Six Proven Tactics for Smarter Pub Management in 2025
- By Harri Insider Team | February 3, 2025
How to Cut Costs, Engage Staff, Boost Profits
Pubs are economic powerhouses, contributing £26.2 billion to the UK economy every year according to The MA Top 100 Pubcos report. But the pressure is mounting. Wages and utilities have soared—up 37% and 38%, respectively—while consolidation among the largest operators reshapes the market. Staffing challenges loom large, with turnover expected to rise for 44% of operators.
Profit margins are under siege, and the battle to attract and retain great staff is tougher than ever. To add to the pressure, recent data reveals that over 50% of operators cite competition from other pubs as a significant concern for the future. Rising operational costs, including wages and utilities, are an even bigger challenge, with over half of respondents ranking them as a top worry. Managing labour costs effectively while maintaining service standards has become a critical priority for pub operators.
How much are the following a concern for the future?
To win in 2025, you need smarter strategies, sharper tools, and zero compromises on service quality. Effective solutions like advanced pub management software integrate tools like labour forecasting, employee rota software, and time and attendance tracking, empowering operators to stay ahead.
Tactic 1: AI-Powered Labour Forecasting
Thanks to artificial intelligence (AI), knowing exactly how many staff you need on any given day is no longer guesswork. AI-powered labour forecasting takes the stress out of scheduling by analysing historical data, seasonal trends, and even special events. The aim is to achieve near 100% accuracy, ensuring shifts are neither overstaffed nor short-handed. Falling below 95% accuracy is costly and inefficient in today’s competitive pub market.
For pub operators, AI forecasting helps maintain optimal staffing levels, reduce wasted hours, and improve overall efficiency. These tools are key components of modern pub staff scheduling systems, providing both flexibility and precision to keep your operations running smoothly.
Tactic 2: Smart Scheduling and Shift Management
Smart scheduling is the backbone of efficient pub operations. Balanced shifts that reduce overtime and allow easy swaps keep costs in check and staff morale high. Cross-training takes it further, giving your team the flexibility to step into multiple roles as needed.
Integrated workforce management platforms, which are often a part of advanced pub management software, simplify the process. By automating scheduling, they align shifts with your pub’s needs and employee availability, cutting out inefficiencies. Smarter scheduling means smoother operations and service that always delivers.
Tactic 3: Streamlined Payroll and Compliance Management
Payroll and compliance shouldn’t drain your time or budget. Automation slashes errors, keeps you compliant with labour laws, and makes wage calculations and holiday tracking effortless. These systems are often integrated into broader pub management software, ensuring seamless alignment between scheduling, payroll, and compliance efforts. No more drowning in spreadsheets or risking costly mistakes.
For Hall & Woodhouse, a 250-year-old British pub company operating 55 managed pubs, these inefficiencies were all too familiar. Dean Livesey, Great Place to Work Director, explained how their outdated systems created unnecessary strain on their operations. By adopting Harri, Livesey projects a 50% reduction in time spent on HR tasks, saving “hundreds of hours per week via improved productivity and, potentially, thousands of hours per year.” With advanced labor reporting tailored to their unique challenges, such as seasonal fluctuations in staffing, Harri has empowered Hall & Woodhouse to refocus on delivering exceptional service.
Fines and compliance failures can cripple your pub, but an integrated system ensures you stay ahead of the rules while cutting admin costs. When regulations tighten and margins shrink, streamlined payroll isn’t just an upgrade—it’s survival.
Tactic 4: Faster, Smarter Hiring with ATS Technology
When every shift counts, waiting weeks to fill vacancies isn’t an option. Applicant Tracking Systems (ATS) streamline the entire hiring process, helping you find the right candidates faster. From job posting to onboarding, everything happens in one place, cutting down on delays and administrative chaos.
Fuller’s, a pub group with over 200 pubs and hotels, has seen the difference firsthand.
“There’s a lot less scenarios where we’re having to cover bar shifts in the management team, so it gives us the opportunity to work a lot more proactively long term and keep on top of all the admin. It’s all a lot easier when we actually have bartenders.”
The right ATS speeds up hiring and simultaneously ensures you’re bringing in people who fit your pub’s culture. By automating tedious tasks like scheduling interviews and tracking applications, you’ll spend less time recruiting and more time focusing on your team and guests.
Tactic 5: Engage Your Team for Maximum Impact
Happy staff drive productivity, improve retention, and elevate customer service. Tools like Harri Engage make it simple to connect with your team, celebrate milestones, and gather feedback. When employees feel valued and supported, they’re more motivated to perform at their best.
Consistent communication strengthens trust and connection. Automated touchpoints keep everyone informed without adding extra work. From shift updates to company announcements, keeping your team in sync enhances satisfaction and loyalty, both for staff and customers.
Tactic 6: Train Smarter, Not Harder
Investing in your team’s skills improves flexibility and operational efficiency. Cross-training employees to handle multiple roles ensures smooth operations during busy periods or staff shortages. Employees who are versatile contribute more and reduce the strain on others.
Integrated platforms simplify onboarding and skill development. New hires can adapt quickly, and experienced employees can continue building their skills. A well-trained team operates more effectively and delivers consistently excellent service.
Your Pub’s Secret Weapon for 2025
Running a pub in 2025 means navigating rising costs, staffing challenges, and fierce competition. Success depends on smarter strategies and the right tools to control labor costs, support your team, and maintain exceptional service.
From AI-powered forecasting to smarter scheduling, streamlined payroll, faster hiring, employee engagement, and effective training, these tactics can help you optimize operations and build a thriving workplace.
Want to learn more about how to implement these strategies? Speak to our sales team to see Harri in action.
