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Chaos behind the bar equals chaos for your business. A chaotic bar can lead to sunk costs in wastage and spoilage, slow service for your guests when there aren't glasses available or poor service quality if glassware is dirty or the bar is sticky.
Here at Trail, we love a checklist to keep things in order. Our wet-led customers appreciate having clear, efficient, digital checklists to help their teams maintain good bar housekeeping, and in this article, we'll reveal our secrets to keeping your bar ship shape.
We’ll be providing you with our practical tips, as well as a step by step guide, to help you create a bar checklist that will streamline your processes and set your team up for a great day, every day.
In simple terms, an effective bar checklist is a tool that can be used by your staff to make sure daily tasks are completed efficiently and consistently. These checklists act as a bible for hospitality staff as they help manage everything from opening and closing procedures to ensuring high cleanliness standards are met.
Bar checklists can also help with your inventory management; by regularly keeping an eye on stock levels and noting what needs to be reordered, you can prevent shortages and overstock situations, both of which can hurt your bottom line. Checklists also make sure that routine tasks, such as cleaning equipment and restocking supplies, are not falling by the wayside.
When you implement a bar checklist, you create a system of accountability among your staff, making sure that every team member knows their responsibilities and are regularly meeting high standards. This unlocks a multitude of benefits, but above all, it enhances the overall customer experience, as guests can be sure to expect the same high-quality service every time they visit.
So, you know what a bar checklist is, but how do we create one that is effective? Creating a successful bar checklist can go a long way in streamlining operations, maintaining consistency, and ultimately saving you money.
Here, we’ll discuss in more detail what it takes to create a successful checklist, from what it should include, to things to think about when you’re implementing one.
An opening checklist makes sure your bar is ready for business each day. Here are 8 steps to include in an effective opening checklist:
1- Cleanliness and Sanitation
Ensure that all surfaces, equipment, and utensils are clean and sanitised each morning. This includes the bar counter, glassware, and everyday tools. Also, make sure you’re checking the outside of your premises for any rubbish.
2- Stock Check
If you want to avoid unhappy customers, check that all necessary items needed for the day are in stock; this includes spirits, mixers, garnishes, and other essentials. Make sure kegs are connected, and CO2 levels are checked.
3-Equipment Check
You’ll want to make sure that equipment like blenders, taps, ice machines, cash registers, and music systems are in working order. The last thing you want is to figure out there’s a problem when you’ve got a customer standing across the bar waiting.
4-Setup
Arrange the bar area, including setting out tables, replacing or refilling condiments, placing cutlery within reach, and ensuring all necessary items are accessible to the right people. It’s also important to check the entrance is clear- Are there any visible bins? Is anything obstructing the entrance?
5-POS System
Do a quick check to ensure that the point-of-sale system is working properly, and if necessary, it has been updated with any new menu items or prices.
6-Staff Briefing
It can be helpful to include quick meetings for morning staff in your opening checklist, so that everyone can be briefed on any special promotions, events, or changes in procedures for the day.
7-Safety Checks
All safety measures need to be in place and in working order. Check fire safety equipment, appliances, electrical wiring and security measures.
8-Opening Inventory
Keep track of sales and maintain overall profitability in the long term by making sure you’re recording the opening inventory to keep track of usage throughout the day. This also helps you identify any missing items quickly.
As important as an opening checklist, a closing checklist ensures that your bar is properly shut down and ready for the next day’s operations. This is the best way to ensure that your venue is secure and clean, as well as making life a little easier for your morning staff.
Here are 8 steps for an effective closing checklist:
1- Clean Up
To reduce work for morning staff and save time in opening up, make sure to clean and sanitise all taps, surfaces, equipment, and utensils, including behind the bar. Ensure that all glassware is washed and stored properly. Rinse drains thoroughly.
2-Stock Replenishment
Restock any items that are running low, ensuring you have enough for the next full day.
3-Secure Inventory
To ensure the safety of your business and staff, lock away high-value items and make sure all stock is accounted for.
4- Equipment Shut Down
Turn off and clean all equipment such as ice machines, blenders, and POS systems. Set any glasses out to dry overnight, and make sure you mark and date any newly opened bottles of wine if applicable.
5-Cash Handling
Count and secure any cash, ensuring that the cash register balances with the sales for the day.
6- Waste Disposal
Empty bins and remove all waste, ensuring these areas are clean.
7- Final Walkthrough
Conduct a final walkthrough of the premises to ensure that everything is in order, including checking that all lights are turned off and doors are locked.
8-Closing Inventory
Record the closing inventory to monitor stock levels and usage patterns. This will help to keep a tight grip on expenditure.
Getting the whole team onboard when you're introducing a new operational process in the form of a bar checklist is essential. Get that buy in from your team by communicating the benefits for both team members and the business of using opening and closing checklists.
When you’re managing a busy venue, you want to make sure that tasks are completed in the same manner every time. This avoids the risk of staff becoming overwhelmed or skipping important steps, and that high standards of service are met consistently. This is where checklists come into play. When staff follow a standardised procedure, it helps in delivering a uniform, quality, experience to your customers.
By providing clear guidelines on what needs to be done in the form of a checklist, you can streamline operations. Staff can quickly refer to it to know their responsibilities, which can also help new hires learn duties quickly. This optimised process helps them to manage their time better, and ensures that nothing is overlooked, allowing the bar to open and close smoothly.
By clearly outlining each task and assigning responsibility to certain staff members, you promote a culture of accountability. This makes it easier to track if there's a slip in standards or a problem somewhere across operations. Also, when staff know they are accountable for specific duties, they are more likely to complete them diligently and take ownership of their work.
Organisation is key to making sure daily tasks are completed systematically. It makes it easier to manage inventory, as regular checks can prevent both shortages and overstock situations. Also, maintaining a spotless venue becomes a lot more manageable, as a checklist ensures that cleaning tasks are consistently performed, leading to a pleasant environment in which to welcome your customers.
So, you have a checklist in place, but maybe it's not working in the way it should, and you’re becoming overwhelmed and confused with stacks of paper piling up. While paper checklists have been traditionally used, here at Trail, we know that digital checklists can offer several advantages:
Digital checklists can be accessed from any device with internet connectivity, making it easy for staff to check off tasks as they are completed. It means that everyone on the team, whether they’re on-site or remote, can stay updated on what’s been done, and what still needs to be done.
Digital checklists can be easily updated and modified, so you can say goodbye to needing to print new copies each time. Changes can be made instantly and communicated to all team members, preventing any confusion or miscommunication that might occur with paper checklists.
When you go digital, you can unlock insights into efficiency. A digital checklist allows you to track completion times by recording when tasks are checked off, meaning you can identify inefficiencies or areas for improvement with ease. By taking this data-driven approach, it's a step towards optimising workflows and enhancing overall productivity.
If you’re looking to be more sustainable, switching to digital checklists can be a great way to start. They ultimately reduce paper waste, in turn reducing the environmental footprint of a business. They also cut down on costs associated with purchasing and disposing of paper.
We know that implementing a digital checklist has its benefits, but how can you create one that is not only efficient, but also successful in its delivery and execution?
In these next steps, we'll explore how to create a digital checklist that meets these goals and seamlessly integrates into your workflow:
Step 1-Identify Tasks
List all the tasks that need to be completed for opening and closing the bar.
Step 2-Organise The Tasks
Group similar tasks together, and organise them in a logical order.
Step 3- Create Templates
Consider developing base templates for both opening and closing checklists that you can use as a guide, ensuring they are easy to follow.
Step 4- Use Technology
Consider switching to digital checklists, as they can enhance accessibility and tracking, and optimise efficiency across operations.
Step 5-Train Staff
It is imperative that all staff are trained and up to speed on how to use the checklists effectively. This will make sure its implementation is smooth and consistent. Training should cover not only the purpose and importance of each checklist, but also the correct procedures for completing them accurately.
Step 6- Feedback
Encouraging staff to provide feedback and suggest improvements, as this will ensure your checklist system continues to meet everyone's needs.
Step 7- Regular Reviews
Keep your checklist relevant and effective with regular updates, if you’ve decided to go digital, this can be achieved quickly.
In this article, we’ve covered how to create effective checklists, their benefits, and whether you should ditch the paper in favour of digital software. The bottom line is, whichever format you choose, the key is to make them comprehensive and easy to use.
Here at Trail, we’re committed to creating software to help you make sure everyday tasks are completed efficiently. Discover how Trail's digital checklist and task management platform can optimise your restaurant operations and streamline processes. Say goodbye to paperwork and overwhelmed staff by embracing our sustainable, technology-driven approach.
To find out more about what our management software can do for you, please get in touch with us now.
Discover how Trail's digital checklist and task management platform can revolutionise your restaurant operations.
Streamline processes, improve task accuracy, and drive productivity with real-time updates and analytics. Say goodbye to paperwork and embrace a sustainable, technology-driven approach.
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