The restaurant industry is evolving faster and more fundamentally than ever before. Rising costs, ongoing staff shortages, rapid technological change and shifting guest expectations are increasing the pressure on restaurants of all sizes.
Many operators experience the effects of this every day. One thing has become clear: standing still is no longer an option.
In this article, we show you how to actively manage change to safeguard your business and ensure long-term resilience and competitiveness.
Every change triggers uncertainty. Whether the change involves new technology, processes or responsibilities, the way your team responds is shaped by the work environment you create.
Many change initiatives fail not because of the tools used, but because people feel overwhelmed, excluded or unsupported. For change to be successful, you need more than just systems and workflows. You need a culture in which your team feels informed, safe, and involved from the outset.
In hospitality, change does not succeed through pressure; it succeeds through people. Effective change management is not about imposing decisions from above. It's about shaping transformation together with your team by relying on clarity, trust, and ongoing communication.
So, what do successful restaurants have in common when it comes to managing change? Above all, they foster an open, proactive, and learning-oriented workplace culture.
When these elements come together, change becomes something that empowers your team rather than burdening them.
Change is essential, but rarely easy, in the hospitality industry. The high-pressure, fast-paced nature of operations, coupled with limited time for reflection, means that even well-intentioned initiatives can fail before gaining traction.
Below are five common reasons why change efforts often fall short:
1. No clear goal
If your team does not understand the reason for a change, it will seem random to them. Without a clear objective, motivation will quickly fade.
2. Too much, too fast
Introduce new software, new processes and new expectations all at once and it will be too much. Even high-performing teams will struggle with this level of change.
3. Poor communication
One update from you is not enough. To be successful, change requires ongoing, two-way communication with the whole team.
4. Focus only on tools, not on people
Technology only works when people understand how it operates. Without training and context, even the best system can become a burden to everyone involved.
5. Resistance from the team
A culture in which every small mistake is criticized, feedback is ignored and decisions are made solely by those at the top will inevitably lead to resistance.
Real change rarely happens in a straight line. It is emotional and unpredictable, often accompanied by setbacks. In the demanding day-to-day environment of the hospitality industry, change can seem like 'just another thing' to add to an already full workload.
That’s why structure, clarity, and team involvement are crucial. Follow these seven practical tips to implement lasting change, step by step.
Tip #1: Recognize the need for change
Not every problem requires a new system, and not every change is helpful. Take a step back before you act. What is working well in your restaurant right now? Where do things feel stuck or outdated?
This is the phase where you gather insights, not assumptions. Use these structured methods to gain clarity:
SWOT analyses
Use this tool to identify your restaurant’s strengths, weaknesses, opportunities and threats. This will give you a clear idea of where changes are really needed.
Guest feedback
Use reviews, surveys or in-person conversations to find out what your guests like and what they would like to see added to your business.
Employee surveys
Ask your team where they see friction, unnecessary steps or areas for improvement. The most valuable insights often come from the people who are closest to the process.
Benchmarking with competitors
Compare your operations, tools and guest experience with those of similar businesses to identify potential gaps and establish your position.
The objective is to develop a clear understanding, rather than taking immediate action. Start with facts, not assumptions. This is the only way to ensure that your efforts to implement change will be effective and not create extra work.
Tip #2: Set realistic goals
Having clear, realistic goals is essential, whether you’re implementing a new POS system or digitizing recipes. These goals provide direction, encourage commitment and enable you to measure progress.
The SMART framework helps ensure your goals are both meaningful and achievable. Here's what it means:
S - Specific
Be as clear and concrete as possible with your goal.
Instead of saying: 'We want to be more efficient.'
Say: “We want to digitize our inventory management.”
M - Measurable
If you can't measure it, you can't track your progress or success.
Instead of saying: “We want to waste less.”
Say: “We want to reduce food waste by 15%.”
A - Achievable
Set realistic goals that challenge your team without overwhelming them.
Instead of saying: “Everyone needs to master the system by Friday.”
Say: “We’ll train five employees per week.”
R - Relevant
Make sure the goal is relevant to your restaurant's operations.
Example: A new POS system would only be worthwhile if billing is a real issue in your operations.
T - Time-defined
Setting concrete deadlines creates a sense of commitment within the team.
Instead of saying: 'We'll do it someday.'
Say: “We want to implement digital recipe management by the end of February.”
With SMART goals, your entire team will know where you're headed, what the priorities are, and why the change is worth their effort.
Tip #3: Develop a strategy
Change doesn’t just happen; it requires a clear plan. A well-structured change strategy defines who is responsible for what, when key milestones should be reached, and how progress will be tracked within your business.
Set realistic stages
Create a schedule with defined phases, such as training, test runs, and the final rollout. This will give your team structure and a sense of security.
Clearly define responsibilities
Everyone on your team should understand their role in the process and know who to contact if they have any questions.
Structure communication
Plan ahead who will be informed, when, and through which channels, for both internal and external communication.
Track your success
Use concrete KPIs to measure your progress. For example, you could measure success by reducing inventory errors or the time needed for shift planning.
Align the market
Keep your guests and current industry trends in mind. Any changes should reflect what your target audience actually wants and expects.
The clearer your strategy, the easier it will be for your team to follow it while staying engaged and focused on the bigger picture.
Tip #4: Use technology strategically
Digital tools for calculations, inventory management, and recipe costing can streamline operations, making them more efficient and predictable. Solutions like FoodNotify reduce errors, save time and simplify workflows.
Understand the technology
Invest enough time in exploring the system yourself before training your team. Test features, walk through demos and familiarise yourself with key processes. Only when you clearly understand the benefits can you communicate them convincingly to your team.
Introduce new tools one at a time
Avoid implementing several tools at once. A gradual rollout works much better. For example, start with the ordering system, then move on to recipe management, and finally implement enterprise resource planning.
At FoodNotify, onboarding typically takes place over two to three months, adjusted to suit each business's pace. This approach creates clarity, reduces stress and prevents your team from feeling overwhelmed.
Example from practice
If you would like to see what digital transformation looks like in practice, read our article 'How L’Osteria and FoodNotify are digitizing the hospitality industry'. It shows how technology can be successfully incorporated into daily operations, step by step.
Tip #5: Provide training and education
Once the technology is in place, the most important part begins: ensuring that those who will be using it daily understand how to operate it. Even the best system will be ineffective if your staff do not understand its purpose or how it will simplify their daily tasks.
Train leadership first
It is best to start with your team leaders. Once they are well-informed and convinced of the change, they can credibly communicate it to their teams, providing them with the confidence and guidance they need.
Communicate clearly
Training should be practical and easy to understand. It can be delivered through various channels, such as team meetings, notice boards, short internal videos, or one-to-one conversations.
A well-trained team is the most important factor in the success of any change process.
Tip #6: Communicate effectively
Change thrives on communication. Questions, concerns and ideas should always be welcomed. Nobody expects perfection from day one. What matters is how you work together to overcome challenges.
Maintain regular communication
By getting the team's opinion on a regular basis, either through short surveys, feedback sessions or other methods, you can identify any issues early on and deal with them before they become more serious.
Respond to feedback
Visibly acknowledge feedback and document it. Be honest with your team, even if an issue has not yet been resolved. Transparency builds credibility.
Consistent and transparent communication strengthens trust and prevents resistance throughout the change process.
Tip #7: Support the change
The final step in the change management process is often the most important, yet also the most frequently overlooked: staying committed.
Change does not end with the introduction of a tool or the creation of a new workflow. In fact, that is when it truly begins. Only those who regularly check in, make adjustments, and actively support their team can ensure that new processes are established and remain effective in the long term.
Reflect regularly
Ask yourself the following questions on an ongoing basis: Which goals have we already achieved? Where are there still obstacles or uncertainties? What does my team currently need to perform well?
Keep check-ins simple
These check-ins do not have to be time-consuming. A short meeting at the start of a shift, a quick conversation during a break or a weekly message in your internal chat can make a significant difference.
Celebrate successes
It is equally important to celebrate your achievements. Not just the major milestones, but the smaller successes along the way too. A sincere 'thank you', a shared breakfast, or a small gesture can be more effective than any motivational speech.
This shows your team that change is possible and valued by everyone.
Change management in the hospitality industry always begins with people.
The industry faces major challenges, but also significant opportunities. Change is not optional – it is essential for future success.
Effective change management encompasses more than just tools and processes. It involves engaging your team, building trust and establishing long-term structures.
Digital tools like FoodNotify help you maintain oversight, simplify workflows and introduce digitalization at a pace that suits you.
Real change takes time. Although it may feel uncomfortable at first, it is always worthwhile. If you embrace change today, you will help shape the hospitality industry of tomorrow.
Let's explore how our digital solutions can support your change management journey.