High-volume times like the holiday season are high-stakes for restaurants. Dining rooms fill quickly, bars are busy, and catering orders spike – often all at once. These peak periods can generate record profits, but only if operators are prepared.
Many restaurants admit to “flying by the seat of their pants,” relying on instinct rather than planning. According to Back of House expert David Wisdom, this approach is risky. “Traffic surges make it hard to forecast needs, and small mistakes become costly,” he says. “Stockouts upset guests, while over-ordering drives waste.”
Without proper preparation, service surges stress staff, create waste, and hurt customer experience. “Even minor miscalculations can ripple across a shift,” David notes, “and since these weeks are often the most profitable, poor planning quickly turns opportunity into lost revenue.”
Why High-Volume Periods Strain Restaurants
These maximum-capacity shifts put every part of a restaurant to the test – kitchens, storage, staff, and suppliers all feel the pressure. Operators, however, face a few added unique challenges:
- Staffing: Seasonal employees may be new or less experienced. Scheduling conflicts and last-minute time-off requests make coverage complicated.
- Inventory: Predicting demand for drinks, menu items, and catering orders is tricky. Too little stock leads to guest disappointment, and too much creates waste.
- Operations: Kitchens must maintain speed and quality while handling unpredictable surges in orders.
David emphasizes, “You can run out of key ingredients, end up with way too much waste, burn out your staff, and give guests a less-than-great experience. Without a plan, things can spiral fast.”
How Technology Brings Clarity
Technology is a game-changer when it comes to restaurant inventory management and staffing during busy periods. Scheduling tools help match staff levels to expected traffic, while restaurant inventory planning software like MarginEdge, MarketMan, and Opsi use POS (point of sale) data to show what sells most and when.
“Tech takes the guesswork out,” David explains. “It lets you stock the right items, manage labor efficiently, and focus on delivering great service instead of scrambling.”
Drinks, Dining, and Catering
Technology can improve operations across every area:
- Drinks: Smart bar systems track pour costs and flag low stock. “For example, a bar using smart pour tracking avoided running out of a high-demand cocktail on Christmas Eve,” David says.
- On-premise dining: Real-time inventory tracking shows which menu items are moving fast, helping managers adjust prep and orders instantly.
- Catering: Portion-control tools ensure large orders stay consistent, reducing waste and maintaining margins.
These tools give operators visibility across multiple operational areas simultaneously, so staff can focus on service rather than scrambling to manage inventory manually.
Features To Look for in Restaurant Inventory Planning Software
Not all software is equally effective. David recommends selecting tools with features that deliver tangible results:
- POS integration for automatic inventory updates
- Real-time low-stock or expiration alerts
- Easy-to-use interface for staff
- Reporting tools that forecast future needs, not just reflect the past
Even small tools can make a big difference. “Digital scheduling apps, handheld inventory scanners, and automated vendor order guides all save time and reduce mistakes,” David notes.
When evaluating restaurant inventory planning software, it’s also important to consider scalability. Tools should grow with your business and be flexible enough to handle holiday spikes, catering events, and changes in menu offerings.
Turning Planning Into Profit
Effective planning impacts both margins and guest experience. Fewer stockouts mean guests get the dishes and drinks they expect, and waste is reduced, protecting profits during high-cost periods.
“Smooth service with fewer ‘sorry, we’re out’ moments builds loyalty, not just survival,” David explains. Using data-driven restaurant inventory management allows operators to optimize labor and inventory costs while maintaining quality.
Additionally, tech provides insights that help managers make proactive decisions.
For example, recognizing trending menu items or high-demand beverages early allows operators to adjust orders before shortages occur. Restaurants that track sales patterns can anticipate surges in drinks like holiday cocktails or seasonal desserts, rather than reacting after stock runs out.
Getting Started Before the Holidays
David encourages operators to act now rather than wait for the rush. “Pick your biggest pain point and add one tool to address it,” he says. “If inventory is always a mess, get an app that automates counts. If staffing is the headache, roll out a scheduling tool.”
He also cautions against tech overload. “Focus on ROI [return on investment] and ease of use. Ask, will this save time, reduce waste, or make guests happier? If not, skip it. Test one tool, get comfortable, then layer on more solutions.”
Even starting small can yield big results. A restaurant that implemented a simple handheld inventory scanner before the holidays reduced prep time by several hours per week while preventing over-ordering.
Shifting Your Mindset Around Technology
Operators often view tech as a replacement for human judgment, but David encourages a different perspective. “Think of a tech solution as an extension of your team,” he said. “It handles repetitive tasks – tracking counts, scheduling, flagging issues – so you can focus on running the business and creating great experiences for guests.”
This mindset shift allows restaurants to adopt technology confidently, making busy periods more manageable and profitable. Over time, the data collected through restaurant inventory planning software can inform menu decisions, staffing strategies, and purchasing patterns year-round.
Make High-Volume Periods Easier to Manage
Busy seasons don’t have to be overwhelming. With smart restaurant inventory management and the right planning tools, you can reduce waste, optimize staffing, and give your guests a seamless experience no matter how full your dining room gets.
Download our handy checklist of steps to take to get through the holiday season while feeling the joy!
Download the Checklist: Tech Tools for High-Volume Planning & Inventory
Strategies for inventory management, staffing, and operations that will help you run a smoother.
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