Finish strong: Year-end QSR restaurant planning for HR, payroll & operations

The final quarter is traditionally a slower time for quick service restaurants (QSRs), but operators can use this time to streamline operations, align payroll practices, and enhance their culture. For Human Resources (HR), Payroll, and Operations leaders or teams, time spent in these areas will lead to a productive start to the new year.
In my decades as a restaurant operator and working with business owners at Delaget, I've identified several actionable strategies that profitable restaurants employ late in the year to finish strong:

• Maximize restaurant efficiency
• Meet compliance standards
• Foster a positive workplace culture

Update HR strategies to improve reach

HR is essential in preparing for the new year, especially in QSRs, as they manage employee benefits enrollment and strengthen every unit’s culture. With the end of the year approaching, there are specific actions HR can take to make their interactions and communications more manageable for the business, managers, and employees.
Your fast-paced restaurant, where employees often work irregular hours and may have limited access to digital resources, means that HR needs to use multiple channels to reach every employee. For some, this includes scheduling Q&A sessions during slow hours to allow employees to focus, ask questions, and feel more connected to the benefits offered. Alternatively, they might employ self-service portals so staff can access information when they are not at work.

Start early with benefits enrollment

Starting early with benefits enrollment is a proactive step that can make a significant difference. Executing benefit renewals and enrollments takes time, especially in dispersed, decentralized organizations with numerous franchise locations. Reaching every employee can be a logistical challenge. You need time to gather the necessary benefits documentation, present it to your teams, and track down completed forms from employees by the deadline. The earlier you start, the better. Many operators start this process in September, but this isn't required.

Try new communication channels

Communication is critical in any annual benefits rollout. But, not every employee will respond to every communication channel in the same way. So, rather than relying solely on email or traditional paper communications, consider utilizing a variety of media types and platforms to reach all employees effectively:

• Video: Create a short video outlining key benefits and deadlines to capture employees’ attention, provide an asset they can reference throughout the process, and make information more accessible to digest. Keep it informative and fun.
• Chat platforms: Many businesses use internal messaging platforms like Slack or Microsoft Teams, where targeted announcements can easily reach employees.
• Face-to-face discussions: Don’t underestimate the value of in-person meetings. Restaurant managers and area coaches should schedule times to discuss benefits directly with their teams. This approach boosts understanding of the importance of enrolling by the deadline and how their benefit decisions directly impact them.

Using a multi-channel approach, employees will feel more informed and engaged in the benefits enrollment process, leading to a positive experience for them and a smoother process for HR.

Payroll preparedness and compliance

Tax season is around the corner. It's essential to ensure payroll accuracy by yearend. By addressing potential issues in advance, payroll teams can minimize the chaos associated with tax season and reduce the chances of employee complaints in January when W-2s are issued.

Updating employee records for tax filing

Restaurant employees frequently change residences and, thus, mailing addresses. It’s essential to update company records to avoid delays during W-2 distribution due to undeliverable mail.
Many companies find that a proactive approach—a programmatic review to check and update addresses in December—saves time and reduces headaches in January. Ask employees to use self-service portals, if available, to review and update their address information.

Ask Employees to Update Portal Information

We all forget login credentials or even the location of our self-service portals. Restaurant employees are no exception, especially if they rarely access the tool. Send reminder emails or hold a brief training refresher on accessing the portal. Helping employees understand how to retrieve their information in the portal and complete necessary tax-related updates can save you time and headaches during the busy tax season.
With these steps, payroll teams can avoid common challenges that arise from missing or outdated employee information. As tax documents are distributed, payroll teams often receive numerous calls regarding W-2s. Ensuring that employees are aware of and able to access their information in December can significantly reduce the number of questions and potential complications.

Operational improvements enhance culture and efficiency

With the year winding down, restaurant operations teams can use this time to invest in culture-building activities and plan for future staffing and skill development. Fostering a positive workplace culture is not just a task; it's an opportunity to inspire and motivate your teams.

Evaluating workplace culture

Now is an ideal time to assess the workplace atmosphere by asking questions such as, "Is this a fun place to work?" or “Would I want to work here?” These simple questions can uncover insights into your culture that can be addressed. I recommend asking employees for honest feedback and planning on implementing changes based on their responses. You and your teams will create a better environment by listening and making real changes.

Planning for employee skill development

Now is the time to upskill employees to support next year’s plan. By investing in their professional development, you not only enhance their skills but also increase their job satisfaction and loyalty. Take an interest in employees' professional goals, offer training sessions to advance their skill sets, and set up a succession plan for key roles. These are powerful ways to benefit the business and show employees that you support their ambitions.

Celebrating successes and recognitions

Recognizing employees' accomplishments in small and big ways is crucial to any restaurant's success. For example, acknowledge staff named in positive customer feedback or reward team milestones. If you haven’t been doing so throughout the year, now is a great time to start.

Reviewing customer feedback trends

Customer feedback offers valuable insights into where a restaurant may need to improve. By reviewing guest comments from the past year, operations can spot trends and identify areas for enhancement. Set action plans based on this feedback and engage employees to help do so during this slow period. It's also an opportunity to make customers feel heard, increasing the likelihood of repeat visits.

Optimizing delivery processes

Delivery has become a significant part of every restaurant’s operations. Now is an ideal time to review and optimize these processes, considering guest and driver experiences. By improving driver coordination and order accuracy, restaurants can foster positive relationships with delivery partners and customers.
Delaget + Recovery and Delaget Delivery help restaurants boost profits with DoorDash, Uber Eats, and Grubhub by recovering more from disputed losses and gaining valuable insights from third-party delivery data.

For tips on optimizing delivery profits this year (and beyond), check out our latest webinar, 20 Delivery Ideas in 20 Minutes.

A strong start to the new year

Businesses can ensure a better transition into the new year by changing how they address benefits enrollment, update payroll records, foster a positive work culture, and fine-tune operational processes.Each of these strategies supports a well-rounded approach to year-end management, ensuring that teams are prepared, motivated, and aligned for a successful year to come.