4 Tips for Managing a Coffee Shop


Managing a coffee shop with good management practices will improve your business!

We love coffee shops. They are some of our favorite places to hang out with family and friends. Coffee shops offer a calm ambient where we can relax and unwind while having a cup of hot espresso and a bagel. The music is slow and mellow, and the waitress at the counter is always so friendly and helpful. The service is fast and efficient, and the food is always fresh. So, what makes a particular coffee shop better than others?

Sometimes, proper management is the difference between a great coffee shop and a bad one. Starting is relatively easy. You could have a great location, well-trained staff, and a great menu. But still, lack that one factor that keeps your customers coming back. Having good management practices guarantees that you’ll remain competitive. Be sure to read “8 Things You Should Know Before Opening a Coffee Shop” for a checklist of opening tips.

4 Tips for Managing a Coffee Shop
We love coffee shops @aesthamine

Good Management Practices

Good management practices also protect and increase your profits. While at the same time ensuring that the staff and employees will remain satisfied as they conduct their activities. They will pay more attention by fulfilling the unique needs of your customers, boosting your business reputation in return. Having issues maybe with some of your employees? Take a look at “How to Motivate an Employee Who’s Underperforming in Your Café” for tips on improving performance at your cafe shop.

As a new coffee shop owner, you may not know the challenges that managing a coffee shop will surely come. Before your shop can become consistently profitable, you may face particular pressures. For instance, personnel problems with unreliable employees, this unreliability may increase your business costs, alongside restocking and inventory costs. Be sure to also check out “Tools For Tracking Employee Performance at Your Cafe” for help in keeping track of your employees.

Scheduling your workers may pose a problem as the business adjusts to a new routine. Facing competition from other coffee shops and restaurants may also affect your business. Other times, growing too fast may hurt your business too. So, how do you address these challenges?

4 Tips for Managing a Coffee Shop
Good business practices will make your coffee shop grow @rawritsjuliee

Automate Inventory Ordering

Without a proper and systematic way of accounting for inventory allocation, recurrent expenditures may increase. Employees may misuse stock items such as coffee beans, sugar, and syrup. As a coffee shop manager, always look at past invoices and determine how often you buy these stock items. 

Using the information that you gather, develop an automatic ordering system that reorders for stock items when they fall below a certain threshold. Automation has two results. It frees up your time to focus on other aspects of the business. It also helps you determine your most popular products. You can then focus on optimizing your best-selling items and increase your profits while reducing your business costs.

4 Tips for Managing a Coffee Shop
Increase your profits @theaffogatobar

Streamline Employee Management

It is essential to hire qualified and reliable people to work at your coffee shop. Your employees can make or break the business. Coffee shop employees carry the image and reputation of your business as they create drinks and interact with customers. Their actions have a direct impact on your customers’ perception, and excellent service ensures they will come back. Have Baristas at your coffee shop? Show them “How To Be A Barista 101” for a full guide to mastering the Barista craft.

As a manager, you should assess each staff member independently and adequately vet them. This way, you ensure that only motivated, well-trained, and well-mannered employees stay on the job.

As a manager, it is good practice to guarantee that each staff member is satisfied with their work schedule. Each employee should also have a consistent schedule that puts them within the workplace. A schedule makes it easy for them to develop routines that make them as productive as possible. You can use scheduling apps that synchronize everyone’s calendar into their devices automatically.

4 Tips for Managing a Coffee Shop
motivated, well-trained, and well-mannered employees @thedayoff.12oct

Flexible Schedules

Even though these schedules are consistent, they should also be flexible. Sometimes one of your staff members may require an unexpected leave. Emergencies may also occur. A flexible schedule allows them to trade or exchange shifts. As such, you will never be short-handed. Empower your employees to manage their programs and seek out their replacements whenever needed.

Invest in Employee Training

Each coffee shop has its own culture, ethics, best practices, and skill set requirements. As a manager, you will occasionally recruit new employees or rotate them across several coffee shop branches. With emerging social issues such as race relations and the LGBTQ movement, remember to train and retrain your employees often to meet the unique needs of these communities. For new employees, training helps you induct them into the culture of your business.

Developing a training program that helps them serve your clients better improves the success of your business. The training may focus on improving their existing knowledge and skills. It may also address the culture of your business, helping them understand how to relate to other workers and customers. Training them on ethics helps them make better ethical judgments and decisions, thereby improving their integrity.

4 Tips for Managing a Coffee Shop
Training helps you induct new employees into the culture of your business @chloejg

Invest in Technology

Many technologies that can help you manage your coffee business did not exist before. Every coffee shop should at least have a Point of Sale (POS) system. A POS enables you to keep track of all your inventory, preventing losses from theft and errors made when taking orders from customers. It also helps baristas and chefs work on orders swiftly and efficiently, reducing the amount of time a customer has to wait to get served. The system also produces reports and data that are essential for making sound business decisions.

There are other technologies such as coffee makers, espresso machines, coffee grinders, and blenders. These make your work more effortless in the kitchen. These need to be high quality so that they can continuously and consistently produce high-quality coffee for your customers. They should also be fast and efficient, reducing the time needed to deliver orders. They should also be high grade, hard to break down, and easy to maintain.

4 Tips for Managing a Coffee Shop
Coffee in Motion @clovers309

Well managed coffee shops are easy to identify. You can see them by how meticulous their workers are. They pay attention to detail and often deliver beyond the expectations of their customers. Behind such coffee shops are brilliant managers who understand how to bring together a phenomenal workforce to perform simple tasks exceptionally.

Luckily, you can also learn good management practices. Applying them to your coffee shop business, that is what truly makes your business successful in the long run. What other tips do you know about managing a coffee shop? Share them in the comments below! Also, for more helpful coffee shop tips, check out “The Definitive Guide to Restaurant Branding” or “Your Go-To Restaurant Cleaning Checklist” for more managing guides for you!

Are you a small business owner? Become a part of our exclusive Facebook Group, Food Service Brand Builders— a space dedicated to cafe, restaurant, and foodservice business owners to share helpful tips and experiences of owning a small business. We’ll see you there!

Brand My Cafe helps small & medium-sized businesses, cafes and foodservice brands grow their identity through custom coffee cups, coffee sleeves & more.

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