Are you struggling to keep up with peak sales periods or wondering how other organisations effortlessly make over 100 coffees an hour? The secret is preparation. I have 4 years of experience working in a high-volume cafe for a large organisation, where I learned these skills that helped me make over 200 coffees in an hour and regularly achieve over $2000/hour of coffee sales. I hope these skills and strategies allow you to better meet the customer’s demand for your cafe.

My experience has taught me the importance of preparation and that it isn’t just important for success but is vital for success in a cafe. Preparation is the ultimate skill for creating smooth workflows that allow you to achieve results that others didn’t seem possible. These skills and strategies will be broken down into three easy steps, allowing you to progressively implement, train staff, and adjust operations to minimise disruptions for your cafe.

Step 1: Removing Barriers

Barriers, also called bottlenecks, are most likely the biggest challenge when it comes to meeting the high demands of your products. These bottlenecks come in many forms, from poor communication to low performance to inefficient organisation. Before implementing these skills, my output was very low, achieving less than 30 coffees per hour with some customers waiting 10-20 minutes for a coffee. These barriers can carry an extreme cost in time.

These barriers can be defined as the tasks that could have been completed or don’t contribute to output. For example:

• Stocking during a peak period

• Replacing equipment at busy times

• Completing maintenance tasks

• Handling administrative duties during service hours

• Repositioning staff frequently

To effectively remove these barriers, it’s essential to conduct a thorough analysis of your cafe’s workflow.

Step 2: Preparation

You’ve just identified your barriers, and now it’s time to remove them so that they have none or a very low chance of causing trouble.

Stock Preparation

When do you run out of stock for your coffee station? In most cases, it will be during peak sales, and this is where preparation comes in. Ensure you have more than enough stock to complete the rush and a buffer for unexpected sales to ensure your staff can achieve the best results. This stock should also be where it is needed; storage is key for an efficient cafe. Good storage below your station or in nearby cupboards will allow for a minimal effect when it comes to opening a new packet of cups, a bottle of coffee syrups, milk or a bag of coffee beans. A good rule to follow may be 24/2, making sure you have 24 hours of paper and 2 hours of food product to ensure quality stays high.

For example, consider implementing a system where every staff member is responsible for checking the stock levels of their assigned items at the end of their shift. This ensures that any shortages are identified and replenished before the next peak period.

Additionally, creating a checklist of commonly used items and their ideal stock levels can help staff quickly identify what needs to be restocked. This proactive approach can prevent the panic of running out of essential supplies during the busiest times.

Replacing Equipment

Replacing equipment can also be an easy step, provided you have spare critical equipment available. This may be in the form of having spare tongs, milk jugs or group handles so that if the equipment becomes dirty or damaged, the barrier is able to be avoided.

It’s also beneficial to schedule regular maintenance checks for all equipment to ensure everything is functioning correctly. For instance, having a spare espresso machine on hand can be a lifesaver if the main one breaks down during a rush. Regularly training staff on basic troubleshooting and maintenance tasks can also reduce downtime and ensure that minor issues are quickly resolved without waiting for a technician.

Completing Maintenance

While in peak periods, it’s essential that everyone is contributing to output. If maintenance is required, not only will this affect the flow of staff and customers, but this also may contribute to the negative experience of your customers as they may see barriers to the overall service of your cafe, creating negative reviews and deterring repeat visits.

To avoid these issues, schedule all non-essential maintenance tasks during off-peak hours. For example, deep cleaning the coffee machines or restocking supplies should be done either before opening or after closing.

Additionally, having a clear maintenance schedule and ensuring all staff are aware of it can prevent unexpected disruptions during service. Creating a maintenance log can help track when each piece of equipment was last serviced and when it’s due for its next check, ensuring nothing is overlooked.

Completing Administrative Duties

As a business owner, your success can often fall on your shoulders, so make sure you are available to assist your staff and empower them to be the best they can be. Business owners also set the tone for the entire organisation. By showing the importance of the customers and the output, you set the expectation for the staff to better focus on output and customers.

Consider delegating administrative tasks to specific times when the cafe is less busy, such as early morning or late afternoon. This ensures that your focus remains on customer service during peak hours. Additionally, implementing digital tools for tasks like scheduling, inventory management, and sales tracking can streamline administrative duties and free up more time for you and your staff to focus on customer service.

Step 3: Planning

Planning is extremely important to make sure you or your staff have what they need to quickly resolve any issues. This is especially important for staff positioning.

Staff Positioning

Your staff are the producers of your output, which is why it is important that they are productive both with the task they are performing and the role in which they are performing. The key things to consider when positioning staff are Aces in their Places and for staff to stay planted.

Aces in Their Places

This phrase refers to placing staff with the greatest strength or output opportunity in positions where they can achieve the greatest output.

For instance, if you have a barista who is exceptionally fast at making lattes, ensure they are positioned at the espresso machine during peak hours. Similarly, if another staff member excels at customer service, place them at the front counter to handle orders and interact with customers. Regularly assess your staff’s strengths and adjust their positions accordingly to maximise efficiency.

Staff Staying Planted

When we say planted, what do we mean? Well, I want you to think of staff as trees planted in the ground, unable to move, which reduces confusion.

Encouraging staff to stay in their designated areas during their shifts can prevent bottlenecks and ensure a smoother workflow. For example, if the barista at the espresso machine constantly has to leave their station to fetch supplies, it slows down the entire process. Ensuring that everything they need is within arm’s reach allows them to focus on making drinks without unnecessary interruptions. Additionally, clear communication and defined roles can help staff understand their responsibilities and avoid overlapping tasks.

Conclusion

By removing barriers, preparing effectively, and planning meticulously, you can significantly increase your cafe's output. Implementing these three steps will not only help you make over 100 coffees an hour but also improve overall efficiency and customer satisfaction. Remember, the key to success in a high-volume cafe is preparation and planning. With these strategies, you can transform your cafe into a well-oiled machine capable of handling peak hours effortlessly.

The path to making 100 coffees an hour lies in identifying and removing barriers, thorough preparation, and strategic planning. By focusing on these areas, you can create an efficient, high-performing cafe that delights customers and maximises profits. Keep refining your processes, training your staff, and adapting to new challenges to ensure continuous improvement and success.

Disclaimer