How I Manage a 120-Seat Restaurant With a 7-Minute Morning Routine
6:47am on a Saturday morning. I'm standing in the walk-in cooler at the restaurant I managed, phone flashlight illuminating shelves of produce, when my stomach drops. The overnight delivery never arrived. In three hours, we're supposed to serve 180 covers with a brunch menu that features exactly zero of the ingredients currently in my inventory.
That crisis—and dozens like it over the years—taught me that restaurant management without systems is just reactive firefighting. You can work 70-hour weeks and still miss the critical warning signs because you're too busy responding to yesterday's emergencies to prevent tomorrow's.
The 7-minute morning dashboard I eventually built changed everything. Instead of walking into chaos every morning, I now walk in knowing exactly what fires are about to start—and usually catching them before they ignite. Here's the complete system, built specifically for the operational reality of high-volume food service.
Why Restaurant Management Is Perpetual Crisis Mode
Restaurant operations have characteristics that make systematic management uniquely difficult. Perishable inventory decays in hours. Staff turnover in hospitality runs 70-80% annually. Customer demand fluctuates wildly based on weather, events, and randomness no forecast model captures. Equipment fails at the worst possible moments. Health inspectors arrive unannounced.
Most managers respond to this chaos by being constantly present, constantly available, constantly reactive. They become the single point of failure for every decision, the repository for every piece of information, the bottleneck through which everything must pass.
This approach works until it doesn't. When you're the human system holding everything together, your illness becomes operational collapse. Your day off becomes anxiety. Your vacation becomes impossible.
The alternative is building systems that hold information, trigger alerts, and enable delegation. The manager becomes orchestrator rather than firefighter. The operation runs on process rather than heroics.
The 7-Minute Morning Dashboard
Every morning at 6:30am, before the chaos begins, I spend exactly seven minutes reviewing a dashboard that surfaces everything requiring my attention. Not a comprehensive review of all operations—that would take hours. Just the critical signals that predict today's crises.
The dashboard has seven sections, each taking roughly one minute to review.
Section 1: Inventory Alerts (Running Low Triggers)
Inventory alerts flag items crossing threshold levels. Not a complete inventory review—just the exceptions requiring action.
Each menu item has critical stock level calculated backwards from expected usage. If average Saturday uses 15kg of chicken and delivery doesn't arrive until Tuesday, critical level on Friday morning is 30kg. If current stock is below critical, alert triggers.
The alerts surface in priority order: items that will run out today, items that will run out tomorrow, items approaching threshold. For each alert: current quantity, expected usage today, lead time to restock, suggested action.
Review takes 60 seconds. Decision takes 30. Either trigger emergency order, communicate 86 items to kitchen, or accept the risk.
The system prevents the walk-in-cooler-at-dawn discovery. If I know on Friday afternoon that Saturday's fish delivery is uncertain, I can plan substitutions or secure backup supplier. If I discover at 7am Saturday that the fish never arrived, my options collapse to apology and improvisation.
Section 2: Staff Schedule Conflicts (Coverage Gaps)
Staff scheduling is where most restaurant operations leak money and service quality. Understaffing creates customer service failures. Overstaffing creates labour cost overruns. The dashboard surfaces conflicts before they become shift-time crises.
Coverage gap alerts compare scheduled staff against expected demand. If reservations plus historical walk-in patterns predict 180 covers, and scheduled staff can comfortably serve 140, gap alert triggers.
Additional alerts include: call-outs reported overnight (staff texting in sick), shift swap requests pending approval, overtime approaching for specific staff members, and training requirements due.
The 60-second review shows whether today's staffing matches today's demand. Mismatches get addressed with standby calls or shift adjustments before doors open—not at 7pm when the wait is building and the kitchen is drowning.
Section 3: Reservation Surge Detection (Capacity Planning)
Reservation patterns predict operational pressure. A normal Tuesday with 60 reservations operates differently from a Tuesday where 40 reservations booked in the last 24 hours.
Surge detection compares current bookings against historical baselines and flags anomalies. Same-day reservations spiking typically indicates event-driven demand—a nearby concert, a sporting event, a weather pattern driving people indoors.
The dashboard shows: total reservations versus historical average, booking velocity (reservations per hour over last 24), large party alerts (any table of 8+), VIP or special occasion flags, and timing distribution (are reservations clustered around specific times?).
This 60-second scan prevents capacity blindsides. When booking velocity is three times normal, I know to prepare for walk-in surge as well. When large parties cluster, I know kitchen timing becomes critical.
Section 4: Supplier Order Confirmations (Verify Deliveries)
Supplier failures cascade through entire service. The morning dashboard verifies that expected deliveries are confirmed and on track.
Each supplier has expected delivery window. Dashboard shows: confirmed deliveries with tracking if available, unconfirmed orders requiring follow-up, late deliveries from yesterday (still outstanding?), and quality issues flagged from previous deliveries.
The 60-second review catches the silent failures—orders that were submitted but never confirmed, deliveries stuck in transit, suppliers who've gone quiet. One phone call at 6:45am prevents the Saturday fish crisis.
Section 5: Equipment Maintenance Flags (Preventive Care)
Equipment failures during service are catastrophic. A broken dishwasher during Saturday dinner service doesn't just create inconvenience—it creates health code violations and service collapse.
Maintenance flags operate on two levels: scheduled preventive maintenance due, and anomaly detection suggesting impending failure.
Scheduled maintenance includes: hood vent cleaning (fire code compliance), refrigeration service, grease trap pumping, fire suppression system inspection, and general equipment servicing.
Anomaly detection includes: refrigeration temperature logging showing drift from baseline, ice machine output declining (typically indicates maintenance need), and POS or kitchen display system errors.
The 60-second review shows which equipment needs attention before it fails. A refrigeration unit showing slow temperature drift is far easier to address with scheduled service call than emergency repair during dinner rush.
Section 6: Health Inspection Prep (Compliance Tracking)
Health inspection readiness should be constant, not crisis-driven. The dashboard tracks compliance status across inspection categories.
Compliance tracking includes: daily temperature logs completed, cleaning schedules followed, staff hygiene certification currency, pest control records current, and open violation remediation status.
The 60-second review shows inspection readiness on a 1-10 scale. Anything below 8 flags specific deficiencies requiring attention. The goal is passing inspection on any random Tuesday—not scrambling when the inspector's car pulls into the car park.
Section 7: Revenue vs Target (Trend Spotting)
Financial awareness informs operational decisions. The dashboard shows yesterday's revenue versus target and rolling trend.
Revenue tracking includes: yesterday's actual versus forecast, week-to-date versus target, trend direction (improving, stable, declining), and segment breakdown (lunch versus dinner, food versus beverage).
The 60-second review contextualises operational decisions. When revenue is trending below target, every staffing and inventory decision should account for the pressure. When revenue is exceeding forecast, capacity management and inventory levels require adjustment.
Building the Dashboard: Tools and Setup
The dashboard itself is a Notion database with automated inputs from various operational systems. The setup requires initial configuration investment but runs automatically afterward.
Notion Database Structure
The main dashboard is a single Notion page with seven linked databases, each filtered to show only exception items requiring attention.
Inventory database includes all items with fields for: current quantity (manually updated or connected to POS), critical threshold, reorder lead time, primary and backup supplier, and last order date.
Staff schedule database includes all shifts with fields for: date, shift time, assigned staff, role, expected covers, and status (confirmed, pending, called-out).
Reservation database syncs from booking system with fields for: date, time, party size, special notes, booking source, and velocity calculation.
Supplier database includes all suppliers with fields for: expected delivery days, order status, last confirmed delivery, and issue history.
Equipment database includes all major equipment with fields for: maintenance schedule, last service date, temperature logs (for refrigeration), and anomaly flags.
Compliance database includes all inspection categories with fields for: last completion date, required frequency, responsible person, and compliance status.
Revenue database includes daily figures with fields for: date, actual revenue, forecast, variance, and segment breakdown.
Automation Setup
Several automations reduce manual data entry and ensure dashboard accuracy.
POS integration pulls daily revenue automatically. Most modern POS systems offer API access or scheduled report exports. Revenue figures appear in the dashboard without manual entry.
Booking system integration pulls reservations. OpenTable, Resy, and similar platforms offer data export or API access. Reservations sync to Notion automatically.
Temperature logging uses connected sensors for walk-in and reach-in refrigeration. WiFi-connected sensors log temperatures continuously; anomaly alerts trigger when readings drift from baseline.
Scheduling system integration pulls shift data. 7shifts, HotSchedules, and similar platforms offer integrations that sync schedule data.
Manual inputs remain for some categories. Inventory counts require physical verification. Supplier confirmations require human follow-up. The dashboard surfaces what needs attention; some actions remain inherently manual.
Zapier Integrations
Zapier connects systems that don't have native integrations. Key automations include:
POS daily summary to Notion: triggers daily, pulls revenue data, creates Notion entry.
Booking velocity calculation: triggers hourly, counts new reservations, calculates velocity, updates Notion.
Supplier order tracking: triggers on order submission, monitors confirmation status, flags unconfirmed after threshold time.
Staff call-out processing: triggers on schedule change, updates shift status, alerts if coverage gap created.
Setup time is approximately 4-6 hours initially. Ongoing maintenance is minimal—perhaps 30 minutes monthly to adjust thresholds or fix broken integrations.
Delegation Framework for Shift Leads
The dashboard enables delegation by creating shared visibility. Shift leads can see the same information, make informed decisions, and escalate appropriately.
Decision Authority Matrix
Clear decision authority prevents bottlenecks whilst maintaining accountability.
Shift lead authority includes: approving shift swaps within existing coverage, authorising inventory transfers between locations, handling customer complaints up to specified value, making 86 decisions for running-low items, and adjusting floor layout for party size changes.
Manager escalation required for: staffing changes affecting labour budget, supplier negotiations or emergency orders above threshold, customer issues involving legal exposure, equipment repair authorisation above threshold, and any health compliance concerns.
The matrix is documented and reviewed with all shift leads. When authority is clear, decisions happen faster and managers spend less time adjudicating routine choices.
Communication Templates
Templated communication accelerates routine interactions and ensures consistency.
Staff messaging templates include: shift confirmation requests, call-out acknowledgement with replacement request, schedule change notifications, and performance feedback (positive and corrective).
Customer communication templates include: reservation confirmation with special accommodation notes, wait time updates, complaint acknowledgement, and follow-up after issue resolution.
Supplier communication templates include: order confirmation requests, delivery issue escalation, and quality complaint documentation.
Templates reduce cognitive load and ensure professional consistency regardless of who's sending the message.
Crisis Protocols
Despite best prevention, crises happen. Documented protocols enable rapid, effective response.
No-Show Cook Protocol
When a cook doesn't show and replacement isn't available:
Immediate actions within first 15 minutes: assess menu complexity for remaining staff capacity, identify items requiring temporary 86, contact standby cook list in priority order, and notify front-of-house of potential menu limitations.
Communication: inform servers of 86 items before they reach guests, update reservation system if accepting walk-ins should pause, and post brief staff update explaining situation.
Recovery: document no-show for personnel file, review scheduling redundancy for similar future situations, and calculate revenue impact if service was compromised.
Equipment Failure Protocol
When critical equipment fails during service:
Immediate actions: assess safety implications (is this a fire risk, food safety risk?), identify workaround if possible, and contact emergency repair service.
Communication: notify kitchen of workflow adjustment required, inform servers if menu items are affected, and escalate to manager if safety concern or service compromise likely.
Recovery: document failure for equipment maintenance review, assess whether preventive maintenance was followed, and schedule expedited service if workaround is temporary.
Surprise Health Inspection Protocol
When health inspector arrives:
Immediate actions: greet professionally and cooperatively, provide requested access and documentation, designate point person to accompany inspector, and ensure current operations reflect standard practice (don't suddenly start doing things differently).
Communication: brief manager immediately (even if off-site), ensure front-of-house aware to maintain normal service, and document inspector observations during walkthrough.
Recovery: address any cited violations immediately, schedule follow-up if required, and review compliance tracking for accuracy.
Opening and Closing Checklists
Systematic checklists ensure consistent operation regardless of who's opening or closing.
Opening Checklist (30 Items)
Facility preparation: unlock and disarm, walk-through checking for overnight issues, verify climate control settings, turn on equipment requiring warm-up, and check exterior for cleanliness and signage.
Kitchen preparation: verify refrigeration temperatures and log, pull prep list and verify inventory, start equipment warm-up (ovens, fryers, flat-tops), verify previous night's closing cleaning, and set up stations per shift assignments.
Front-of-house preparation: verify reservation book and floor plan, set tables per standards, stock service stations, verify POS system operational, and brief staff on day's specials and any issues.
Pre-service verification: taste all sauces and preps, verify all equipment operational, confirm staff assignments and knowledge, do final floor walk checking details, and doors open.
Closing Checklist (35 Items)
End-of-service: last seating cutoff, final orders to kitchen, tabulate cash and card totals, and close out POS system.
Kitchen closing: break down stations per protocol, label and date all prep for storage, verify refrigeration temperatures and log, clean equipment per schedule (deep clean rotation), and secure all food storage.
Front-of-house closing: reset tables for next day, clean service stations, secure alcohol inventory, do final floor walk checking for cleanliness and setup, and complete closing paperwork.
Security: check all doors and locks, set alarm system, verify equipment shutdowns appropriate, do exterior check, and lock final exit.
Metrics Tracking
Metrics inform improvement over time. Key metrics for restaurant operations include:
Daily Metrics
Food cost percentage: daily food cost divided by food revenue. Target varies by concept; casual dining typically targets 28-32%.
Labour cost percentage: daily labour cost divided by revenue. Target typically 25-32% depending on service model.
Cover count: total guests served versus forecast. Tracking accuracy improves forecasting over time.
Average ticket: total revenue divided by cover count. Declining average ticket may indicate menu issues or service problems.
Table turn time: average time from seating to settlement. Tracking identifies bottlenecks affecting capacity.
Weekly Metrics
Revenue versus forecast: week-over-week comparison identifies trends before they become crises.
Waste log: documented waste by category. Patterns suggest inventory ordering or prep quantity adjustments.
Staff hours versus coverage: were actual hours aligned with actual demand? Patterns suggest scheduling adjustments.
Customer feedback: aggregated scores from comment cards, review platforms, and direct feedback.
Monthly Metrics
Profit and loss review: full financial picture including revenue, cost of goods, labour, overhead, and profit.
Staff performance reviews: individual feedback based on tracked metrics and observations.
Equipment maintenance review: was scheduled maintenance completed? Any unscheduled repairs suggesting preventive maintenance gaps?
Menu performance analysis: item-by-item sales and profitability review. Underperformers candidates for revision or removal.
Week-Over-Week Improvement
The dashboard and metrics enable systematic improvement rather than just maintenance.
Weekly Review Process
Every Monday morning, 30-minute review covers:
Last week's incidents: what went wrong? Root causes? Prevention strategies?
Dashboard accuracy: were alerts accurate? Any false positives or missed issues?
Staffing efficiency: labour cost versus coverage quality trade-offs.
Supplier performance: any delivery failures or quality issues to address.
Improvement priorities: one to three specific improvements to implement this week.
Monthly Deep Dive
Monthly two-hour review covers:
Financial performance: full P&L analysis with variance explanation.
Staff development: training needs, performance issues, retention risks.
Equipment status: upcoming maintenance needs, capital planning for replacements.
Menu review: performance data driving menu evolution.
Guest experience: feedback trends, service quality assessment.
Quarterly Strategic Review
Quarterly half-day session covers:
Market positioning: competitive landscape, pricing strategy, concept evolution.
Operational capacity: can current systems handle growth? What breaks first?
Technology evaluation: are current tools meeting needs? Better options available?
Staff planning: hiring pipeline, succession planning, development paths.
The Complete Tool Stack
The system relies on several integrated tools:
Notion: central dashboard, database management, documentation. Cost approximately £8 monthly for pro plan.
7shifts or HotSchedules: staff scheduling with demand forecasting. Cost approximately £2-4 per employee monthly.
Square or Toast POS: point-of-sale with inventory tracking and reporting. Cost varies by volume; typically £50-150 monthly.
OpenTable or Resy: reservation management with capacity tracking. Cost varies by tier and volume.
Zapier: automation connecting systems without native integrations. Cost approximately £15-60 monthly depending on task volume.
Chaos: deadline and task management for manager action items, vendor follow-ups, maintenance scheduling. Cost approximately £8 monthly.
Temperature monitoring: WiFi-connected sensors for refrigeration logging. Cost approximately £100-200 setup plus £10-20 monthly service.
Total technology cost: approximately £150-300 monthly depending on scale and specific tools. ROI comes from prevented crises, reduced waste, and operational efficiency.
Key Takeaways
Restaurant management becomes sustainable when you build systems rather than relying on heroic presence. The 7-minute morning dashboard surfaces the exceptions requiring attention, not comprehensive operational review.
Seven dashboard sections cover the critical failure points: inventory alerts, staffing coverage, reservation patterns, supplier confirmations, equipment maintenance, compliance readiness, and revenue tracking.
Notion provides the central dashboard with linked databases for each category. Automated integrations from POS, booking systems, and scheduling platforms reduce manual data entry.
Delegation frameworks with clear decision authority enable shift leads to handle routine decisions whilst escalating appropriately.
Crisis protocols for common failures—staff no-shows, equipment failures, surprise inspections—enable rapid response without manager presence.
Systematic checklists for opening and closing ensure consistent operations regardless of who's working.
Metrics tracking at daily, weekly, and monthly intervals enables continuous improvement rather than just maintenance.
The 7-minute morning investment prevents hours of reactive firefighting. When you know what's coming before it arrives, restaurant management becomes orchestration rather than survival.
Chaos tracks the action items, vendor follow-ups, and maintenance scheduling that emerge from the dashboard review—turning awareness into completed tasks rather than forgotten intentions.