Coffee Shop Operations Manual

Designed for busy coffee shop owners who want to keep a clean, organized, and easy-to-navigate single source of knowledge for their business.

🚀 This is a comprehensive and customizable business operations manual on Notion pre-packed with best practices, designed specifically for streamlining business processes and systems to transform the chaos of running a coffee shop into a harmonious flow.

TL;DR

✔️ Industry-Specific: 60+ sections fully packed with best practices in operating a coffee shop.

✔️ Fully Customizable: Tailor any part of the Manual to fit your business needs.

✔️ Evergreen: An easily accessible and comprehensive guide that can be updated as your business grows, ensuring longevity and relevance of the Operations Manual.

✔️ Easy & Neatly Structured: Easy to use, neatly designed, and eye-pleasing by default.

✔️ Digital & Dynamic: Hosted on Notion, a platform that’s free, user-friendly, and aesthetically pleasing. Share digitally with your team anytime, anywhere.

✔️ Skip the Subscription: Utilizes the FREE version of Notion.

If your business is in a different industry, check out our range of business-specific pre-built OM templates on our homepage 👇 We may have one specifically tailored to your industry.

Who Needs This?

Perfect for busy entrepreneurs and business owners, especially those looking to implement structured systems in their business, ensure consistency in daily operations, and save time on admin work, staff training, and new hire onboarding.

Think of this Manual as your trusty sidekick—beautifully structured, easy to adapt, and straight from someone who’s been in your shoes (I co-run 3 businesses and each of them has an operations manual).

Why is building systems in a business critical?

1. Systems create consistency. When we don't have systems to work with, we (and our team members) tend to do things differently every single time, which gets us inconsistent results and an inconsistent experience for your customers. 
2. Systems make it easier to delegate to other people. Often, we delegate something, we tell someone what to do, but they forget how to do it or they may not do it in the right way. Written systems make it clear on what is the way in which you want things to be done.

What's Inside?

⭐ Section 1: Introduction & Purpose

This section briefly introduces the purpose of the manual, what information is included, how it is used, and what you and your employees can expect from using it.

⭐ Section 2: Business History

Knowing the history of the business can provide your employees with a sense of ownership and pride which is likely to result in their commitment to the business’ success. 

⭐ Section 3: Culture & Values

At the heart of most successful businesses is a clear set of values and a strong company culture. Values give people guiding principles to make their own choices when things are not explicitly described in the systems. You'll find best practices in this section and can adopt or customize them to suit your business’ culture.

⭐ Section 4: Organization Chart

Successful businesses are organized around positions, not around personalities and dependency on each employee’s personal strengths and knowledge. You'll have a template organization chart in this section and can customize it to reflect the hierarchical structure of your business.

⭐ Section 5: Job Descriptions

Having clear job descriptions is essential for everyone to understand the roles and responsibilities that come with their title. If everyone knows what they are accountable for, it leads to a more organized workflow. You'll have a template and examples in this section and can adopt or customize them to suit your business.

⭐ Section 6: Website, Social Media & Software

Your website, social media accounts, and software tools are included in this section. For businesses utilizing social media, it’s important to create a system and strategy to use it in an organized and efficient manner. You'll have a template system and examples in this section.

⭐ Section 7: Business Systems & Processes

The heart and backbone of your operations lie in this section. Think of it as your ultimate organizational hub where every crucial detail, process, system, and instruction is documented. It's here that you lay down the blueprint for how things run in your business.

You’ll find 60+ best practices and examples in this section which you can adopt or customize to suit your business.

Once you've poured your expertise and knowledge into this section, you can confidently step back knowing that your team has a robust, go-to resource. New hires? They'll be trained seamlessly. Existing team members? They'll always know the right step to take. This is your playbook for clarity, consistency, and efficiency.

Without a comprehensive and well-organized section like this, businesses risk the chaos of inconsistency, with everyone marching to the beat of their own drum. But by dedicating time and effort here, you ensure a harmonious, unified approach to serving your customers and growing your business.

⭐ Section 8: Owner-Only Section

In this section, you'll find the systems and processes that shouldn’t necessarily be accessible to your employees. These are the information that only you should know, and data you will track, as an owner of your company.

⭐ Section 9: Checklists, Forms & How-to Guides

This section is where your employees can locate the business’ spec sheets, recipes, checklists, forms, how-to guides, and other job aids. You'll see tons of examples in this section that you can adopt or customize to your business needs.

⭐ Section 10: Emergency Procedures

You don't need emergency procedures every day, but you know when you need them you better have them ready and easily accessible. You'll have a comprehensive list of standard emergency procedures in this section.

⭐ Section 11: Contact Details

Having a comprehensive list of important contacts is essential for your business to run smoothly, especially if you/the management is unavailable. This helps your employees handle any situation that may come up and ensures that the business keeps running without any hiccups.

⭐ Section 12: Glossary & Acronyms

Any key terms and acronyms that are commonly used in your business can be added to this section. By maintaining a comprehensive and up-to-date Glossary & Acronyms section, you will ensure that everyone in your team is on the same page and able to communicate effectively. 

⭐ Section 13: Test Your Knowledge (for your employees)

When you hire a new team member and ask them to read this Manual, you can test their knowledge with a short quiz to make sure that they have read it carefully and captured the important details. You'll have an example quiz in this section that you can modify the questions of as you’d like.

For more information, please visit www.OperationsMavenue.com