New Coffee Manager Playbook: Practical Advice From People Who've Done the Job
Stepping into a coffee management role means shifting focus from individual barista skills to building systems that enable smooth operations.
Foundational Practices
Establish clear expectations from day one. Document standards for service, quality, cleanliness, and cash handling, then review consistently with staff through checklists and regular check-ins.
Operational Systems
Implement checklists for opening, midday operations, closing, weekly, and monthly tasks. Post them visibly and require staff initials with timestamps.
Maintenance & Cleanliness
Equipment care is critical. Recommended practices include daily group head backflushing, weekly grinder cleaning, and semi-annual professional servicing.
Staffing Strategy
Hire for engagement, train for skill. Recruit curious individuals with strong interpersonal skills and provide structured training pathways, rather than prioritizing experience alone.
Financial Management
Track sales by hour and category, monitor labor costs relative to sales, and maintain par-level inventory systems. Aim for combined labor and cost-of-goods-sold under 65% of sales.
Your 30-60-90 Day Plan
- Days 1–30: Stabilize operations — learn the team, understand existing systems, identify urgent issues.
- Days 31–60: Optimize systems — document processes, improve weak points, build team trust.
- Days 61–90: Pursue growth — introduce new initiatives, set KPIs, and develop your team.