These templates cover key areas such as operations, inventory, menu planning, staff management, marketing, and finances. These templates will help streamline your café’s daily operations and improve efficiency.
Purpose: Outline your vision, goals, and strategies for running a successful café.
| Section | Details |
|---------------------------|-----------------------------------------------------------------------------|
| Executive Summary: | Brief overview of your café concept, target audience, and mission. |
| Menu Concept: | - Signature items
- Seasonal offerings
- Price range |
| Target Market: | - Demographics (e.g., young professionals, students)
- Preferences (e.g., organic, vegan) |
| Location and Layout: | [Insert details about café location, seating capacity, and ambiance.] |
| Marketing Strategy: | - Social media
- Loyalty programs
- Local partnerships |
| Financial Plan: | - Initial investment
- Revenue projections
- Operating costs |
Purpose: Ensure all tasks are completed for smooth daily operations.
| Task | Time | Assigned To | Status |
|---------------------------|-----------------------|--------------------------|-----------------------|
| Open café: Clean and set up seating | 6:00 AM | Staff A | Completed |
| Prepare coffee machines | 6:15 AM | Staff B | In Progress |
| Restock pastry display | 6:30 AM | Staff C | Not Started |
| Update specials board | 6:45 AM | Manager | Completed |
| Check register balance | 7:00 AM | Cashier | Completed |
Purpose: Track stock levels, reorder points, and prevent shortages or overstocking.
| Item | SKU | Quantity on Hand | Reorder Level | Last Restocked | Supplier |
|---------------------------|-----------------------|--------------------------|-------------------------|-----------------------|-----------------------|
| Coffee Beans (Espresso) | COF001 | 20 lbs | 10 lbs | Jan 20, 2025 | Local Roaster A |
| Whole Milk | MILK002 | 15 gallons | 5 gallons | Jan 22, 2025 | Dairy Supplier B |
| Chocolate Syrup | CHO003 | 10 bottles | 5 bottles | Jan 18, 2025 | Wholesale Supplier C |
Purpose: Plan and update your café’s menu with seasonal and signature items.
| Menu Section | Item Name | Description | Price ($) | Ingredients Needed|
|---------------------------|-----------------------|--------------------------|-------------------------|-----------------------|
| Hot Beverages | Latte | Espresso with steamed milk| $4.50 | Coffee beans, milk |
| Cold Beverages | Iced Americano | Espresso over ice | $3.50 | Coffee beans, ice |
| Pastries | Croissant | Flaky, buttery croissant | $3.00 | Butter, flour |
| Seasonal Specials | Pumpkin Spice Latte | Spiced latte with whipped cream| $5.00 | Pumpkin syrup, coffee, milk|
Purpose: Plan shifts to ensure proper staffing throughout the week.
| Employee Name | Role | Monday | Tuesday | Wednesday | Thursday | Friday |
|---------------------------|-----------------------|--------------|--------------|---------------|--------------|--------------|
| John Doe | Barista | 7 AM–3 PM | 7 AM–3 PM | Off | 7 AM–3 PM | 7 AM–3 PM |
| Sarah Smith | Cashier | 8 AM–4 PM | 8 AM–4 PM | 8 AM–4 PM | Off | 8 AM–4 PM |
| Mike Johnson | Manager | 9 AM–5 PM | Off | 9 AM–5 PM | 9 AM–5 PM | Off |
Purpose: Outline strategies to attract and retain customers.
| Marketing Goal: | [E.g., "Increase foot traffic by 20% in 3 months."] |
| Target Audience: | [E.g., "Young professionals, remote workers, and families."] |
| Marketing Channels: | - Social media (Instagram, TikTok)
- Local advertising
- Loyalty programs |
| Promotions: | - "Happy Hour: Buy one coffee, get one free from 2–4 PM."
- Launch seasonal drinks. |
| Content Plan: | | Date | Platform | Content Type | CTA | |
| | | Jan 25, 2025 | Instagram | Post: "New Vegan Pastries"| "Try Now" | |
Purpose: Track income and expenses to monitor your café’s financial health.
| Date | Income ($) | Expenses ($) | Net Cash Flow ($) | Notes |
|---------------------------|-----------------------|--------------------------|-------------------------|-----------------------|
| Jan 1, 2025 | 1,200 | 800 | +400 | Daily sales and costs |
| Jan 2, 2025 | 1,500 | 900 | +600 | Catering order added |
| Jan 3, 2025 | 1,000 | 1,200 | -200 | Equipment repair |
Purpose: Collect feedback to improve customer satisfaction.
| Question | Response Options |
|---------------------------|-------------------------------------------------------------------------|
| "How would you rate your overall experience at our café?" | [1–5 scale] |
| "What menu items do you enjoy the most?" | [Open-ended response] |
| "What could we improve?" | [Open-ended response] |
| "Would you recommend us to a friend?" | [Yes/No] |
Purpose: Record daily sales and track performance.
| Date | Category | Sales ($) | Payment Type | Notes |
|---------------------------|-----------------------|-------------------------|-------------------------|-----------------------|
| Jan 1, 2025 | Coffee | $800 | Cash/Card | Regular weekday |
| Jan 1, 2025 | Pastries | $300 | Cash/Card | Regular weekday |
| Jan 1, 2025 | Catering | $200 | Bank Transfer | Local office order |
Purpose: Schedule regular cleaning and maintenance tasks to ensure health and safety standards.
| Task | Frequency | Assigned To | Status |
|---------------------------|-----------------------|--------------------------|-----------------------|
| Clean coffee machines | Daily | Staff A | Completed |
| Wipe tables and chairs | After every customer | Staff B | In Progress |
| Deep clean kitchen | Weekly | Manager | Scheduled |
| Stock restroom supplies | Daily | Staff A | Completed |
Purpose: Simplify order collection for catering services.
| Customer Name: | [Insert name] |
| Contact Information: | [Insert phone/email] |
| Order Details: | | Item | Quantity | Price ($) | |
| | | Coffee (96 oz) | 5 | $80 | |
| | | Pastry Platter | 3 | $150 | |
| Delivery Date & Time: | [Insert details] |
| Total Amount: | $[Insert total] |
Purpose: Reward loyal customers and encourage repeat visits.
| Program Name: | [E.g., "Café Rewards"] |
| How It Works: | [E.g., "Earn 1 point for every $1 spent. Collect 50 points to get a free drink."] |
| Rewards: | - Free drink for 50 points
- Free pastry for 100 points |
| Sign-Up Process: | - Customers sign up via app or at the counter. |
| Promotions: | [E.g., "Double points on weekends."] |
Purpose: Plan events to attract new customers and engage the community.
| Event Name | Date | Details | Target Audience | Promotion Channels|
|---------------------------|-----------------------|--------------------------|------------------------|-----------------------|
| Coffee Tasting Workshop | Feb 10, 2025 | Showcase new coffee blends. | Coffee enthusiasts | Social media, flyers |
| Live Music Night | Feb 20, 2025 | Local artist performance | General audience | Social media, posters|