Building Process Documents for Your Cafe: The Importance Coffee Shop Operations

Every organization, large or small, needs process documents to make sure everything performs as it should. Cafe owners in particular benefit from documenting the processes so it aids in teaching staff how to prepare coffee, including espresso techniques, opening/closing procedures, managing cash and greeting customers.   It offers clarification, aids in avoiding errors, and makes sure everyone is aware of what must be done to succeed in their positions and ensure they are meeting their direct report’s needs.  

This blog post will discuss how to build a process document, why it's important to document the process, and how a cafe owner may use it to train staff members. We'll also take cues from the E Myth, a book that emphasizes how critical systems are to the success of any firm.

Training document review

Why is Documenting a Process so Important?

Documenting the process is crucial because it provides a clear path forward, helps avoid mistakes, and ensures everyone is on the same page. Here's why:

Provides a Clear Path Forward 

The process documentation's most obvious advantage is that it provides your team with a resource to consult when there are issues regarding how something should be carried out or who should do what next. Instead of wasting time repeatedly answering those inquiries, just direct them to your documentation!

Helps Avoid Mistakes

Since everyone has access to the same information about how things are supposed to work within their department or division (or even across departments), there's less room for confusion about who does what when something goes wrong. Fewer opportunities for someone else's mistake costing you money down the road because nobody knows where things went wrong in order for them not being able--or willing--to own up until after damage has been done.

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Ensures Everyone is on the Same Page 

A well-documented process enables you to achieve consistent outcomes. This is because documented processes can be repeated, and by following the same steps each time, they become predictable. Clear instructions that specify each task and its purpose, who is responsible for it, and when it should be done, are accessible to everyone involved in the project. This results in less workload because there is no ambiguity about what needs to be done next or why certain steps must be completed before others.

What Does a Process Document Include?

 

Here's How You Can Create One.

A process document is a written description of how to perform a particular task or activity. It can be used to describe the steps and procedures involved in any given activity, for any position or task with any company.  Think about training new barista on steaming the perfect milk, tamping and pulling a consistent espresso shot, or helping your management team with scheduling hours. The main points to go within a process document is as follows:

Description of What Needs to be Done

Making a process begins with writing out the steps. A straightforward text editor or even Microsoft Word might be used for this. Make sure that every tool you use is simple to operate as well as customizable so that you may add to your notes and make adjustments as you carry out the activity.

reviewing training documents

How it's Done 

After you've listed all of your steps, consider how much time and effort each one requires to complete. If a task appears like it would take too long or be too difficult, perhaps it could be streamlined or simplified so that things go more smoothly the next time.

Who Does It and When They Do It

It's important to assign roles and responsibilities to ensure that everyone knows what they need to do and when they need to do it. Assign the following roles:

Creating a Template for Tasks

Further streamlining your process involves developing templates for the various jobs. This template should be a thorough, well-organized checklist outlining each action that must be taken. This checklist can be used as a reference and training guide for each stage, ensuring that nothing is missed or forgotten.

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Here are some key points to consider when creating your template:

  1. Be specific: List out each individual step involved in the process, making sure to be as specific as possible. This will ensure that no detail is missed and that each step is carried out properly.
  2. Assign roles and responsibilities: As was already discussed, it's crucial to specify who will be responsible for what at each stage of the process. To ensure that everyone is aware of who is in charge of what, make sure to include this information in your template.
  3. Incorporate deadlines: Establish time schedule for every stage of the procedure, taking into consideration any interconnections or potential setbacks. This will assist in keeping the procedure organized and on time.
  4. Make it adaptable: Your template ought to be adaptable enough to take into account modifications or upgrades to the procedure. To keep the template current and relevant, make sure you check and update it frequently.  After implementation, pay attention to the feedback provided by the individuals carrying out the task regularly. They might find a more effective approach to get the same outcomes.
  5. Consider various teaching styles: Not everyone learns and adapts to new process techniques in the same way. To help ensure the activity is being carried out as you had anticipated, be willing to share your notes, as well as to add images, videos, and hands-on teaching.
  6. Follow-up: It often takes a person 2–4 weeks of practice before they fully comprehend and can perform it consistently. Following up, redirecting and frequent mentoring will help this process become a new everyday activity.

Conclusion:

In conclusion, documenting your processes is vital to running a successful cafe. It offers clarity, helps avoid errors, and ensures that everyone is aware of what has to be done when it's time to start their shifts. By following the procedures provided in this article, you may develop a well-documented process that is repeatable and predictable.  Whether you're creating a new product or service, training new employees, or just trying to streamline your daily operations, having a documented process in place can help you achieve your goals more efficiently and effectively. 

 

Coffee Consulting | Opening a New Cafe in Calgary or Edmonton

We are eager to work with people that share our dedication to coffee.  We want to share our passion with you and help teach you about running a successful cafe.  We have decades of hands on experience, and feel it is our job, to share this knowledge with you.  Learn more about our wholesale coffee and coffee consulting services below. 

 

Latte art training

Fratello has been roasting coffee for over 25 years, but we are more than just a coffee roaster. Our consultants are experienced professionals that will guide you in all aspects of your business. From initial consultations around opening a new location to getting into the details of selecting products and equipment for your business, you have access to our team of coffee professionals through every stage of your investigative/planning stages......and this is all included when you choose to work with us!

One of our consultants will meet with you to discuss all aspects of your coffee program.  We will work with you to recommend the right coffee, the right equipment and the right training. From sourcing great coffee to understanding how to store it best, to roasting fresh on demand and showing you how to prepare it right, we are here for you at every step.

espresso grinder

Our professional consultants draw from backgrounds mixing business experience and an intense passion for coffee. During the consulting process, we get to know your prospective or existing business, what customers you are looking to attract and how you want to prepare the coffee.   Helping to show you the equipment options and advise you on what will be best for your space and expected volume.

Fratello has/does compete locally and nationally at coffee competitions and uses this experience in training our accounts on barista skills. For local accounts we will work with you both at our training area at Fratello and in your business in all aspects of beverage preparation.

We offer on-going training and support including areas such as latte art and alternative ways to prepare coffee by the cup in your café or restaurant. This training is included as part of your relationship with Fratello.

We are much more than just a coffee roaster.  Come speak with a trusted team of coffee professionals that are here to share our extensive experience with you.

Hario Brewing Guide | Pour Over Coffee

The Hario V60 O2 pour over dripper is our preferred method of brewing coffee at Fratello's Analog Coffee. The manual brewing process allows our barista to have complete control over the brew speed and ensure proper ground saturation. The slower extraction time lends to a much sweeter and complex flavour in the cup than a traditional brewer.  Follow below for a Hario brewing guide.

Hario pour over

It is very easy to use, so we put together this brewing guide to show you how you can use this in your cafe, home or work place. They are also VERY affordable.  You can find them on our store HERE.

Watch this short video that takes you through the steps to do this yourself.

 

Slayer Espresso & Fratello Coffee on Bizarre Foods

Check out the latest episode of Bizarre Foods with Andrew Zimmern. He looks at the Seattle coffee scene and interviews my brother Jason and myself at Slayer Espresso studio as well as tastes a bunch of Fratello Coffees. It was a great time teaching him what Slayer is all about.

 

Drying & Dry-milling Coffee

Coffee is one of the most complicated products in the world when it comes to consistently harvesting, processing, roasting and especially brewing. More and more you will hear about how important it is to properly harvest coffee.  A Micro-mill is a fairly new term, which is a description for a small mill, located on the farm, which de-pulps the coffee cherries and were coffee is typically dried in the sun. Learn about drying & dry-milling coffee.

Not very often do you hear about the steps that happen after this.  These steps are briefly outlined in this video prepared by us.   It was made to help you understand that all coffee doesn't stop its journey at the farm....in fact, it still has a lot of processing to go through before reaching the roastery.

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Panama Boquete - The Geisha Varietal

The Geisha Varietal of coffee is the most sought after coffee in the world.  Find out why this coffee is so special, and thought to be the king of all coffees.  After cupping these coffees, I was blown away at the flavor profile.  Flavors of Juicy Fruit candy, creamy strawberry, tangerine acidity, intensely sweet and a balanced lingering acidity.  I brewed a Chemex of this in Calgary and found myself gulping it back.  Our 200 lb lot of Panama Mama Cata Full Natural Geisha will be available July 2011.

 

Panama Boquete Geisha Finca Mama Cata

For many years the most expensive prices paid for coffee has been a rare coffee found in Panama.  The record for this Panamanian coffee was set in 2007 when an auction fetched over $150 USD / lb (Green) for coffee grown at Esmeralda Estate using the Geisha Varietal.    Since this time, it is not rare for people to pay 10-20 times the regular asking price for this rare coffee.  In a café setting it is no different.   To get a taste of this coffee, you should expect to pay $10-12 per cup.  Is it worth it?  I think so.

Panama Boquete Geisha Finca Mama Cata Coffee Cherry

So what is with this coffee and what makes it so unique?  I wanted to know as well, so the purpose of going to Panama was to begin to learn about this varietal and appreciate what it brings to the cupping tables. (more…)