Hiring new employees for your restaurant isn't as easy as it used to be. You might post a job, wait days, and still not get the right people - or anyone at all. With more job openings than available workers in the restaurant industry, competition is tough. At the same time, you're trying to keep things running, cover shifts, and make sure customers are happy. It's a lot.

If you feel like there's never enough time to focus on hiring, you're not alone. Many restaurant owners are stuck in a cycle of rushing to fill spots without a real plan. That's where a clear checklist can help.

Instead of starting from scratch every time someone quits or you need extra help, this guide gives you a step-by-step process to follow. It'll walk you through what to do before posting a job, how to get the right people to apply, and what to do once you've made a hire. With a system in place, you can hire faster, with less stress, and build a team that actually sticks around.

Let's dive in and make your next hire a whole lot easier.

Before you post a job or start interviews, take a few minutes to get clear on exactly what you need. It sounds obvious, but many hiring problems start because the job itself isn't clearly defined. That confusion leads to the wrong applicants, unclear expectations, and wasted time on both sides.

Start by asking yourself some basic questions -

1. What position do I need to fill? (Server, line cook, dishwasher, shift lead?)
2. Is this full-time, part-time, or seasonal?
3. What are the days and hours I need this person to work?
4. What skills or experience are truly required and what can be taught on the job?
5. What's the pay rate for this position?

Be realistic about the role. For example, if you're hiring a cashier who also needs to help with cleaning or prep, list that up front. Being honest about the job - good and bad - will help you attract people who can handle it and are more likely to stick around.

It also helps to think about your current team. Are there any gaps in skills or personalities? Maybe you need someone who's upbeat during the lunch rush, or someone reliable for closing shifts. Hiring with those needs in mind helps you build a balanced, dependable team.

Finally, make sure your pay rate and schedule match what you're asking for. If the job has odd hours or extra responsibilities, consider adjusting pay or offering other perks to stay competitive.

A little planning now saves you a lot of frustration later.

Once you know what role you're hiring for, the next step is writing a job description that actually gets people to apply. Many restaurant owners just copy an old post or throw together a few lines. But a good job description can make the difference between no applicants and a strong pool of candidates.

Start with a simple job title that people are searching for - like Line Cook or Server. Avoid creative titles like Kitchen Rockstar unless your brand is really known for that kind of vibe. Clear titles help your post show up in search results.

Next, describe the job in plain language. Break it into short sections -

1. What you'll do (e.g., take orders, prep food, clean stations)
2. What we're looking for (e.g., reliable, friendly, fast-paced)
3. Schedule and pay (be honest, people want to know upfront)
4. Perks or benefits (meals, flexible hours, tips, team culture)

Try to keep the tone friendly and human. Instead of saying, Must have three years of experience, you could write, Experience is helpful, but we're happy to train the right person.

Also, remember that most job seekers are reading on their phones. Keep paragraphs short, use bullet points when possible, and make it easy to scan.

And don't forget to mention how to apply - whether it's through a job board, in-person, or with a QR code in-store.

A little extra effort in your job post helps you stand out and attracts people who are actually interested in working with you.

You've got a clear job description - now it's time to get it in front of the right people. Where you post the job matters just as much as what it says. If you're only using one or two platforms, you might be missing out on strong candidates who simply don't see your listing.

Start with the basics. Popular online job boards like Indeed and Craigslist are still good places for hourly roles. These platforms get a lot of traffic and are easy to update. But because competition is high, you'll want to make your post stand out with a strong title and clear details.

Next, don't overlook in-store hiring signs. A well-placed We're Hiring sign on your window or counter still works - especially if you include a QR code that links directly to your online application. Many of your customers might be looking for work or know someone who is.

Social media is another strong tool. A short, friendly post on Instagram, Facebook, or even TikTok can go a long way. Use a photo of your team or your restaurant to give it a personal feel. Ask your staff to share the post to widen your reach.

Also think local. Posting to nearby college campuses, culinary schools, or even community boards (digital or physical) can bring in people who are actively looking for part-time work.

Remember, over 70% of hourly job seekers apply on their phones. Make sure your application process is mobile-friendly, fast, and easy to access from any platform.

The more places you post, the better chance you have of reaching the right person.

Once your job post is out in the world, it's time to focus on how people apply - and how quickly you respond. A slow or confusing application process is one of the biggest reasons restaurants lose out on good candidates. Many job seekers are applying to multiple places at once, and whoever replies first often wins.

First, make your application process short and simple. Long forms, login requirements, or asking for a resume when it's not needed can push people away. Instead, collect the basics- name, contact info, availability, and a few quick questions like Do you have any restaurant experience? or When can you start?

If possible, allow people to apply from their phones. This is important - most hourly job seekers don't use a computer. QR codes on signs, short links in social media posts, or mobile-friendly forms make applying easy and fast.

Once someone applies, don't wait days to respond. Try to follow up within 24 to 48 hours - even just a short message or call to say We got your application and will follow up soon. This keeps people engaged and shows you're serious about hiring.

Use text messages or email for quick follow-ups. Some owners even set up automated responses to confirm applications instantly.

You should also have a plan for the next steps - interviews, trial shifts, or paperwork - so things don't drag out. The longer you wait, the more likely applicants will take another job.

Speed, clarity, and communication make a big difference in keeping good applicants from slipping through the cracks.

Once you've got interested applicants, it's time to meet them. But interviews don't need to be long, formal, or stressful - for you or the applicant. The goal is to quickly find out if the person is a good fit and move them through the hiring process without delays.

Start by setting aside dedicated time for interviews - ideally during slower hours or days. This prevents you from having to rush or interview someone in the middle of a busy shift. Even 1520 minutes of focused time can tell you a lot.

Prepare a short list of practical questions ahead of time. Ask about availability, past experience, and what they're looking for in a job. Keep it simple. You don't need to ask trick questions - just focus on whether they're reliable, coachable, and comfortable in a fast-paced setting.

Here are a few examples -

-What kind of schedule are you looking for?
-Have you worked in a restaurant before?
-How do you handle busy or stressful situations?

As you talk, look for green flags - like showing up on time, being friendly, and giving clear answers. Also watch for red flags - like being late without notice, speaking negatively about past jobs, or not having clear availability.

If the conversation goes well, don't delay the next steps. Let them know what comes next - trial shift, paperwork, or a start date. People feel more confident and committed when they know what to expect.

A little structure goes a long way. With a solid plan, interviews stay short, helpful, and productive.

Once you've found the right person, don't wait too long to make the offer. In today's job market, speed matters. If someone's a good fit, reach out quickly - ideally within a day after the interview - to let them know you'd like to bring them on board.

It's best to call them directly rather than sending a message or email. A quick phone call feels more personal and allows you to answer any questions they might have on the spot. If they don't answer, follow up with a text or email right away.

Be clear about the offer. Go over -

-The start date
-The position and pay rate
-The schedule they'll be working
-Any items they need to bring (ID, paperwork, uniform, etc.)
-When and where to show up on the first day

Don't assume they know all the details just because they read the job post. Confirm everything clearly to avoid miscommunication. It also helps to send a written confirmation - a text or email outlining everything you discussed.

This is also a good time to share a few key things about their first day, such as who to ask for, where to clock in, and what to expect during training.

Some restaurants lose good hires because of vague offers or slow follow-up. You don't want someone accepting another job because they didn't hear back from you in time.

Make it easy for your new hire to say yes - and to feel confident they made the right decision.

Hiring someone is only the beginning. What happens in the first few days can make or break whether they stay. Many restaurant employees leave within the first week - not because they don't like the work, but because the onboarding was rushed, confusing, or non-existent. A strong start builds confidence and helps new hires feel like part of the team.
On their first day, be prepared. Have their schedule ready, show them where to clock in, and introduce them to key team members. Even a simple welcome like, We're glad you're here, can make a big difference. Don't just throw them into the rush and expect them to figure it out - especially if they've never worked in your restaurant before.

Provide a quick orientation checklist -

-How to use the time clock
-Where to find supplies
-Who to ask for help
-Basic safety or food handling rules
-Expectations for breaks and shift timing

Assigning a buddy or trainer can help ease first-day nerves. It gives the new hire someone to shadow, ask questions, and learn the flow of the job without feeling lost.

Follow up after the first few shifts. Ask how it's going, answer any questions, and show appreciation for their effort. Early check-ins help catch issues before they turn into bigger problems.

A clear, supportive onboarding process doesn't take much time - but it increases your chances of keeping good employees. The smoother the transition, the more likely they are to stick around.