How to Make a Coffee Shop Opening and Closing Checklist

Coffee Shop Opening and Closing Checklist Guide

When you run a coffee shop, you might get so in the rhythm of things that you don’t even think about what you’re doing each day. Coffee is an everyday habit for 60% of Americans, so you may see many of the same people, go through the same motions, and just intuitively understand the coffee shop’s operations.

But there are at least two constants in the restaurant industry. First, you’ll have a daily opening and closing routine. Second, things always change.

With so many coffee shop industry trends changing the way restaurant managers work, routine is essential. Whether you’ve introduced online ordering, are dealing with staff schedule issues, or are adjusting the menu to keep pace with the iced beverage craze, it’s crucial to prepare adequately for each day. That means efficient closing tasks at the end of the day and starting each morning off right.

One of the best ways to prepare for the variable nature of running a coffee shop is by creating a coffee shop opening and closing checklist.

In this article, you will learn how to create a coffee shop opening and closing checklist and understand how it can simplify your life as a restaurant manager.

What is an opening and closing checklist?

An opening and closing checklist is just what it sounds like: a list of things that must get done to open on time and close at the end of the day. Every restaurant has an opening checklist and closing checklist, but they aren’t all the same. Each restaurant manager or restaurant owner must determine what belongs on the opening and closing checklists for their unique business.

In addition to general checklists, you might have specific kitchen checklists or server side checklists to streamline restaurant operations and guide your staff members through opening and closing each day. Having checklists will not only make the day easier for staff, but it can reduce food waste and simplify business accounting, too.

Why do you need a checklist before opening and closing a coffee shop?

We’ve touched on a few of the broad reasons why a coffee shop opening and closing checklist is a good idea, but there are myriad other benefits, too.

Easier training

It’s in everyone’s best interest to set new employees up for success quickly. The “right” way to train new coffee shop employees might range between businesses, but having opening and closing checklists are always a good idea.

These established lists will help new employees get into a routine faster and will prepare them to train future employees, too. When you have a standard reference point like opening and closing checklists, staff can see what they have to do without taking another staff member away from their work. They’ll get up to speed faster and become better ambassadors for your coffee shop.

Team accountability

A checklist is a simple way for all staff members to know what needs to get done. With that transparency, everyone knows who is responsible for what job, helping to build accountability within the team. That helps ensure all tasks are completed correctly and at one time.

Ensures cleanliness standards

Cleanliness should be top of mind for every restaurant. A cleaning checklist is a natural subset of your opening and closing checklists that will help you maintain cleanliness standards. It’s natural for a coffee shop to get a little messy throughout the day, but following cleaning procedures each opening and closing will uphold a high standard and avoid health code violations.

Clean glassware, linens, kitchen stations, and an organized, clean floor keeps customers and health inspectors happy.

Reduces mistakes

Even if you do something every day, following a mental checklist is risky business. Keeping a checklist ensures that no opening or closing duties get missed. Just think of the napkin station at a coffee shop. Between napkins, straws, carriers, sugar packets, stirrers, cardboard koozies, and whatever else you offer front-of-house, there’s a lot you could overlook. Some coffee shops offer self-service milk or cream stations.

That’s not to mention the myriad back-of-house items that could go overlooked. Between the cash register, kitchen preparation, and the cleaning checklist, there’s a lot you can miss in the daily chaos of running a coffee shop. Checklists help reduce mistakes.

Increases efficiency

Opening and closing are directly related. When all tasks are completed during the closing shift the night before, it’s easier to get through the opening checklist in the morning. A coffee shop functions more efficiently when you’re running through a checklist to keep staff members aligned and increase productivity.

Tips for creating and implementing your coffee shop opening and closing checklists

You recognize the importance of opening and closing checklists, but how do you make them? Here’s a step-by-step guide.

Brainstorm tasks

Like any list, you must first figure out what has to go on it. If you’re already going through an opening or closing process every day, it’s easy enough to just jot down what you do each day. If it’s a little more chaotic every day, take some time to brainstorm everything one needs to know to open or close, from front-of-house to back-of-house.

Your lists should include everything that needs to be completed during every opening and closing shift, outside of actually serving food and drinks.

Consult your team

Once you have your first draft, it’s time to consult your staff members. They’re the ones who will likely use these checklists most, and it’s important to get their feedback on any opening and closing duties you may have overlooked. Hold a staff meeting, share the checklists, and make sure nothing is missing.

Use a template

When you have all of the items accounted for, it’s time to make it organized and readable. Toast offers a useful template to streamline day-to-day operations and sample kitchen opening and closing checklists to consult.

Train the team

Veteran employees and new employees alike will need training on your opening and closing checklists. Once you have them in a clear, readable format, take some time to train staff on the daily opening and closing duties. Chances are, many of them are already familiar, but ask them to indulge you in the meeting just to make sure everyone is on the same page.

When people are trained, make some copies of the checklists, and post them in as many staff-facing places as needed in your establishment.

Update often

As we’ve said, change is constant in the coffee shop business! When things change in your establishment, make sure your lists change with it. Whether you adjust operating hours, get a new oven that needs extra care, or change POS or cash registers, any changes should be reflected in your opening and closing checklists as necessary.

Types of opening and closing checklists

Sometimes, the best way to do something is to see an example first. To give you some list-making inspiration, we’ve compiled some items that commonly appear on restaurant opening and closing checklists.

Front-of-house opening checklist

A front-of-house checklist is typically managed by a floor manager or senior server in a restaurant. In a coffee shop, the lines between the customer-facing front-of-house and kitchen management back-of-house tend to blur. As such, it’s good to have a single shift manager overseeing both front-of-house and back-of-house checklists in a coffee shop, but you may find it necessary to divide duties in a larger coffee shop with more comprehensive food service.

• Spray and wipe down high-traffic surfaces like door handles, railings, seats, and table tops.

• Spot clean windows and glass doors so they are smudge- and streak-free.

• Check bathroom(s) for cleanliness and clean if necessary.

• Empty trash bins.

• Wipe down the order area and napkin stations.

• Turn on open signage and lights.

• Unlock the front door.

• Turn on the point of sale system (POS).

• Confirm that the register is set from the previous shift and includes expected cash amounts.

Front-of-house closing checklist

• Clean all tables and chairs.

• Flip chairs on top of tables.

• Sweep floor.

• Mop floor.

• Empty and clean coffee and iced tea makers.

• Clean guest bathroom and restock if needed.

• Empty any trash cans available to guests (including the bathroom) and take garbage to the dumpster.

• Close out the cash register and store cash in a safe location.

Back-of-house opening checklist

Again, coffee shops tend not to have a distinct boundary between front-of-house and back-of-house. It’s possible that you just need one opening and closing checklist for the entire restaurant. That said, if you do have a defined back-of-house, a kitchen manager can oversee some of the following items.

• Empty the dishwasher and put everything in the right place.

• Make sure staff members have enough cleaning supplies and cloths for the day.

• Check all surfaces to make sure they were cleaned.

• Mop the floor again.

• Preheat stoves, ovens, or any other appliances you’ll need during the day.

• Refill milks and creamers and restock fridges to ensure you’re stocked up on ingredients for the day.

Back-of-house closing checklist

• Sweep kitchen floor.

• Mop kitchen floor.

• Empty kitchen trash cans and take them to the dumpster.

• Wash and/or sanitize all cooking utensils, cutting boards, hotel pans, etc.

• Clean and restock employee bathroom.

• Make sure the walk-in and any other fridges or freezers are shut tight.

• Turn off all heaters, ovens, stoves, and other appliances.

• Audit refrigerator inventory, ensuring older items are at the front to observe first-in-first-out (FIFO) organization.

Management opening checklist

To ensure that everything goes smoothly every day, a manager should have their own checklist to verify that everything has been done. Plus, they may have a few specific items that aren’t on the general checklist, such as:

• Walk through the whole restaurant to make sure the cleaning checklist is being followed.

• Set staff meeting agenda.

• Review the day’s staff schedule.

• Answer emails, Yelp reviews, and social media posts.

• Organize incoming deliveries.

• Organize any upcoming maintenance to coffee shop equipment.

• Pay bills that are due.

Management closing checklist

• Another cleaning walkthrough.

• Make sure every employee has clocked out.

• Fill out manager log book if anything notable happened during shift.

• Answer emails, Yelp reviews, and social media posts received during the day.

• Check sales data and create a report for the day’s sales.

• Make deposits.

• Double check that every exit is locked, and lock the restaurant on your way out, and set the building alarm (if applicable).

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Restaurants routinely use opening and closing checklists to set each day up for success. Although they’re typically less complex operations, coffee shops can still benefit from building opening and closing checklists. This guide will show you how to do it to make life easier on your employees and provide a better experience to customers.

Related Resources

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