Operations02/15/2026
Shift Operations & SOPs
Run your shop smoothly even when you're not there
30 min Opening SOP45 min Closing SOP5 min Shift Briefing70% SOPs Reduce Errors
Standard Operating Procedures (SOPs) are the backbone of any well-run F&B business. An SOP is simply a written, step-by-step guide for every task — from opening the shop to closing it, from making a drink to handling a complaint. Without SOPs, quality depends entirely on whoever happens to be working that day. With SOPs, your business runs consistently whether you're present or not. The best F&B operators treat SOPs like a living document: write them, train on them, review them monthly, and update them as the business evolves.
Opening SOP Checklist (30 min before opening)
Lights, AC & MusicT-30 minTurn on lights, set AC to proper temp (24-26°C), start background music playlist. First impressions matter.
Fridge Temperature CheckT-25 minCheck all fridges and freezers: fridge 2-4°C, freezer -18°C. Log readings daily. Flag anything out of range immediately.
Mise en PlaceT-20 minPrep stations stocked: sauces portioned, garnishes cut, proteins thawed, coffee beans loaded. Everything in place before the first order.
Table & Floor SetupT-15 minTables wiped, condiments filled, menus in place, chairs aligned. Check restrooms for soap, paper towels, and cleanliness.
POS & Payment CheckT-10 minPOS system on, opening cash drawer verified, card terminal connected, QR payment codes visible. Test one transaction if needed.
Facade & SignageT-5 minSweep the entrance, set out A-frame sign or banner, turn on storefront lights. Make the shop look open and inviting from the street.
Shift BriefingT-0 min5-minute team huddle: today's specials, 86'd items, reservations, promos, any issues from the previous shift. Everyone aligned before doors open.
Closing SOP Checklist (45 min after last customer)
Cash Reconciliation5 minCount cash drawer, compare to POS report, log any discrepancies. Two people should be present during cash count.
Kitchen Deep Clean15 minClean all cooking surfaces, grill, fryer, prep stations. Sanitize cutting boards. Empty and clean grease traps if applicable.
Ingredient Storage10 minWrap, label, and date all opened items. Move new stock behind old (FIFO). Dispose of anything past its use-by date. Restock from dry storage.
Floor & Dining Area10 minSweep and mop all floors. Wipe down tables, chairs, and condiment holders. Take out trash and replace liners. Clean restrooms.
Safety & Security5 minTurn off gas, stoves, ovens, and coffee machines. Check all water taps. Set AC to standby. Lock doors and windows. Arm security if applicable.
How to Write a 1-Page SOP
Clear & specific
Task Name
Name the exact task: "Morning Coffee Machine Setup" not just "Coffee." One SOP per task — keep them focused.
X minutes
Standard Time
Set a target duration for each task. This helps with scheduling and accountability. E.g., "Mise en place: 15 min."
≤ 8 steps
Max 8 Steps
If a task takes more than 8 steps, break it into two SOPs. Simplicity ensures compliance — nobody follows a 20-step checklist.
Measurable
Pass/Fail Criteria
Each step needs a clear "done" standard. Not "clean the grill" but "grill surface shows no residue when wiped with a white cloth."
Shift Scheduling Optimization
- >Use your POS data to identify true peak hours. Most shops assume lunch rush = 11-1pm, but data often reveals a different pattern. Schedule staff around actual demand, not assumptions.
- >Stagger shift start times. Instead of everyone starting at 8am, have openers at 7:30am and the rest at 9am. This saves labor hours and ensures coverage during transitions.
- >Use part-time staff for peak periods. A part-timer working 11am-2pm for lunch rush is cheaper than a full-timer standing idle during slow hours. Students are reliable if scheduled consistently.
- >Implement a shift handover log — a simple notebook where the outgoing shift notes issues, low stock, customer complaints, or equipment problems. The incoming team reads it before starting.
- >Review scheduling weekly: compare actual sales per hour vs. staff hours. Aim for VND 150-250K revenue per labor hour. Adjust up or down based on real data.
Common Operational Mistakes
SOPs only in the owner's head
If the process isn't written down, it doesn't exist. When you're sick or on leave, the team should be able to run everything from the SOP binder. Write it down today.
No shift briefing
Skipping the 5-minute pre-shift huddle leads to miscommunication: staff don't know about today's specials, 86'd items, or VIP reservations. Five minutes prevents hours of problems.
No closing checklist
Without a closing checklist, things get missed: unlocked doors, gas left on, food left out overnight. This causes spoilage, safety hazards, and health inspection failures.
Rigid scheduling ignoring demand
Scheduling the same staff count every day regardless of demand wastes money on slow days and causes chaos on busy ones. Flexible scheduling based on data is essential.
More in Operations
Found this useful? Share with friends!
Help more F&B owners discover this free tool.