What do you think of when you hear the words "new point of sale (POS) system implementation"? For many quick service operators, the thought can be daunting. After all, a point of sale upgrade impacts every aspect of your operation — from kitchen workflows to front-counter service speed — and for large chains, the stakes are even higher
Either way, we know that few businesses enter into a technology upgrade lightly, especially when we’re talking about a system that will affect every facet of your business for years to come. When your existing technology still gets you by, it can feel like a huge risk making such a big change. And, let’s face it, it’s not like we all have the extra budget and resources going spare.
It’s understandable to be cautious. When your current system is still functioning, investing time, money, and resources into a major change can feel like a big risk. But in the quick service industry, where speed, consistency, and guest satisfaction drive success, sticking with outdated technology can cost you more in the long run.
Why should quick service chains upgrade their POS system?
Modern POS solutions can make all the difference when it comes to simplifying your operations, helping you streamline kitchen production, manage inventory across locations, track customer preferences, and deliver faster, more reliable service.
So where do you start? How do you choose the right technology, and ensure the implementation project runs as smoothly as possible and you get the most from your investment?
Here are five tips to help you successfully implement a new POS system across your quick service chain.
Tip #1. Plan strategically
To ensure the project progresses as smoothly as possible, don’t cut corners in your planning. Look at your business and understand how the project will impact it at every stage of the process. Make sure your milestone dates are sensible and won’t place unnecessary strain on your business during busy times.
Where to start
- Break down the implementation process into phases — pilot, initial rollout, full deployment.
- Schedule staff training and hardware installations carefully.
- Expect multiple pilots and use them to learn and refine before full rollout.
- Assess your performance after each phase and adjust as needed.
Tip #2. Set realistic expectations and get buy-in from key stakeholders
Get the buy-in from all stakeholders right from the beginning, and make it very clear what the goals and objectives of the project will be. Everybody needs to fully understand the desired end results.
Don’t sell them a dream you can’t deliver on. POS data drives so many of your business decisions, and you don’t want to get anything wrong. That’s why it’s important to ensure that the decision-makers in this project are available to answer the critical questions when you need them to.
Where to start
- Identify key decision-makers and ensure they’re committed to being actively involved throughout the project.
- Define clear goals and success metrics so everyone understands what “success” looks like.
- Set aside adequate time and resources for the implementation process — don’t treat it as an “extra task.”
- Clarify roles and responsibilities across teams so everyone knows what’s expected of them.
- Encourage collaboration between IT and operations teams, ensuring they work toward the same objectives.
- Establish realistic timelines that give your team the space to get each stage of the project right.
Tip #3. Be prepared for changes along the way
Even the best prepared projects still encounter hurdles along the way. Know that when you’re dealing with an implementation of this nature and scale, it’s hard to plan for every eventuality. So be willing to adapt.
Where to start
- Expect adjustments and be ready for plans to shift as the project progresses.
- Revisit your initial strategies if they create unnecessary complications, when needed.
- Prioritize efficiency. For example, instead of spreading pilot locations across multiple districts, consider focusing on one district at a time to simplify management and training.
- Ensure district managers and other key stakeholders are fully invested in the rollout.
- Allocate resources wisely. Concentrate training and support efforts where they’re needed most before expanding further.
- Be open to changing your approach if it better serves the success of the project and the organization.
Tip #4. Choose a trusted partner
The importance of selecting the right partner should not be underestimated. When deciding on a solution, ask yourself who your long-term partners will be. Once the pilot and system rollout are complete, who are you going to be left working with?
Where to start
- Determine who you’ll be working with once the initial rollout phase is over.
- Assess long-term support. Ask your partner whether they can provide the level of ongoing assistance your chain will need.
- Choose a partner that has deep knowledge of your specific industry and understands your specific needs and challenges.
- Work with a partner that is open to feedback and willing to make positive changes to the product.
- Build a relationship based on open communication and shared goals.
Tip #5. Make sure you look at the bigger picture
In some ways, installing a new POS is like putting a new roof on your house. It will prepare you for the storms ahead. So while it’s important to focus on the immediate benefits your new solution will bring to your business, it’s just as critical to consider the longer term impacts, too.
Equipped with a modern POS, the business is now able to grow. With a modern platform to rely on, it’s far easier to open new stores.
Where to start
- Dig deeper into your ROI and track how your POS investment delivers returns over time.
- Continually assess the value your system is bringing, and re-evaluate regularly.
- Choose a platform that can scale and adapt with your business, keeping you operational for the long-term.
Want to find out how we can help you on your new quick service POS implementation journey? Get in touch - our team can show you how you can get the most from LS Central, our complete restaurant management solution.
