Managing Staff Shortages: Work Smarter, Not Harder – How Effective Training Saves You Money & Labour

There is no escaping the fact that staffing is the single greatest challenge facing our industry today. Venues across the country are operating with skeleton teams, managers are covering shifts alongside their administrative duties, and the pressure to maintain standards with fewer people is relentless.

 

When you cannot recruit enough staff, the only sustainable solution is to change the way you operate. Working harder is not an option; you and your teams are already working at maximum capacity. The answer is to work smarter. The most effective way to achieve this is through efficiency and, crucially, proper training. This is not just about compliance or ticking boxes — it is the key to running a profitable business with fewer hands on deck.

 

 

In almost every business I review, I find that between 15% and 25% of labour hours are wasted every week. This is not because staff are not working hard; it is because systems, processes and workflows have never been properly refined. Time and money are lost through unnecessary tasks, duplicated effort, re‑doing work, correcting mistakes, or navigating workspaces that are not logically laid out.

 

When you add up over‑complicated menus, inconsistent preparation methods, and a lack of clear procedures, you are paying for labour that adds no value to your business. By stripping out this waste and streamlining your operation, it is entirely possible to run at the same capacity — or better — with 20% to 25% fewer labour hours. You are not reducing your output; you are removing the work that never needed to be done in the first place.

 

 

Efficiency is simply the art of looking at every step in your operation and asking: Is this necessary? Can it be simplified? Can it be done better or faster?

 

Simplify your offer Every extra ingredient, complex dish, or daily special adds time, skill, and cost to your service. Review your menu critically. Items that are slow to prepare, have low profit margins, or require specialist skills you do not have in your team should be the first to be assessed. Where possible, group ingredients across dishes and prepare items in bulk rather than individually. The result is less preparation time, less waste, fewer mistakes, and a service that is far easier to manage with a smaller team.

 

Optimise your workflow The physical layout of your kitchen or bar, and the way tasks are organised, has a massive impact on productivity. If chefs are walking unnecessary distances between storage, preparation, and cooking areas, or if handovers between shifts are unclear, you are losing hours every week.

 

Clear systems for opening, running, and closing the venue are essential. When every process follows a logical flow, service becomes calmer, faster, and more consistent. In an average sized pub, good workflow design can easily save 8 to 10 hours of labour every week — effectively creating the equivalent of an extra part‑time member of staff without the wage cost.

 

 

Most business owners view training as a cost, or a requirement only needed to satisfy regulations. In reality, effective training is one of the most powerful profit‑drivers available to you. It is the difference between a team that needs constant supervision and correction, and a team that operates independently, correctly, and efficiently.

 

When I refer to training, I do not mean generic courses or thick manuals that sit on a shelf. I mean role‑specific instruction that tells every member of staff exactly what to do, exactly how you want it done, and exactly why it matters. This approach changes how your business performs in four key ways.

 

It eliminates costly mistakes Errors are expensive. Wrong orders, over‑portioning, spoilage, accidents, or damaged stock all drain your profits. A team trained to understand correct procedures, food safety, and quality standards makes significantly fewer errors. This alone typically reduces food waste by between 5% and 10% annually, directly improving your gross profit margin. It also reduces the risk of penalties or enforcement action, which can run into thousands of pounds.

 

It increases speed and output When staff know exactly what is expected of them and how to perform their tasks correctly, they work faster and with confidence. They do not need to stop to ask questions or wait for instructions. A well‑trained team works approximately 15% to 20% faster than an untrained or poorly trained team. This means you can deliver the same volume of service in less time, or cover more ground with fewer people.

 

It creates flexibility and resilience Cross‑training staff to cover multiple roles — front of house, bar work, basic preparation — means you are never left stranded if someone calls in sick or leaves unexpectedly. Flexibility removes the pressure on key individuals and ensures the business can keep running smoothly regardless of who is on shift.

 

It retains good staff One of the biggest reasons people leave jobs is that they feel unprepared or unsupported. No one enjoys feeling unsure of what to do or being set up to fail. When you invest in proper training, you demonstrate that you value your team and their development. Confident, skilled employees stay longer, reducing the huge costs associated with recruitment and retraining.

 

 

I deliberately avoid over‑using the word compliance, as it is often seen as nothing more than red tape or paperwork. In reality, compliance is simply doing things the right way.

 

When you see a low food hygiene rating, it rarely means the venue is dirty or unsafe. Almost always, it points to a lack of clear processes, poor understanding of requirements, or inconsistent working practices — things that impact your bottom line every single day, not just during an inspection.

 

When your systems and training are correct, you are not just following rules; you are protecting your reputation, your customers, and your profitability. High standards naturally follow good systems, and good systems allow you to run a tighter, leaner, and more profitable operation.

 

 

Staff shortages are not a temporary problem; they are the new reality of our industry. However, you do not need a full complement of staff to run a successful business.

 

By simplifying your offer, designing efficient workflows, and investing in proper, targeted training, you can reduce your labour requirement by up to 25%, cut waste, and improve your margins significantly.

 

Working smarter, not harder, is the only sustainable way forward. The businesses that will survive and thrive are the ones that stop looking for more people, and start looking at how they work.