Business Success Skills

Useful Checklists & Templates for Café Operations




This simple guide provides checklists and templates to manage day-to-day café operations effectively. These tools help streamline processes related to customer service, inventory, staffing, cleanliness, compliance, and performance monitoring, ensuring a delightful experience for customers and smooth operations for the team.

1. Café Operations Management Checklist

A. Daily Café Operations Checklist

  1. ? Opening Procedures:
  2. Unlock doors and turn on lights.
  3. Inspect the café for cleanliness (tables, chairs, counters).
  4. Set up the coffee machines, grinders, and other equipment.
  5. Ensure POS systems and cash registers are operational.

  6. Refill condiments, napkins, and other self-serve items.

  7. Pre-Service Tasks:

  8. Review the menu for the day and update any specials or promotions.
  9. Prepare ingredients (e.g., brewing coffee, chopping fresh ingredients).
  10. Check the inventory levels of key items (e.g., coffee beans, milk).

  11. Brief the team on the daily plan and assignments.

  12. During Service:

  13. Greet customers warmly upon arrival.
  14. Take and deliver orders accurately.
  15. Monitor wait times and ensure speedy service.

  16. Keep the café tidy during operating hours (e.g., wiping tables, clearing dishes).

  17. Closing Procedures:

  18. Turn off and clean all equipment (e.g., espresso machines, ovens).
  19. Restock supplies for the next day.
  20. Sanitize all surfaces, including tables, counters, and floors.
  21. Reconcile sales and prepare daily cash deposits.
  22. Lock doors and set alarms.

B. Weekly Café Operations Checklist

  1. ? Inventory Management:
  2. Perform a full stock check to identify low-stock items.

  3. Place orders for coffee beans, milk, baked goods, and other essentials.

  4. Staff Scheduling:

  5. Create or adjust schedules based on expected foot traffic and events.

  6. Ensure coverage during peak hours and weekends.

  7. Deep Cleaning Tasks:

  8. Clean hard-to-reach areas (e.g., vents, under counters).

  9. Descale espresso machines and deep clean grinders.

  10. Equipment Maintenance:

  11. Inspect coffee machines, refrigerators, and ovens for wear and tear.

  12. Schedule repairs or servicing as needed.

  13. Promotional Activities:

  14. Post on social media platforms to highlight specials or events.
  15. Plan or review the success of loyalty programs and discounts.

C. Monthly Café Operations Checklist

  1. Sales Performance Review:

    • Analyze revenue and identify top-selling items.
    • Review the effectiveness of promotions and menu updates.

  2. Staff Training and Reviews:

    • Conduct training sessions on customer service or new menu items.
    • Hold one-on-one meetings to review staff performance.

  3. Menu Updates:

    • Add seasonal drinks or food items to the menu.
    • Review pricing and adjust if necessary.

  4. Compliance Checks:

    • Ensure all health and safety standards are being met.
    • Review licenses and certifications for renewal dates.

2. Café Operations Templates

A. Daily Operations Log Template

| Time | Task | Assigned Staff | Status (Done/Not Done) | Notes |
|--------------|------------------------------|--------------------|----------------------------|-----------------------------------|
| 6:30 AM | Open café | Manager | [Status] | Inspect for cleanliness |
| 7:00 AM | Setup coffee machines | Barista | [Status] | Test for functionality |
| 8:00 AM | Replenish condiments | Staff A | [Status] | Restock sugar and napkins |
| 5:00 PM | Clean and sanitize equipment | Barista/Staff B | [Status] | Focus on espresso machine |
| 6:00 PM | Reconcile sales and lock up | Manager | [Status] | Secure cash drawer |

B. Inventory Management Template

| Item Name | Category | Current Stock | Reorder Level | Supplier | Last Ordered Date | Next Order Due |
|---------------------|-------------------|-------------------|--------------------|--------------------|------------------------|--------------------|
| Coffee Beans | Beverages | 15 kg | 5 kg | Vendor A | 01/10/2025 | 01/20/2025 |
| Milk (2%) | Dairy | 20 liters | 10 liters | Vendor B | 01/12/2025 | 01/18/2025 |
| Croissants | Bakery | 50 units | 20 units | Vendor C | 01/09/2025 | 01/16/2025 |

C. Staff Schedule Template

| Day | Shift Time | Role | Employee Name | Backup Staff | Notes |
|----------------|----------------|--------------------|---------------------|--------------------|-------------------------------|
| Monday | 7 AM - 3 PM | Barista | Jane Doe | John Smith | Morning rush coverage |
| Monday | 12 PM - 8 PM | Cashier | Alice Brown | David Lee | Evening service focus |
| Tuesday | 8 AM - 4 PM | Kitchen Staff | Maria Gonzalez | Alex Kim | Focus on baking prep |

D. Customer Feedback Template

| Question | Response Options | Comments | Action Required |
|-----------------------------------------|-----------------------------|------------------------------|--------------------------------|
| How satisfied were you with the service? | Very satisfied, Satisfied, Neutral, Unsatisfied, Very unsatisfied | [Customer input] | Address specific complaints |
| How likely are you to recommend us? | Very likely, Likely, Neutral, Unlikely, Very unlikely | [Customer input] | Improve customer engagement |
| What menu items do you want to see? | Open text field | [Customer preferences] | Consider for menu updates |

E. Performance Metrics Template

| Metric | Target Value | Current Value | Variance (+/-) | Notes |
|-------------------------------|----------------------|-----------------------|------------------------|-----------------------------------|
| Daily Revenue ($) | $1,000 | $900 | -$100 | Focus on upselling pastries |
| Average Transaction Value ($) | $10 | $9.50 | -$0.50 | Suggest add-ons at checkout |
| Customer Foot Traffic | 120/day | 110/day | -10 | Increase advertising on social media|

F. Equipment Maintenance Log Template

| Date | Equipment | Issue | Action Taken | Technician/Vendor | Cost | Next Inspection Date |
|----------------|-----------------------|----------------------------|----------------------------|---------------------------|------------|--------------------------|
| 01/05/2025 | Espresso Machine | Low water pressure | Replaced water filter | BrewTech Services | $200 | 04/05/2025 |
| 12/20/2024 | Refrigerator | Temperature fluctuation | Repaired compressor | ChillExperts Inc. | $300 | 03/20/2025 |
| 01/10/2025 | Oven | Uneven heating | Adjusted thermostat | In-house Maintenance | $50 | 04/10/2025 |

3. Key Metrics for Café Operations

A. Revenue Metrics

  1. Daily Revenue:

  2. Total revenue generated each day.

  3. Average Transaction Value (ATV):

  4. Formula:
    [ {ATV} = \frac{{Total Revenue}} / {{Number of Transactions}} ]

B. Productivity Metrics

  1. Employee Productivity:

  2. Formula:
    [ {Sales per Employee} = \frac{{Total Revenue}} / {{Number of Employees}} ]

  3. Table Turnover Rate:

  4. Formula:
    [ {Table Turnover Rate} = \frac{{Total Number of Tables Served}} / {{Total Number of Tables Available}} ]

C. Customer Metrics

  1. Customer Retention Rate:
  2. Formula:
    [ {Retention Rate (\%)} = \frac{{Returning Customers}} / {{Total Customers}} * 100 ]

4. Tools for Café Operations Management?

  1. POS and Inventory Management:

  2. Square for Restaurants, Toast, Lightspeed.

  3. Employee Scheduling:

  4. When I Work, Homebase, Deputy.

  5. Marketing and CRM:

  6. Mailchimp, Hootsuite, Constant Contact.

  7. Customer Feedback Collection:

  8. Google Forms, Typeform, SurveyMonkey.

5. Best Practices for Café Operations

  1. Automate Tasks: Use technology to streamline scheduling, inventory, and payments.
  2. Upsell Strategically: Train staff to recommend food or beverage pairings.
  3. Keep It Clean: Maintain a spotless environment to meet health standards and impress customers.
  4. Engage with Customers: Use loyalty programs, surveys, and social media to build relationships.
  5. Plan for Peak Times: Schedule additional staff and prep during busy hours.
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