If you're in full-service dining, your company needs restaurant management software. This type of software virtually runs your restaurant. Servers take orders and input them in a software program, then the kitchen staff sees the orders and makes them; diners are done eating and the servers cash them out; sales numbers and inventory levels are accounted for and your managers can do their projections and ordering properly.

All of these activities revolve around having the right software. The pricing and costs of restaurant software range dramatically, depending on how extensive your needs are. These programs can help you and your managers run your operation more efficiently by improving front of house relations, scheduling your employees properly and managing costs. Your restaurant management system should include:

1. POS restaurant software: This is used for front of house applications and has a wide variety of functions.

2. Software for restaurant scheduling: Your managers will need to ensure that shifts are covered and allocate hours to all full-time and part-time employees.

3. Restaurant software solutions for the back office: These will assist you in your food costing and accounting needs.

Action Steps
The best contacts and resources to help you get it done

Simplify front of house operations with restaurant POS software

Your servers need to get guests' orders into the computer as quickly as possible, as well as check them out properly when they're ready to leave. You can improve on this by installing multiple POS terminals in convenient locations around your dining room. The software you'll use should have complete menu and order input capabilities as well as have a function to close checks with cash or credit options. You'll most likely spend at least $500 for a quality system, but you can find a few software programs for around $300.

I recommend: The basic program from Inborne Technology has all the programs you'll need for the front of the house, plus has add-on programs to choose from. MICROS Systems has multiple programs for use in the dining room.

Make use of restaurant software for scheduling

Scheduling is difficult for the service industry. Due to the fact that many people that hold restaurant jobs only work part-time and that the turnover rate is high, you'll have many factors to work around when scheduling your employees. Using a good scheduling program will help you determine your needs and schedule employees effectively. You can find web-based software for a monthly fee (usually ranging from $15 to $75) or traditional software programs for between $30 and $300.

I recommend: TimeForge offers two different programs related to time keeping: one for scheduling and one for attendance. SoftCafe has a very in-depth scheduling program to make your work quick and simple.

Buy food service software for the back office

Back office software is not to be forgotten. Your managers will need to determine food costs, sales forecasts and inventory levels on a daily basis to ensure that your restaurant is operating efficiently. Equipping them with the right software is the first step in making sure your restaurant is profitable. Expect to spend anywhere from $300 to $800, depending on how many programs come in the software package. You can cut down on costs by buying software that only includes programs you truly need.

I recommend: Check out the various accounting programs available from Abacus 21. Consider using one of the back office programs from Radiant Systems.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  If you use touchscreen computers, you'll need different software than if you use a keyboard and/or mouse with your terminals. Touchscreen systems are large investments, so if you can't afford them right now, stick with basic restaurant computer systems that use standard software.

Most people don't consider the restaurant business a high-tech endeavor. However, a growing number of restaurant-specific software programs have emerged to help you with nearly every aspect of running your business. And there's more good news: most of this software is affordable for smaller businesses that operate only a few eateries or even a single location. The various software products currently available can help you:

1. Maximize profits
2. Lower food costs
3. Streamline staff scheduling
4. Improve table and customer management
5. Improve your reservations system
6. Control inventory
7. Design menus

Action Steps
The best contacts and resources to help you get it done

Cost out your recipes

Accurate recipe costing can put you on the fast track to success. With the right figures, you can easily identify your most profitable menu items as well as items that aren't cost-effective. Software programs eliminate human error in this crucial area.

I recommend: Download a demo of OCLite, a food and recipe-costing software program that helps you adjust menu prices based on recipe costs so you can maximize profits. Try a trial version of CostGuard, which suggests selling prices based on recipe costs. Or download iPro recipe-costing software.

Reservations and table management

Reservation software can help you reduce no-shows, take reservations from your Web site, identify VIPs and regulars, track customer preferences, capture customer contact information, and more. It can also help you maximize table management and improve your guest management.

I recommend: Check out iMagic Restaurant Reservation or RCMS, or enroll with an online reservations system, such as OpenTable.com.

Control and track inventory

In the restaurant business, controlling inventory is crucial in order to minimize waste and to avoid running out of necessary ingredients.

I recommend: Compeat Restaurant Accounting Systems features a comprehensive inventory control feature that allows for customization.

Ordering and purchasing

Look for software that streamlines the ordering and purchasing process so you can concentrate on revenue-generating activities.

I recommend: The ordering and purchasing feature of ChefTec compares vendor bids, places orders based on the lowest cost, converts orders into invoices and transfers invoices into your accounting system.

Menu design

If you make frequent changes to your menu or you simply don't want the hassle and expense of hiring a graphic designer, use software that helps you create designer-quality menus.

I recommend: MenuPro includes more than 100 pre-designed menu styles, hundreds of food illustrations and even a culinary spell-checker

Staff scheduling

Every restaurant owner knows that scheduling employees can be a real headache. When performed manually, the task is time-consuming and often results in mistakes, such as understaffing or overstaffing.

I recommend: ScheduleWriter is a useful software tool that lets you create daily, weekly or monthly schedules in minutes. It also minimizes overstaffing and understaffing problems and alerts you to scheduling conflicts.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  If you operate more than one restaurant, test-drive the software in one before implementing it system wide.
• •  Many restaurant software programs have powerful reporting features. Use them to analyze your sales, your customers and your menu. Make changes based on what you learn.

Restaurant computer systems and software can really be an integral part of your business. Once you have the basics covered, you should consider using software systems in other parts of your restaurant. In general, putting a restaurant management system into place will enable your employees to work more efficiently.

Restaurant software applications serve a multitude of functions in the everyday operations of a restaurant. You can use them in every area to help your employees do their jobs to the best of their abilities. There are a variety of ways in which using restaurant software can help your restaurant be more efficient.

1. Consider using a restaurant management system to help your employees keep track of reservations and open tables.

2. Find a liquor inventory system to use behind the bar. This type of restaurant software solutions can help pinpoint any errors made by your bartenders so you can correct them.

3. Buy restaurant menu software to help you create eyecatching menus and to easily make updates if you have a menu that changes frequently.

Action Steps
The best contacts and resources to help you get it done

Get organized with restaurant management software for the dining room

Your guests are your main priority, and managing your dining room should be on the top of your list of things to do (or delegate). There are many programs out there that can help you take reservations, schedule accordingly and seat incoming guests efficiently. In addition, if you have a special room devoted to large parties or special events, you'll need to keep track of this as well.

I recommend: The software programs available from BlueSkies and ReServe Interactive have functions to help you with dining room management, event planning and reservations.

Keep track of the liquor behind your bar with restaurant computer programs

Liquor is notoriously difficult to inventory. Not only do you have to come up with a way of measuring the liquid in the bottles, you have to match it up with your sales figures to make sure your bartenders are not pouring too long or not making mixed drinks properly. Software programs just for the bar are great tools for making inventory more efficient.

I recommend: Browse through the bar software selections available from Bar Cop. You can also find several solutions at BarLogix.

Use restaurant menu software programs to keep your food offerings current and fresh

Restaurant menu software programs make creating and changing your establishment's menu easier than ever. Features include style templates, graphics and password protection to allow only certain employees into the menu file.

I recommend: Check out SoftCafe for the key features of MenuPro. The Menu Maker offers step-by-step instructions on designing a restaurant menu using its software program.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  When you buy restaurant POS software, in many cases, it will include software for your kitchen. This will communicate guests' orders to the kitchen staff so they can prepare the food. You may need a bump bar so the kitchen staff can 'bump' orders from the screen when they're ready so they don't remake the orders unnecessarily.

Restaurant software enables owners to price menus, handle reservations, take orders, inventory products and publish menus online. Certain software lets restaurant owners and staff manage restaurant functions completely online. While different software publishers offer a large variety of restaurant software, there are a few specific types of software beneficial for most restaurants. By understanding the types of software available and the specific names, restaurant owners can deal with publishers and suppliers easily.

Action Steps
The best contacts and resources to help you get it done

POS software

POS software, also known as point of sale software, manages many aspects of a restaurant. Business software helps restaurant owners and managers control orders, inventory, employees and reservations. This software is common in many chain restaurants and is the system the wait staff uses to place orders and cash out customers.

I recommend: You can see a demo of POS software and research options at Execu/Tech Systems.

PDF menus

There is software available that helps restaurants create menus and then download a PDF version. Restaurants with websites should take advantage of restaurant software that helps create PDF versions of menus. Many customers go online to check out menus and pricing when deciding where to eat. Having an online menu may increase your customer base or increase the amount of new customers.

I recommend: SoftCafe offers restaurant software that includes creating PDF menus.

Handheld POS software

This term refers to POS software that utilizes a handheld device to take orders. The handheld system allows the wait staff to move around the restaurant, taking and placing orders, without having to run back and forth to the main computer system. These are beneficial to busy, fast food restaurants with long drive thru wait lines.

I recommend: Find out more in-depth information about POS scanners at Restaurant System POS Software.

Restaurant management software

When shopping for restaurant software, the term restaurant management software usually refers to a program that covers most, if not all, aspects of a restaurant business. This software is for managers or owners who don't currently use software to manage their business.

I recommend: Check out what restaurant management software does at the TracRite Software site.

Bar software

Bar software consists of liquor inventory and tracking. It's separate from much of the restaurant software available, but a needed resource for restaurants that offer a large bar.

I recommend: Bar Cop offers a detailed look at different types of bar software.

Menu costing software

Menu costing software helps you determine how much to charge for a particular platter, or whether purchasing a particular product is profitable. The software will break down the cost per piece, portion cost and cost versus profit.

I recommend: Take a look at a screen shot of exactly what menu costing software can do for your business at Windstar Corporation.