Whether restaurateurs want to increase the profitability of a single location or coordinate operations of an entire chain, a point-of-sale (POS) application can help them meet specific goals, so long as they select the tools best-suited to their circumstances.
Here are 10 points to keep in mind when shopping for a POS system.
1. SET BUSINESS OBJECTIVES
As a first step, restaurateurs should set their business goals and rank them by priority. By doing so, they can concentrate on the objectives that matter most. Often, these include controlling costs, increasing sales and maximizing their return on investment.
The next step is to source a POS platform that can help achieve these objectives. For instance:
- To control costs, look for a system that features accurate, customizable reporting tools, includes a labour and inventory management system and can integrate with accounting.
- To increase sales, look for a system with up-sell prompts and that offers gift card or loyalty program integration.
- To maximize return on investment, look for a system that delivers low total cost of ownership, provides efficient training options and is designed with low-cost upgrade capabilities.
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2. DEMAND SECURITY
Stolen credit card information isn’t just a pain for customers; it can result in a serious fine for the restaurateur. Be sure the POS system incorporates security measures into its programming, such as protecting cardholder data and encrypting transmission of cardholder data and sensitive information across public networks. Validated vendors are listed on Visa's Customer Information Security Program.
3. INQUIRE ABOUT INTEGRATION
Modern restaurant management involves multiple software solutions. In addition to POS, restaurateurs are often looking to add applications for accounting and resource planning (to name a few). For this reason, look for POS applications that are compatible with other systems. There should be evidence the POS is capable of exporting accurate data into any application to which it is integrated.
4. REPORTING CAPACITIES
While all POS applications create reports, restaurateurs should hone in on the ones they need and the formats required. Basic reports should include daily summaries, operating costs, sales costs, sales comparisons, usage reports and consolidation reports of the most popular items. Choose a POS program that allows reports to be modified on the fly without additional assistance or reprogramming.
5. LOOK FOR AFTER-SALES SERVICE, SUPPORT
The number one reason for dissatisfaction among POS purchasers is poor or inadequate support. Comparing the guaranteed response time among providers is a good way to decipher whether the support will be first-class or an afterthought. Is support provided within an hour? Two hours? Four hours or more? Is service available 24-7?
If working with a reseller or value-added reseller (VAR), make sure the company is a certified service provider for the POS selected.
6. ANTICIPATE TOTAL COST OF OWNERSHIP
Price comparisons disclose only upfront purchasing costs. The true total cost of ownership includes the purchase and expenses incurred over the expected lifetime use of the application (typically five to seven years). Cost calculations should include hardware and software expenses for maintenance, support, upgrades and on-going training for staff. In an industry with frequent employee turnover, training costs are especially relevant.
7. GET ROOM TO GROW
One or two restaurants today may become a chain of 30 or more in the next few years. But some POS applications are restricted to store-level operations. The right POS should be scalable, allowing operators to easily add or modify restaurants or even add and manage new brands.
8. EASE OF USE
If the POS isn’t easy to use, it simply won’t be profitable. Everything from the choice of buttons to fonts, layouts and colours should be customizable. At the front-end, the user interface should be easily modifiable to allow for holds, combos, meal options and instructions for special orders. The back-end should be manager-friendly, allowing for rapid changes to report formats, price changes and menu additions, deletions or updates on the fly.
9. RESEARCH RELIABILITY
To ensure a POS system will perform as promised, ask for details about the provider’s quality assurance program to ensure it exists, is properly staffed and fully integrated into the development and production process. In addition, operators should insist on reviewing customer references, especially from restaurants that have relied on the application for years.
10. PLAN FOR THE FUTURE
Acquiring a POS application is a major investment. Given the long-term consequences for a restaurant, owners need to be confident the application provider will be around for the long haul. Determine how often the company provides product updates or upgrades, when the next version is scheduled for release and the percentage of staff dedicated to research and development. This information will help identify the applications that can continue to be helpful long after the initial purchase.
Marie-Eve Morin is the marketing coordinator for Maitre’D POS software suite by Posera, offering a complete set of solutions to effectively manage restaurants of any size. Posera develops software solutions for the hospitality industry. It has more than 20,000 customers in 25 countries, operates four corporate offices and manages a worldwide distribution network. For more information, contact info@posera.com or 1.888.404.2662.
