when needed.

Breaking the process into stages makes it easier to prepare, such as:

Plan and Prepare

Start by deciding how many staff members you’ll need for each role and when those roles should be filled. Department heads and managers should meet to set priorities and create job descriptions that reflect real responsibilities and company culture.

You should consider factors like wages, benefits, and recruitment costs.

Then decide which platforms you’ll use for posting jobs: online job boards, social media, or employee referrals.

Attract and Screen Candidates

Once postings go live, review applications with a focus on skills, availability, and past experience. A short phone call or online assessment identifies qualified candidates before scheduling full interviews.

Interview and Assess

Dedicate time to interviewing candidates with structured questions that test problem-solving ability, cultural fit, and communication skills. For kitchen roles, a trial shift or cooking test can reveal technical skills under pressure.

Always follow up with reference checks to confirm reliability.

Make an Offer and Onboard

Move quickly when extending an offer. Outline salary, schedule, and benefits clearly so the candidate knows what to expect.

Finalize paperwork and background checks, then begin onboarding with training on safety, point-of-sale (POS) systems, and customer service.

4. Establish Your Hiring Budget

Setting a hiring budget means looking at every step of the recruiting process and calculating how much it takes to bring in, train, and keep staff.

Total Labor Cost Percentage

Review total labor costs against total sales. Labor costs include wages, overtime, payroll taxes, benefits, and paid time off.

Use the formula: Labor Cost Percentage = (Total Labor Costs ÷ Total Sales) × 100.

In most restaurants, the healthy range is between 25 and 35 percent of total sales, depending on concept type.

Account for All Expenses

A complete hiring budget covers:

• Recruitment and advertising, such as job board fees, social media ads, referral bonuses, or recruiting agency fees.
• Hiring and onboarding costs include background checks, uniforms, paperwork, and manager time spent reviewing candidates.
• Training expenses include trainer pay, trainee wages, printed materials, and digital learning tools.
• Turnover costs, which can exceed $5,000 per employee.

5. Choose Your Sourcing Channels

A complete sourcing strategy uses several channels to reach a wide target audience, from experienced cooks to first-time servers. For instance:

Online Job Boards

General sites help when you need several hires at once, like:

• StaffedUp
• Indeed
• ZipRecruiter
• Glassdoor

Employee Referrals

Employee referrals often lead to reliable hires. Staff are unlikely to recommend someone they don’t trust, so referrals bring in candidates who are usually a better cultural fit.

Offering bonuses, gift cards, or paid time off for successful referrals motivates your team to take part in the recruiting process. These hires also tend to stay longer, lowering turnover costs.

Social Media

Social media isn’t just for marketing to customers. Posting openings on platforms like Facebook and Instagram highlights your company culture and gives job seekers a look inside your restaurant.

Paid ads allow you to filter by criteria, including age, location, and experience.

Sharing positions in local community groups further connects you with nearby candidates who already know your area.

Recruitment Agencies

Recruitment agencies pre-screen applicants, saving time and cutting down the number of unqualified resumes you have to sort through. Using these agencies, you reduce your overall time to hire when filling senior roles.

Applicant Tracking Systems

Applicant tracking systems (ATSs) connect all these channels in one place. An ATS lets you manage job postings, track applications, and keep communication organized. It prevents missed messages and helps you follow up quickly with qualified candidates.

How StaffedUp Simplifies Hiring Plans

Hiring in restaurants is a cycle of posting jobs, reviewing piles of applications, chasing candidates who ghost you, and then repeating it all over again.

StaffedUp is restaurant hiring software that changes the game by providing a platform that handles the entire hiring flow from start to finish.

Key features include:

• A dedicated job board for restaurant workers
• Automated job posting to sites like Indeed and Google Jobs with one click, reaching more candidates in less time.
• Pre-screening tools that filter applicants based on availability, skills, and experience, so managers spend time only on the most qualified.
• Centralized dashboards where all applications, communication, and scheduling are tracked to prevent missed follow-ups.
• Automated interview scheduling that lets candidates pick from open times on a manager’s calendar, speeding up responses.
• Digital onboarding that lets new hires complete paperwork before day one, helping them start with confidence.
• Tax credit support that automatically screens applicants for the Work Opportunity Tax Credit (WOTC), putting cash back into your business.

Restaurants using StaffedUp report up to 8x more applicants, a 45% drop in turnover, and a 77% shorter time to hire. By combining automation with industry insight, StaffedUp turns a messy, reactive hiring process into one that saves time, lowers costs, and improves retention.

Post jobs for as little as a dollar a day with StaffedUp and see how fast your next great hire walks through the door!

6. Standardize Selection and Interview Process

When HR professionals, managers, and HR team members follow the same steps, it becomes easier to spot the right people and avoid costly mistakes. Each stage of the recruitment process has a purpose that leads to effective talent acquisition:

Initial Screening

Screening filters out applicants who don’t meet your core requirements. Define non-negotiables like certifications, weekend availability, minimum years of experience, and skill gaps analysis to see where training may be needed.

Structured Interviews

Structured interviews create fairness by asking every applicant the same questions. Train managers on how to run these sessions so the process is consistent.

Use three types of interview questions:

• Behavioral: “Tell me about a time you handled a conflict with a coworker.”
• Situational: “What would you do if several tables needed attention at once?”
• Skill-based: “How do you maintain food safety in a busy kitchen?”

Scorecards make it easier to evaluate candidates side by side and reduce bias in decision-making.

Practical Assessments

Interviews can’t always show how someone performs in real time. Trial shifts or skills tests let managers see how an applicant handles pressure.

You can do the following:

• Trial shifts for FOH staff to watch how they interact with guests.
• Timed cooking tests for BOH staff to measure speed and accuracy.
• Shadowing opportunities to see how candidates adapt to team flow.

These practical assessments even uncover any skill gaps that could be closed with training. While optional, they provide insight into how well someone will actually fit into the team.

References and Final Decision

Before making an offer, confirm reliability. Reference checks verify work ethic and teamwork, while background checks protect your business when roles involve handling money.

Steps to finalize:

• Contact former employers and ask specific performance questions.
• Run background checks as needed for cash-handling roles.
• Bring HR professionals and managers together to review scorecards.
• Evaluate candidates based on data rather than instinct.

At this stage, speed matters. Extend the offer quickly, outline pay and schedule clearly, and explain onboarding expectations. Acting fast prevents losing strong candidates to competitors.

7. Plan for Onboarding Process and Employee Retention

Breaking onboarding and retention into stages keeps it practical and easier to manage.

Before the First Day

Preparation builds confidence. Send contracts and tax forms ahead of time so paperwork is done before arrival. Set up uniforms, tools, and logins to avoid delays. Let the current staff know who’s joining to create a welcoming atmosphere.

Key steps include:

• Share training schedules and role expectations in advance.
• Prepare workstations, menus, and equipment.
• Introduce the new hire to the team as early as possible.

First-Day Orientation

Day one, should connect employees to the company culture. Personally greet them, walk them through safety rules, and introduce essential tools. Orientation should feel organized, not rushed.

Focus on:

• Introducing teammates and managers.
• Reviewing restaurant values and expectations.
• Demonstrating systems like POS and scheduling apps.

Training and Support

Training should be practical and progressive. Demonstrate tasks, then let staff practice with guidance. Assign a mentor to answer ongoing questions and provide support.

• Use checklists to reduce errors.
• Give feedback during the first few weeks.
• Hold short check-ins to measure progress.

Retention Strategies

Employee retention requires more than paychecks. Offer fair wages, flexible scheduling, and recognition for contributions. Provide growth opportunities through training and mentorship.

Use current workforce analytics to track turnover patterns and improve problem areas. Building loyalty this way saves costs and strengthens your team.

Common Mistakes to Avoid in Your Hiring Plan Process

Many hiring managers only recruit when they’re already short-staffed, which forces rushed choices. Using past sales data to forecast staffing needs helps manage expectations and reduces the risk of poor hires.

Key errors to avoid include:

• Posting vague or outdated listings: Weak ads confuse applicants and bring in the wrong people. Always update job descriptions so they match the company’s goals and current needs.
• Ignoring cultural fit: Technical skills alone aren’t enough if the candidate clashes with your team. Trial shifts and structured interviews show how someone works with your internal talent.
• Neglecting the candidate experience: Slow communication or unclear timelines drive away top applicants. Timely updates show professionalism and respect.
• Depending on one recruitment channel: An effective sourcing strategy uses job boards, social media, employee referrals, and local schools to reach better candidates.
• Leaving decisions to one manager: Involving HR team members and supervisors spreads responsibility and strengthens performance management.

Plan Hiring Process and Retain Top Talent With StaffedUp

Hiring in restaurants is often messy, with managers juggling texts, emails, and stacks of applications. StaffedUp fixes this by letting you:

• Hire faster: Post to major job boards like Indeed and Google Jobs with one click. Restaurants report up to eight times more applicants, cutting down on empty shifts.
• Screen smarter: Filters and prequalifying questions remove unfit applicants before they reach your desk, saving time and energy.
• Communicate better: Texting and scheduling tools let managers message candidates, set interviews, and send reminders instantly.
• Simplify onboarding: New hires complete paperwork digitally before day one, creating a smoother start for both staff and managers.
• Save money: Stronger screening improves retention, with some restaurants seeing up to a 45% drop in turnover. StaffedUp also includes WOTC tax credit support, turning planned hires into financial gains.

StaffedUp makes hiring simple. Try it today for $1 and fill shifts with confidence!

FAQs About How to Create a Hiring Plan

How to develop a hiring plan?

You develop a hiring plan by aligning staffing needs with business goals, setting key performance indicators to track progress, and defining timelines and budgets. It should outline talent sourcing methods, selection steps, and retention strategies so managers can bring in the best candidates while keeping costs controlled.

What are the three C’s in hiring?

The three C’s in hiring are Competence, Character, and Culture fit. Competence measures skills, character reflects work ethic and reliability, and culture fit makes sure the person can work well with the existing team.

What is the hiring plan?

A hiring plan is a structured outline that guides how a company recruits, interviews, and onboards employees. It helps managers and HR professionals stay organized, assign responsibilities, such as to a marketing manager or team lead, and balance budgets while meeting staffing goals.

What are the three P’s of recruitment?

The three P’s of recruitment are Preparation, Process, and Placement. Preparation involves forecasting needs and writing clear job descriptions. The process covers advertising and interviewing, and placement makes sure the chosen candidate is integrated smoothly into the team.