Whether you’re running a cosy little suburban cafe or a busy city centre coffee shop, staying on top of your opening and closing routines is absolutely crucial. Here at Trail, we love a checklist to keep things in order. Our customers are passionate about smooth, efficient service, so we devised a cafe management system with clear, efficient, digital cafe opening and closing checklists.

In this article, we’ll break down the essential opening and closing procedures; from the moment you switch on the lights in the morning to the final lock-up at night, every task matters. With the right checklist in place, you’ll streamline your daily operations, boost efficiency and keep your cafe running like clockwork.

What is a cafe checklist?

A cafe checklist is a structured list of tasks that guides you and your staff through the opening and closing routines of your venue. It ensures that nothing is missed, keeps your operation running smoothly, and helps maintain a focus and consistency in service quality. Your opening checklist covers everything you need to do before the first customer walks through the door and the closing checklist ensures your venue is clean, secure, and ready for the next day.

Get the day off to a great start

An effective opening checklist lets you prepare for the day and ensures you're ready to serve your customers with a smile. Here’s what to include:

Check equipment: 

• Make sure your espresso machines, grinders, fridges and POS systems are in good condition and confirm they’re working correctly. 
• Turn on all the necessary equipment so it's all warmed up ready for your first customers.

Stock up: 

• Check you've got enough coffee beans, milk, pastries and other essentials. Ensure they’re fresh and fully stocked. Inspect expiration dates and rotate stock as necessary. 
• Check all syrups are stocked up and in date. 
• Check dates and prep any pastries or food items.

Clean and sanitise: 

• Wipe down tables, counters and coffee machines. 
• Sanitise high-contact areas such as door handles, cash registers and coffee machines. Ensure any sanitiser bottles are full and buckets etc are available. 
• Check customer toilets are clean and stocked. 
• Check cleanliness and look for signs of pests, spills, stains etc. 

A clean, hygienic kitchen is crucial for food safety compliance; you can find out more about kitchen opening procedures here.

Check the customer area: 

• Ensure tables and chairs are arranged neatly and that your cafe is welcoming and accessible. 
• Check all furniture for damage. 
• Restock essentials like sugar, sweeteners,napkins, stirrers, lids and cups. 
• Check all signage, offers/specials boards etc are correct and any promotional materials are relevant. 

Make closing time a breeze

The closing checklist is just as important as the opening one. Here’s what you’ll want to cover:

Clean and Tidy:

• Clean and sanitise all surfaces, including countertops, tables and coffee machines. 
• Flush through coffee machine heads.
• Check all protective covers on pour spouts etc are in place to prevent contamination.
• Clean sinks and drain covers.
• Sweep and mop the floors.
• Empty all rubbish bins and put them in the external waste area.

Restock:

• Restock and refill utensils, condiments and disposable items.
• Check and replenish inventory of coffee beans, pastries and other perishables.
• Check perishable items are in date.

Financial Procedures:

• Count and balance the cash register.
• Securely store cash and valuables.
• Note any discrepancies or issues for follow-up.
• Prepare the float for the following shift. 

Final Checks:

• Ensure that all coffee and espresso machines are turned off and cleaned.
• Check that refrigeration units are functioning correctly and doors are sealed.
• Confirm that all non-essential electrical appliances are turned off..

Staff Responsibilities:

• Remind staff to gather their personal belongings before leaving.
• Inspect staff areas for cleanliness and security.

Secure:

• Lock all doors and secure the venue.

Benefits of an opening and closing checklist

Here are a few key advantages of using opening/closing checklists in your cafe:

Consistency: No matter the day, your cafe runs like clockwork. Every shift follows the same steps, so staff know what they need to do and customers get the same great experience.

Accountability: When all staff know what's expected they can take ownership of tasks.

Efficiency: With a clear plan, the team can work faster and with confidence, avoiding time wasted on figuring out what’s next.

Reduced errors: Checklists greatly reduce the chances of missing important steps, like sanitising or making sure fridges are sealed and stock is rotated.

Paper or digital checklists?

You might be weighing the benefits of traditional paper checklists against digital options. So, let’s take a look at the merits of both.

Paper checklists: Easy to set up, print and tick off as you go. However, they can be easily lost or damaged and require reprinting for updates. Maintaining proper records can be a huge challenge, and using all that paper isn’t terribly eco-friendly.

Digital checklists: Accessible on devices like tablets or smartphones, easy to update, and helps you to reduce paper waste. Digital options also allow for integration with other software for enhanced task management. Yes, they might require a little bit of staff training, but the time they save in the long-run more than makes up for it.

While paper checklists can be useful, digital options provide greater flexibility and integration with your other systems.

How do I make a checklist for my cafe?

Creating a checklist doesn’t have to be complicated. Start by observing your daily routine - what tasks are essential? Break it down into categories like:

• Opening Procedures: Cleaning, setting up equipment, stocking supplies.
• Closing Procedures: Cash counting, cleaning equipment, restocking.

Then categorise tasks by priority. Rank them so your staff knows what's most urgent, and assign responsibility; making it clear who is responsible for each task keeps your team engaged and accountable.

Implement the checklist for a week and gather feedback from your team to refine the process and make sure it actually works for your business. 

Key things to think about when setting up a cafe checklist

A checklist only works if you use it, so here’s what to think about:

Training: everyone understands how to use the checklist and why each step is vital. People are more likely to follow it if they understand the value behind it.

Ease of Use: Keep it simple. Make it easy to read and follow.

Regular feedback and updates: Encourage your team to provide feedback on the checklist regularly. If something needs changing, change it. 

How Trail can help you manage it all

Trail’s digital checklists and task management system for cafes can transform your cafe’s operations. From opening to closing, you’ll have:

• Real-time tracking: Keeping you in the know on exactly what’s been done and where there might be gaps.
• Analytics & insights: Use data to spot trends, improve processes, and make better business decisions.
• Customisation: Tailor checklists to your cafe’s specific needs, ensuring nothing important is missed. Integrate with other systems to improve stock ordering efficiency etc
• Sustainability: Go paperless and boost your eco-friendly credentials.

Ready to set up your cafe for success?

In this article we've looked at how a checklist is the backbone of a successful cafe. From opening to closing, it ensures consistency, quality and efficiency, keeps your team organised and your customers happy. We've offered a solid base for efficient checklists that will streamline your daily operations, boost efficiency, and keep your cafe running like clockwork.

Discover how Trail's digital checklist and task management platform can revolutionise your business operations. Helping you to 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. 

Discover what you can do with our task management system for cafes and coffee shops.

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