Stepping into management is exciting and a little intimidating. You still love coffee, but the role shifts from pulling perfect shots to building a shop that runs smoothly when you are not on the bar. Below is a practical, positive guide for new coffee managers, distilled from years of frontline wisdom.
1) Set clear standards on day one
Great teams do not guess. Write down what “good” looks like for service, drink quality, cleanliness, cash handling, and closing. Review it in onboarding. Revisit it weekly.
Make it concrete
• Greet within 5 seconds. Eye contact and a simple “Good morning.”
• Milk and espresso specs documented. Everyone dials in the same way.
• Floors, counters, restrooms inspected every 15 minutes on a rotation.
• Till counts at open, mid, and close with initials.
2) Run the shop with checklists
Checklists reduce stress and protect consistency.
Have these at minimum
• Open: dial in, batch brew, pastry case, signage, float, patio sweep.
• Midday: grinder purge, condiment bar restock, visible spot clean.
• Close: full machine backflush, ice well sanitized, milk jugs broken down, next day prep.
• Weekly: grinder burr brush and vacuum, fridge gaskets wipe, windows, menu boards.
• Monthly: ice machine deep clean, water filter check, underbar pull out and mop.
Post them where work happens and require initials with time stamps.
3) Obsess over cleanliness and maintenance
Customers notice crumbs, sticky syrups, cloudy pitchers, and burnt coffee smell. Clean gear makes better coffee and breaks less.
Non-negotiables
• Group heads backflushed daily. Deep detergent cycle on schedule.
• Grinders opened and brushed weekly. Chute blockages removed.
• Ice machine deep cleaned every six months. Full bin dump during service.
• Condiment bar reset every hour. No drips, no empty packets.
4) Watch the flow: staff and guests
Do a quick “spaghetti map.” Stand back and trace how baristas move to make a drink and how guests move to order, wait, and pick up. Remove long walks and crossed paths.
Fixes that matter
• Keep espresso grinder, machine, milk, and rinser within arm’s reach.
• Separate order line from pickup zone so lines never cross.
• Put the condiment station where it will not block pastry browsing.
• Label the pickup point clearly. Call names loudly and kindly.
5) Track numbers and learn from them
Your job moves from reacting to predicting.
Track daily
• Sales by hour and category.
• Labor hours scheduled and used.
• Milk and coffee usage versus sales.
• Weather, events, holidays, school calendars.
Why it helps
• You schedule lean on slow hours and add a floater for rush windows.
• You stock to par levels and stop running out of favorites.
• You learn which drinks actually drive margin.
Tip: many food service operations aim to keep combined cost of goods plus labor in a tight range. Set targets that fit your shop and review weekly.
6) Order like a pro: par levels and expiry
Create a simple spreadsheet: items, vendor, lead time, par level, on hand, order qty. Date every delivery. Rotate stock first in first out. Check long shelf life items too, like mints and syrups.
7) Build a focused menu first
Consistency beats variety. Start with espresso, cappuccino, latte, Americano, and a cold brew or iced option. Add a small set of syrups that can do double duty. Expand once the core is rock solid.
8) Hire for engagement, train for skill
Given a choice between a curious beginner and a checked-out veteran, choose the curious one. You can teach technique. You cannot teach sincere care for guests.
Interview for
• Curiosity about coffee and people.
• Calm under pressure.
• Team mindset and reliability.
Give new baristas a structured path: shadowing, drink standards quiz, mock rush with coaching, independent shift sign-off.
9) Lead the culture you want
Your team copies what you do, not what you say.
Practical habits
• Use “we” language. Solve problems without blame.
• Give specific praise often. Give clear, kind critiques quickly.
• Keep a notebook for staff requests and follow-ups.
• Protect breaks and time off. Burnout kills morale and quality.
10) Know your market and your neighbors
Visit nearby shops with humility. Note prices, volume, and offer. Be friendly. You will eventually need milk, change, or advice on a morning when a delivery misses.
Get your listings accurate and active: Google Business Profile, Instagram, Yelp. Post hours, seasonal drinks, and community participation.
11) Take the shop outside the shop
Farmer’s markets, festivals, offices, and cold-weather events can build brand and revenue. Start small with a simple off-site kit and a one-page checklist.
12) Protect your time and get paid fairly
Block 30 focused minutes daily for planning. Delegate recurring tasks to reliable team members. Set boundaries to avoid 80 hour weeks. Meet ownership with a plan and goals tied to compensation. Managers who stay healthy lead better.
30-60-90 day starter plan
Days 1 to 30: Stabilize
• Publish standards and all checklists.
• Deep clean all equipment. Fix quick wins on layout.
• Start daily log for sales, labor, usage, weather, and notes.
Days 31 to 60: Optimize
• Build par levels and an ordering calendar.
• Run a spaghetti map, then tighten bar flow.
• Launch a short staff training series with a skill check.
Days 61 to 90: Grow
• Add one community event or pop-up.
• Refresh online listings and a simple content cadence.
• Review metrics with ownership and set next quarter targets.
Quick manager tools you can copy today
Opening checklist
• Dial in espresso and record recipe.
• Brew first batch. Taste and record.
• Stock milk, alt milks, and backup pitchers.
• Wipe glass, sweep entry, reset condiment bar.
Weekly equipment
• Grinder deep brush and vacuum.
• Group gasket inspection and replacement plan.
• Ice machine visual check. Schedule deep clean cycle.
People
• One five-minute coaching moment per person per week.
• Monthly all-hands to gather ideas and share wins.
Frequently Asked Questions for New Coffee Managers
1. How many baristas should I schedule during busy hours?
A good rule of thumb is one barista per $400–$600 in hourly sales, plus one floater or cashier during peak periods. Adjust based on drink complexity and order flow.
2. How often should espresso machines and grinders be deep cleaned?
Backflush group heads daily, clean grinders weekly, and schedule a professional service at least twice a year. Clean gear means better-tasting coffee and longer equipment life.
3. What should my first coffee shop manager goals be?
Focus on three things: consistency, cleanliness, and communication. Nail the basics first—smooth workflow, clear expectations, and an organized back bar—before adding new ideas.
4. How can I keep my team motivated?
Recognize effort in real time, share feedback respectfully, and give staff ownership of tasks. People work harder for managers who trust them and appreciate their input.
5. What’s the best way to control costs in a café?
Track labor and ingredient costs daily, set par levels, and reduce waste. Many coffee shops aim to keep combined labor and COGS under 65% of sales.
6. How do I make my café stand out in a competitive area?
Be known for quality, consistency, and kindness. Serve great coffee, keep the shop spotless, and get involved locally—community partnerships and pop-ups build loyalty fast.
Final word
Great managers keep the craft alive while making the business hum. Set standards, use checklists, clean like you mean it, track your numbers, hire for heart, and lead with respect. Do those consistently and your team, your guests, and your P&L will thank you.