Running a restaurant is a constant juggling act. Between managing inventory, ensuring food safety, training staff, and rolling out new menus, it often feels like there aren’t enough hours in the day, or hands on deck. The key to maintaining sanity and efficiency isn’t doing more yourself; it’s mastering the art of delegation.

But let’s be honest, delegation is easier said than done. The two biggest obstacles? Trust and time. Trusting someone else to execute your tasks at the same level of quality feels risky. And the thought of training someone to do it right can feel overwhelming when your schedule is already packed. However, effective delegation isn’t just about lightening your load, it’s about creating Mini-GMs who help your operation run smoothly, whether you’re there or not.

Step 1: Identify What to Delegate

Most leaders make the mistake of only delegating the big, obvious tasks—like inventory, scheduling, or payroll. However, true delegation begins with the smaller, everyday responsibilities that consume time and energy.

Start by writing down your day-to-day tasks. The real eye-opener? Many of them don’t require your unique expertise. Consider these common restaurant tasks that don’t need to be handled by a GM:

• Following up on catering orders
• Placing the daily produce order
• Conducting line checks
• Completing waste sheets
• Assigning sidework and weekly detail lists
• Responding to social media compliments or complaints
• Coordinating repairs and maintenance follow-ups
• Scheduling cross-training sessions

These responsibilities can—and should—be assigned to trusted team members. The trick is structuring delegation for success.

Step 2: Set Clear Priorities and Timeframes

Once you’ve identified what to delegate, the next step is determining:

• Priority Level– How urgent and impactful is this task? Does it directly affect the guest experience?
• Administrative Level– Who is best suited for this responsibility? A GM, assistant manager, or tenured employee?
• Time Expectation– How long should this task take? Does the person have the capacity to handle it efficiently?

For example, let’s say you decide to delegate waste sheets. If this task takes you 15 minutes but takes an employee 40 minutes, they likely need more training or a better system. Delegation isn’t just passing off work, it’s ensuring the person is equipped to handle it efficiently.

Tasks should also have clear deadlines and be assigned based on scheduling logic. A closing shift employee might be better suited for a task than a morning opener. Aligning duties with shift roles ensures smoother execution.

Step 3: Train with Purpose

One of the biggest delegation failures happens when leaders assign tasks without proper training. Your job isn’t just to delegate, it’s to equip. Use the “Tell, Show, Do, Review & Follow-Up” method:

1. Tell– Explain why the task matters and how it fits into the bigger picture.
2. Show– Demonstrate how to do it correctly.
3. Do– Let the employee take over while you observe.
4. Review– Offer feedback and guidance.
5. Follow-Up– Check in periodically to ensure consistency.

The “why” behind a task is crucial. If employees understand its importance, they’ll be more engaged in doing it well. Training shouldn’t feel like a burden, it should be an investment in your future leaders.

Step 4: Develop Mini-GMs for Key Areas

Proper delegation isn’t just about completing tasks. It’s about creating leaders within your team. The best way to do this is by identifying Mini-GMs for different areas of your restaurant:

• Culinary– Oversees BOH training, food safety, and waste management.
• Service– Leads FOH training, bar operations, and host procedures.
• Guest Relations– Manages social media responses, loyalty program engagement, and local store marketing.

Each Mini-GM should have clearly defined roles, expectations, and measurable KPIs. Want to take it a step further? Tie a small performance-based bonus to their success metrics to increase accountability and engagement.

Rotating Mini-GM responsibilities every 3-6 months keeps employees engaged and allows more team members to step into leadership roles. Over time, this structure builds a pipeline of future managers who are well-prepared to lead when opportunities arise.

Step 5: Empower Your Team

Delegation without empowerment is just task-shifting. If you want Mini-GMs to succeed, they need authority to make decisions within their roles. Set clear boundaries for what they can and cannot do, but give them the autonomy to problem-solve and take ownership.

For example, if a Mini-GM is responsible for guest relations, empower them to resolve customer complaints up to a certain dollar amount without requiring manager approval. This not only speeds up service recovery but also builds confidence in decision-making.

Additionally, ensure your Mini-GMs report back weekly on their areas. This creates accountability while keeping you informed of significant developments.

The Takeaway

The restaurant industry isn’t slowing down, and neither are the demands on leadership. As responsibilities grow, you have two choices: work harder or work smarter. The key to long-term success isn’t doing it all yourself—it’s building a team of capable, empowered leaders who can drive results even in your absence.

By systematically delegating responsibilities, providing structured training, and developing Mini-GMs in key areas, you not only lighten your own load but also strengthen your team. The result? A more scalable, efficient, and successful operation.

Start small, refine your approach, and watch as your team transforms into high-performing leaders who don’t just execute tasks—but take ownership of your restaurant’s success.

Source: Jason E. Brooks, FSR