Advantages of a restaurant management system

In this article, we’ll explore the benefits of simplifying these challenges through the adoption of a unified, all-in-one restaurant management software. While systems may differ slightly from one provider to another, it is crucial to identify your specific requirements when shortlisting potential providers.

Here at Access Hospitality, we help operators with custom-built multi product restaurant management solutions that are accessed through one single sign-on platform that makes integration and data sharing across functions seamless. So, we know a thing or two about restaurant management solutions.  

What is a restaurant management system?

A restaurant management system serves as a centralised platform that brings together and streamlines various aspects of restaurant operations. It optimises the functionality of different software tools necessary for running a successful restaurant, eliminating the need to navigate through multiple platforms. This consolidation makes it easier to access and harness the power of these tools, enabling them to seamlessly work together. 

Implementing a restaurant management system can be a game-changer for restaurants. By automating processes, enhancing inventory management, facilitating staff coordination and providing valuable insights, this system empowers you to make data-driven decisions and optimise your business operations.  

What are the key benefits of restaurant management software?

Choosing the right restaurant management system is a critical decision for any business. While each individual module offers clear advantages by addressing specific needs within the business, it's essential to understand how these components work together to see the bigger picture. Here are some key benefits of implementing a restaurant management system: 

Streamlined operations 

One of the main benefits to restaurant businesses of adopting a restaurant management system is optimised operational efficiency.

For example, a restaurant management system can help to streamline and optimise order processing and kitchen workflows, improving service speed for guests.

Efficient inventory tracking and procurement functionalities connected directly to the restaurant’s EPoS help to minimise food waste and optimise ingredient usage saving money in the kitchen.  

Centralised source of data  

Centralising data through a restaurant management system offers significant business benefits for restaurants. A restaurant management system can bring data from multiple functions into one place to help inform business decisions.

By bringing together data from various aspects of the business, such as sales, inventory, reservations and customer feedback, the system provides a comprehensive and unified view of operations. This centralised data enables restaurants to gain valuable insights into their performance, identify trends and make data-driven decisions. It streamlines reporting and analytics processes, making it easier to track key metrics and monitor business performance in real-time. With access to accurate and up-to-date information, restaurant owners and managers can optimise operations, identify areas for improvement and implement strategies to drive growth and profitability.

Ultimately, the centralised data empowers restaurants to make informed decisions and take proactive measures to enhance overall business performance. 

Scalable  

Scalability is a crucial business benefit provided by a restaurant management system. As restaurants grow and expand, the system offers the flexibility to accommodate additional locations, increased data volume and evolving business needs. It allows seamless integration of new outlets or branches into the existing system, ensuring consistent operations and streamlined management across all locations.

With a scalable restaurant management system, restaurants can efficiently manage a growing customer base, handle higher order volumes and adapt to changing market demands. The system's modular approach enables businesses to add or remove components as needed, ensuring they can scale their technology infrastructure in alignment with their growth trajectory. This scalability empowers restaurants to expand their operations confidently, enhance efficiency and maintain a competitive edge in the marketBottom of Formim 

Improved customer experience 

Improved customer experience is a significant business benefit offered by a restaurant management system. By integrating various customer-facing functionalities, such as online reservations, personalised ordering options and seamless communication, the system enhances every step of the customer journey. It enables restaurants to provide a more streamlined and efficient service, reducing wait times and enhancing order accuracy.

Extra functionality such as loyalty programs and customer relationship management can sometimes be included, meaning the system can enable personalised offers, promotions and targeted marketing campaigns, fostering customer engagement and loyalty. By delivering a higher level of customer satisfaction, restaurants can build strong relationships, attract repeat business and generate positive word-of-mouth referrals.

The improved customer experience provided by a restaurant management system ultimately contributes to increased customer retention, positive brand reputation and sustainable business growth. 

Essential features to look out for when choosing restaurant management software 

A restaurant management system might refer to one software system that handles multiple restaurant processes, but also an integrated multi-product solution, where several products or functions are accessed through one platform and can ‘speak’ to each other.  

Here, we’ll tell you which core software functions and features are usually served through a restaurant management system:

EPoS 

If you’re looking for a restaurant management system then you should consider using an all-in-one restaurant EPoS solution that takes care of orders, feeds orders directly through to the kitchen, updates and tracks inventory and processes payments across online, digital and manual transactions.  

Why choose EPoS:  

• Simplifies order management, kitchen communication, inventory tracking and payment processing. 
• Supports online, digital, and manual transactions. 
• Additional functionality for table management, reservation management, procurement, or CRM integration. 

Reservations 

Reservations software that seamlessly integrates with other components of your restaurant management system, such as EPoS, ensures smooth coordination between reservations and table assignments. By leveraging powerful reservations software as part of your overall system, you can enhance your restaurant's efficiency, reduce waiting times and provide exceptional customer service. 

Why choose restaurant reservations software:  

• Efficient handling of table bookings, walk-ins, and special requests. 
• Real-time availability updates and automatic reminders. 
• Reduced no shows.

Procurement  

A restaurant management system might include procurement software that helps you streamline your supply chain processes and optimise inventory management. By integrating hospitality procurement software, you can minimise waste, improve operational efficiency and maintain consistent inventory quality. 

Why choose procurement software:  

• Optimisation of inventory levels and cost control. 
• Insights into stock levels, ingredient usage and cost variances. 
• Minimisation of waste and improved operational efficiency. 

Kitchen management   

For many businesses, kitchen management software will play a vital role in the restaurant management system. When choosing kitchen management software looks for robust kitchen management capabilities, such as automated order routing, kitchen display systems (KDS), recipe management and real-time order tracking.  

Why choose kitchen management software:  

• Streamlined order preparation and accurate communication between front-of-house and back-of-house operations. 
• Timely service and improved order accuracy. 
• Exceptional dining experiences and customer satisfaction. 

CRM 

You might be considering a restaurant management system that incorporates customer relationship management. Seamless integration with other components of your restaurant management system allows for a unified view of customer interactions and preferences that helps you to create more engaging and targeted customer communications.  

Why choose hospitality CRM:  

• Enhanced customer engagement and personalized experiences. 
• Stronger customer relationships and increased loyalty. 
• Improved customer satisfaction and retention. 

Disadvantages of a restaurant management solution?

When is a restaurant management system not the answer? In this section, we’ll help you understand the circumstances in which you might not choose a restaurant management system at this time. Having all the information available will help you make the right decision for your business. 

Small and low-volume businesses 

Smaller operations or those with low transaction volumes may find a full-fledged restaurant management system to be overly complex and costly for their needs and might be better off with simpler solutions tailored to their size and requirements. 

Limited technological infrastructure 

If a hospitality business lacks the necessary technological infrastructure, such as reliable internet connectivity or compatible hardware, implementing a restaurant management system could be challenging and may lead to operational disruptions.  

Specialised businesses  

Certain niche hospitality businesses, such as fine dining restaurants with unique service processes, may have highly customised workflows that may not align well with a standard restaurant management system. Custom-built solutions might be more suitable in such cases. 

Established legacy systems 

Hospitality businesses with well-established and efficient legacy systems might find their teams can be hesitant to adopt a new restaurant management system, especially if the existing systems already fulfil their needs effectively. So, make sure you communicate and explain the benefits of the change.  

Cost benefit analysis 

Some hospitality businesses might perform a cost-benefit analysis and determine that the investment in a restaurant management system does not outweigh the potential gains, especially if their current operations are manageable without significant software support. 

Limited customisation options 

Some restaurant management systems may lack flexibility and customisation capabilities, which might not suit businesses with unique operational requirements or specific branding needs. 

In such cases, alternative solutions, such as simpler POS systems or specialised software for specific hospitality functions, might be more appropriate for meeting the specific needs of the business. It's essential for each hospitality business to carefully evaluate its individual requirements and consider the suitability of a restaurant management system before making a decision. 

Ready for the next step? 

In this article, we’ve explored everything you need to know about choosing the right restaurant management system. Now, you’re ready to take the next step in the journey and start having some conversations with providers.  

Here at Access, our sector specialist advisors work closely with businesses to understand their needs and partner them with the right software solution. Our solution is scalable, so whether you're a small eatery or a multi-location restaurant chain, we can tailor a system that fits your exact requirements. We're all about flexibility, whether you want to overhaul your entire system or start from scratch and work your way up. Our goal is to align with your business objectives, whether it's enhancing customer experience, boosting operational efficiency, or supporting your hardworking staff.  

With Access Workspace, our all-in-one platform, you'll have access to a range of powerful tools, including intuitive EPoS, reservations, ticketing, procurement, and finance solutions, all sitting in one central location. This means seamless data sharing across functions, providing you with valuable insights to drive your restaurant's success. We're here to support you every step of the way, so you can focus on what you do best - delivering amazing dining experiences.