Case facts
- Client type
- Cafe
- Assignment
- Capacity and staffing optimisation
- Services
- Work sheets, production planning and operational optimisation
The challenge
Much of the preparation took place shortly before or during busy service periods. At the same time, quieter hours were not being used systematically.
This created time pressure and gave the impression that the cafe was understaffed. However, part of the challenge was not the number of employees but when and how tasks were planned.
What we found
Several products and preparation tasks could be moved away from the busiest periods.
Products and components with a sufficient shelf life could be produced in larger batches during quieter periods, then chilled, frozen or stored according to the product's requirements and the cafe's food safety procedures.
The cafe lacked a simple structure showing:
- What needed to be produced.
- How much needed to be produced.
- When the task should be completed.
- Who was responsible.
- How the product should be labelled and stored.
What we implemented
Gastroplan created simple production sheets, work lists and standard preparation routines.
Production was spread across the week so that quieter periods could be used for products and components with a longer shelf life. Clear labelling, storage routines and minimum stock levels were also introduced for key products.
Employees could then see the day's tasks and priorities without relying on verbal instructions.
Highlighted result
The result
The cafe was able to handle the busy period without making the planned additional hires.
Avoiding the extra staffing costs generated annual savings of approximately DKK 200,000. The workload was also distributed more effectively throughout the day and week.
The result was:
- No need for the planned additional hires.
- Approximately DKK 200,000 in annual savings.
- Better use of quieter periods.
- More consistent production.
- Less time pressure before and during service.
- Easier staff training.