12-Step Guide: How to Create a Restaurant Employee Handbook

Creating a comprehensive Restaurant Employee Handbook is essential for fostering a cohesive and professional work environment within our establishment.

This handbook serves as a vital resource for our staff, providing them with clear guidelines, expectations, and policies that govern their conduct and responsibilities.

It outlines the core values and mission of our restaurant, ensuring that all team members are aligned with our vision. The handbook covers essential topics such as job descriptions, work schedules, dress code, and company policies, including those related to health and safety.

Additionally, it emphasizes the importance of teamwork, customer service excellence, and professional growth. By implementing this Employee Handbook, we aim to empower our staff with the necessary knowledge and tools to excel in their roles, uphold our high standards, and contribute to the overall success of the restaurant

What is a restaurant employee handbook?

A restaurant employee handbook is a comprehensive document that outlines the rules, regulations, policies, and procedures that govern the conduct and responsibilities of staff members within a restaurant establishment. This handbook serves as a crucial resource and reference guide for employees, providing them with a clear understanding of the restaurant’s expectations and values.

It typically includes information on job descriptions, work schedules, dress code, employee benefits, and company policies related to areas such as attendance, behavior, harassment, and safety. Moreover, the handbook may cover guidelines on customer service standards, proper handling of food, and other operational procedures specific to the restaurant’s operations.

By creating and distributing an employee handbook, restaurant owners and managers can establish consistency, promote a positive work environment, and ensure that all staff members are aware of their roles and responsibilities, contributing to the overall success of the restaurant.

Why should your restaurant have an employee handbook?

Having an employee handbook is crucial for your restaurant as it provides numerous benefits that contribute to a well-organized and successful establishment. First and foremost, the handbook serves as a centralized resource for employees, offering clear guidelines on their roles, responsibilities, and expectations. It helps in setting a consistent standard for behavior, dress code, and work ethics, ensuring all staff members are aligned with the restaurant’s mission and values.

The handbook also communicates the company’s policies and procedures, covering areas such as attendance, time-off requests, and safety protocols, which can prevent misunderstandings and potential conflicts.

Moreover, the handbook plays a vital role in mitigating legal risks by outlining policies related to harassment, discrimination, and other employment laws, protecting both the employees and the restaurant.

Overall, having an employee handbook fosters a professional and respectful work environment, enhances employee morale and satisfaction, and contributes to the long-term success of the restaurant.

12 things to include in your restaurant employee handbook

The handbook will include detailed job descriptions for each position within the restaurant, outlining the specific roles and responsibilities of employees. Additionally, it will outline the restaurant’s customer service standards, emphasizing the importance of providing exceptional service and maintaining a positive and welcoming atmosphere for guests.

1. Introduction

The starting section of your eatery staff guide should be compelling and captivating. When your introduction resonates, it increases the chances of your team thoroughly reading the entire guide.

Elements to incorporate in your opening:

• A concise greeting from the establishment’s founder, proprietor, or chief manager.
• A snapshot of the company’s past and origins.
• A summary detailing the restaurant’s functioning, management, and aspirations.
• Essential insights regarding the identity and functioning of your restaurant.
• A preview of the subsequent sections of the guide.

2. Mission statement and core values

In this section, briefly delve into your mission statement, which will underscore the essence of your restaurant, the caliber of service you aspire to deliver, and the fundamental core values of your business.

Your vision statement is the reason your restaurant exists. It influences elements ranging from the dishes you offer and your mode of service, to the manner in which employees engage with patrons.

Conveying the business vision within your staff guide is crucial not only for your frontline and culinary teams but also to guide your managerial staff in making conscious decisions aligned with your vision.

Subsequent to presenting your vision statement, enumerate the primary values of your restaurant that you anticipate your team to embrace and uphold during their tenure.

Your foundational core values should echo your aspirations and the way you wish your establishment to affect your patrons, staff, and the surrounding community.

Considerations might include:

• Boosting the local business environment
• Ensuring exceptional service
• Reliability
• Eco-friendliness
• Genuineness
• Ingenuity
• Zeal

Irrespective of your restaurant’s vision and primary values, your overarching aim is to ensure your team resonates with them and nurtures a welcoming work environment that transcends merely marking time and earning a paycheck

3. Restaurant structure

Restaurant Structure is a pivotal component of the employee handbook, serving as a blueprint that clarifies the operational hierarchy and individual responsibilities within the establishment.

By incorporating this structure in the handbook, each member of staff gains clarity on their roles, the roles of their colleagues, and the channels for decision-making or seeking assistance.

It fosters a sense of unity, ensuring that everyone understands their place within the larger framework. Such an organised approach not only streamlines daily operations but also nurtures an environment of accountability and collaboration, essential for the seamless functioning of a restaurant.

4. Employee benefits

This chapter should outline employee compensation, benefits, and payroll. It’s crucial to ensure the information in this section is correct and kept up to date to ensure you’re always compliant with local laws and regulations.

What to include in your pay and benefits section.

• Your policy on tips
• Whether or not your establishment practices tip pooling
• How much you pay your employees
• How employees will be paid, e.g. by cash, or direct deposit
• How often employees are paid, e.g. weekly, fortnightly, monthly
• Your policy on overtime
• pension details

5. Code of conduct

Every individual’s perception of professionalism and quality service varies; hence, it’s crucial to align all your new team members concerning behavioural standards at the workplace.

Utilise this segment to detail your behavioural guidelines, covering aspects from your venue’s attire requirements to safety protocols and additional policies.

Points to incorporate in your behavioural guidelines:

• Smoking regulations – Lighting up indoors is forbidden, and staff members who wish to smoke should do so in specified outdoor smoking zones. This encompasses e-cigarettes and vaping devices as well.
• Mobile policy – Guidelines on the appropriate times and locations for staff to access their phones and a safe space for storing them during work hours.
• Conduct standards – Define the conduct that is deemed inappropriate and the consequent disciplinary measures; examples being chronic tardiness, aggressive demeanour, pilferage and so on.
• Eating and beverages policy – Instructions on the timings and locations where staff can have their meals during breaks, and the procedure for placing food orders while on duty.

6. Dress code policy

This section ought to encompass directives concerning the attire of your personnel during working hours. It’s not merely about ensuring safety at the workplace but also about ensuring that the attire of your staff resonates with your restaurant’s image.

Of course, this will differ depending on the type of restaurant. A casual diner might not have the same sartorial expectations as a luxury eatery.

If your establishment mandates uniforms, this segment might be concise. However, in the absence of a uniform, it’s vital to specify the desired dress sense for shifts and highlight any unacceptable attire.

What elements should your attire guideline address?

• Policies on hairstyles, beard styles, and hair hues
• Stance on tattoos
• Safety protocol for footwear
• Regulations concerning jewellery
• Clothing directives, e.g. prohibiting tattered jeans
• Footwear guidelines, e.g. insistence on anti-slip soles

It’s crucial for your team to recognise that their attire contributes to the visual branding of your restaurant. The choice of employee attire is your prerogative; the key is ensuring that it aligns with your venue’s image, and that these standards are clearly communicated and adhered to by all staff members.

7. Leave policy & procedures

Within this segment, it’s essential to describe your eatery’s absence rules, the method staff should employ to apply for leave, and the steps to take in case of illness.

Clarify your restaurant’s guidelines and methods concerning:

• National holidays
• Health-related absences
• Yearly vacations
• Maternity and paternity breaks
• Rest intervals and meal durations

8. Safety protocols

Use this section to define how each of your staff contributes to creating a safe work environment and the procedures and general guidelines you have in place to keep your workplace safe (like what to do in case of a fire).

Also, mention that an employee’s failure to comply with safety procedures will result in disciplinary action. Show your staff that you take their safety seriously.

In addition to workplace safety, all staff members should be educated on food safety procedures, such as cross-contamination and food allergens. To keep the highest standards possible, ensure everyone (not just the kitchen staff) is educated on food handling procedures and what to do if a customer discloses that they have a food allergy.

9. Front-of-house & back-of-house operations 

In this section, provide a concise overview of your front-of-house (FOH) and back-of-house activities, detailing what is anticipated of the staff. This will facilitate newcomers in comprehending the distinctive roles and responsibilities of each segment.

Front-of-house activities

This segment should delve into the workings of the FOH team and their expected demeanour. It should encompass everything from the processes of table allocation, order processing, welcoming patrons, processing payments, to handling grievances.

It’s also an opportune moment to delve into the customer experience and the level of service offered by your servers.

To portray the quintessential guest experience at your venue, consider the following:

• Welcoming protocols. Do you prefer your staff to adhere to a particular script, or would you rather they express their genuine personalities?
• Exceeding expectations. Be it a first-time visitor with unique requirements or a high-profile guest with exacting standards, instil in all a mindset to surpass the rudimentary hopes of the customer.
• Authentic warmth. It’s more than mere courtesy; FOH personnel should constantly be on the lookout for avenues to establish sincere rapport with guests. Something as simple as recalling a patron’s favourite dish can make a significant difference.
• Extra gestures. Clarify to the team the boundaries when it comes to showering extra attention on a patron. For instance, do you have a complimentary treat policy for occasions like anniversaries or milestones?

Back-of-house activities

Analogous to your FOH functions, this segment should furnish details on the back-of-house procedures. This should encapsulate topics like kitchen safety norms, sanitation measures, inventory checks, food hygiene protocols, waste management practices, and guidelines on placing orders for supplies

10. Scheduling process

In this section, clearly articulate the protocol for staff rosters and the expected lead time employees should provide when applying for leave. Make it clear that if their leave requests aren’t forwarded promptly, the onus falls on them to secure a replacement.

Should you employ any rostering platforms, offer a succinct introduction on how your team can utilise and access the software.

Components to incorporate within your rostering procedures and guidelines:

• The frequency of rota publication
• The lead time for planning the rota
• The method for indicating preferred working hours
• The process for applying for a break
• Guidelines for exchanging shifts with peers
• Your stance on unannounced absences and lateness
• An enumeration of the tools you use for scheduling.

11. Tech how-to guide

Every dining establishment’s staff manual should encompass a step-by-step tutorial for the array of technological solutions pertinent to the restaurant.

Detail every situation where both your service and culinary teams will habitually engage with technology – spanning from booking tables, utilising your point of sale (POS) system, operating a kitchen display system (KDS), to processing payments.

In conjunction with this tutorial, it’s beneficial to append a directory of resources (like methods to get in touch with your system’s helpdesk) as a reference point for team members when they seek answers or assistance.

A cornerstone of cultivating a top-tier team is arming them with adaptable, user-friendly gadgets, and directing them towards the right channels or contacts when faced with queries or tech issues demanding swift resolution.

12. Complaints procedure

In matters of harassment, the onus is on you, as the proprietor of the restaurant, to establish a definitive position. Use this segment to first characterise harassment—be it verbal, physical, or any other form—and articulate that such behaviours are strictly prohibited, with the repercussions for any transgressions being distinctly stated.

It’s paramount to emphasise that any form of harassment, whether sexual, verbal, or physical, is unacceptable. Your goal is to nurture a secure and conducive atmosphere for both your team and clientele.

If any of your patrons or personnel ever feel jeopardised or uneasy during their time at the restaurant, the responsibility lies with you to address the issue and ensure there’s a structured response plan.

Components to incorporate in your harassment prevention and grievance protocol:

• Offences that can result in disciplinary action or termination
• The procedure for flagging instances of mistreatment or harassment
• The strategy your managerial team will employ when confronting infringements.

Empower your staff with a restaurant employee handbook

Diminishing staff attrition while boosting their satisfaction and efficiency begins by recruiting the right individuals for the appropriate roles, cultivating a secure and uplifting work ambience, and providing them with the necessary tools, insights, and training to feel professionally esteemed and content.

While drawing in stellar applicants is a significant aspect, instituting a systematic, proficient, and structured induction process fosters a positive rapport between the employee and employer from the outset. An employee handbook tailored for restaurant staff can be instrumental in achieving this.

By crafting an employee manual and leveraging it for the training and assimilation of fresh recruits, you not only lay down a professional benchmark from the beginning but also align them with your eatery’s ethos, principles, guidelines, and practices.