Running a restaurant is hard but rewarding work. Whether you’re staying late to take inventory, juggling hospitality with admin work or planning the next meal for family dinner, there are plenty of highs and lows of operating a restaurant. One of the most crucial parts of your operation is your restaurant management system (RMS). But what happens when outdated systems add to your (already full) plate?
The truth is, an outdated RMS can make running your business tougher than a well-done steak. The wrong RMS can eat away at your time, your patience and your profits. Not to mention potential frustration from staff, increased risk of burnout and higher chances of system hiccups, leading to slower service and less-than-stellar delivery to your customers.
There are plenty of signs it may be time to say, “It’s not me, it's you” to your old RMS. Does inventory feel like an even bigger headache than usual? Are staff consistently lost on how to use the system? Does financial and operational reporting feel like trying to decipher code? It may be time to break up with your old system. But no need to fear, we’ll walk you through the steps to switch your system from medieval times to future-forward. (PS: read more about signs it may be time to make the RMS switch here.)
Before we talk about how to switch out your old RMS, let’s go over a few of the benefits of a more up-to-date system:
Now that we’ve covered the pros of switching your RMS, let’s go over the practical steps to make this dream a reality.
Before figuring out which RMS system is right for you, it’s important to identify what isn’t working about your current setup. We recommend making a list of the top three areas of improvement you see in your current RMS.
We asked our current [me]ople (aka: MarginEdge staff) who were previous restaurant operators, what a few of their biggest RMS painpoints were. Popular answers included a lack of POS and accounting integrations, faulty inventory tracking, scheduling issues, a lack of menu optimization tools and trouble with data reporting. If any of these sound familiar, add them to your list. Once you’ve got a grasp of what isn’t working, you’re ready for step two.
Just like people, different restaurants have different needs. Factors like the size of your business, the complexity of your menu and volume of sales can impact which RMS is best for your business. Now that you’ve got a handle on what isn’t working, start another list. What RMS capabilities would really be a game-changer for you? Every restaurant won’t require the same bells and whistles. Whether it’s tools that can help you plan better, or integrations that can make scheduling or inventory less of a headache, write out from highest priority to lowest, which features would take your business to the next level.
Whether your current RMS already has integration capabilities or not, this is an important feature to have, especially if you plan to grow your business and your tools might change along the way. Think of analyzing integration compatibility like adding that new ingredient to your recipe - if it’s not a match, it can ruin the whole dish. Finding an RMS compatible with your accounting, POS and scheduling systems is easier when you choose one with open source integration capabilities, so make sure to choose one with options.
Think about the next few years. Would the needs you’re looking for in a new RMS be compatible with added locations, a larger staff or extended menus? It’s important not to choose your RMS system based on where you are right now, but to choose one compatible with where you want to be.
There are a lot of RMS options out there. But which one gives you the best bang for your buck? The cheapest option may lack the qualities you need to make your operations run smoothly, which may cost you more down the line. But taking on more add-ons than you really need may also stretch your budget thin. To avoid hidden fees and unnecessary add-ons, consider an RMS with all-inclusive pricing. Avoid not-so-fun surprises by choosing an RMS system with true pricing transparency.
When shopping around for the right system, don’t forget to get a clear understanding of each system’s customer support resources. Onboarding shouldn’t feel like a second job, so make sure you choose a system with a team of folks behind it who are ready and excited to get your system up and running as quickly (and easily) as possible. Don’t be afraid to hold multiple demos and consult other staff on your management team. Remember, you want to choose a system that has a support team just as efficient as the system itself.
Finally, *drum roll please* it’s time to make your decision. Switching your RMS may not be the easiest task in the world, but with a clear idea of what to look for (and what to avoid), you don’t have to worry about repeating old mistakes. Finding an RMS that’s compatible with your staff and systems, scalable and with the right support team is better than finally finding the perfect combo comfort food order (sushi with french fries, anyone?). With the right steps, you’re well on your way to finding the RMS system of your dreams.