The best way to do this is to keep a written record of the assignments that need to be completed, who the assignments are delegated to, and when they must be completed. Allow plenty of time for assignments and projects to be accomplished.
Delegate responsibilities whenever possible, but above all else, keep organized! Maintain a collective composure, and deal with people and problems on a level and consistent basis, and you will be off to a great start.
First Priorities Suggested items that must be completed well ahead of opening date are:
1. List the shop’s name and number in the phone book and yellow pages.
2. Order and install an employee time clock or appropriate software.
3. Allow shipping and lead time for nonperishable items: Coffee- and tea-making equipment including espresso machine, grinders, dosers, drip brewer, boilers, tea brewers, milk steamers, frothers, display equipment, etc.
- • Cleaning, water treatment, and sanitation units
- • Cash registers, cash-handling equipment, and accounting software
- • Drop safe for office
- • Coffee and teacups, teapots, other chinaware, and silverware, utensils, etc.
- • Tables, chairs, drapes, linen, napkins, and table settings, etc.
- • Staff uniforms
- • Printing: menus, stationery, business cards, etc.
4. Develop a list of all construction projects. It should include who is completing them and when they will be completed, plus a list of materials needed.
5. Set up a large calendar on the wall with deadlines, when deliveries will be expected, construction projects finished, equipment installed, meetings, and, of course, the opening date.
6. Contact the art galleries or artists’ groups in your area. They may be able to supply you with artwork to be displayed in the shop on a consignment basis.
Additional Pre-Opening Activities—Payroll
Several people will be on the payroll before the opening date. You will need the assistance of personnel to assemble chairs, do odd painting, hang picture, and do anything required to be ready for the opening date. Many of these temporary employees may be used for various jobs in your shop after opening.
A time clock certainly should be used during this period for better control. Overtime must be monitored carefully and, if possible, avoided. This will require a great deal of organization of assignments and scheduling. Many of these jobs will be boring and tedious.
Compensate these employees well for their efforts. Having a free espresso would certainly be greatly appreciated! In most beverage outlets, an internal bookkeeper calculates and prepares the payroll. We highly recommend the use of QuickBooks computer software, Peachtree or other competing software for payroll processing. Additionally, QuickBooks will be very useful in other parts of your business and in your business planning.
QuickBooks is located online at www.quickbooks.com, and Peachtree at www.peachtree.com. However, like many companies, you may prefer to use a computerized payroll service or your accountant. Using a computerized payroll service is highly recommended.
Pre-Opening Promotion
The most important part of your specialty beverage business venture, along with location and sufficient capital, is marketing your products and services. Your marketing and promotion plans for your coffee, espresso, and tea shop are an important part of your business plan. There is a definite distinction between promotion and advertising. Promotion involves creating an interest in a new project, usually at little or no cost.
As soon as possible, put up the new shop sign or a temporary sign explaining briefly the name of the new establishment, the type of beverage outlet, hours of operation, and the opening date. People by nature are most interested in what is occurring in their neighborhood; give them something to start talking about. This is perhaps the best and least expensive promotion you can do.
Described below are some pre-opening promotional ideas:
- • Emphasize the benefits to the community of your new coffee, espresso, and tea shop. Meet with the advertising representatives for the local papers. Determine advertising costs and look into getting a small news story published describing the shop.
- • Take a tip from the Starbucks ® professionals who, in the lead-up to the opening of a new outlet, always organize a “press preview” opportunity, and invite local politicians or media personalities to enthuse about their unique products and services. Follow their lead; encourage local dignitaries to try their hand at operating your state-of-the-art coffee- and tea-making equipment.
- • Have plenty of the shop’s business cards on hand as soon as possible; they are a great source of publicity.
- • Join the Better Business Bureau ® and the local chamber of commerce. Besides lending credibility to your organization, they often can supply you with some very good free publicity.
- • When you place your employment ad in the classified section, always list the type of coffee and tea shop, as well as location. This inexpensive classified advertising will help spread the word.
Post a Comment