The Coffee Experts Club Podcast
Welcome to the Coffee Experts Club! If you're anything like us, then you've taken what could have been just a job and appreciated it enough to make it a calling. Coffee is at the center of communities, economies and most people's mornings. Being a coffee professional can allow you to be a stable presence in the lives of many, but it also comes with a lot of hard work and a lot of variables that need to be figured out in order to deliver that perfect cup every day. Aaron, Drew and Ben have over 25 years of combined experience in...
99. Demotion Done Right: Tough Conversations Every Coffee Leader Must Have
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In this episode, Aaron, Drew, and Ben tackle one of the hardest but most crucial aspects of leadership—demotion. While elevating and empowering team members is exciting, what happens when someone isn’t a fit for their role? The hosts discuss how to approach tough conversations with clarity and empathy, the importance of setting clear expectations, documenting performance, and knowing when it’s time to step in. They share real-world experiences from their own shops, the balance between emotion and policy, and how demotion can sometimes be the best outcome for both the business and the indivi...
98. The Money Mistakes Most Coffee Owners Make (and How to Avoid Them)
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In this episode, Aaron and Ben dive into the often-overlooked world of coffee shop finances. From the stress of payroll weeks to the dangers of “checkbook accounting,” they explore why many café owners struggle with numbers—and why that’s perfectly normal. They share practical ways to either take control of your own financial tracking or find the right professional help, emphasizing the importance of understanding cost of goods, labor percentages, and how to read meaningful reports. Whether you’re running one shop or managing multiple locations, this episode is packed with actionable tips to protect your bottom...
97. The Hometown Hero Playbook for Coffee Shops
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In this episode, the Coffee Experts crew dives deep into what it really takes for a coffee shop to become a "hometown hero." Drawing on their own journey building Roasters Coffee from a small local shop to a multi-location chain acquired by Black Rock, Aaron, Ben, and Drew share powerful insights on standing out in a saturated market. They unpack the importance of micro-niching, community generosity, staff culture, customer involvement, and embracing individuality in your brand. Whether you're a new coffee shop owner or a seasoned operator looking to better connect with your community, this...
96. Delegate to Elevate: Building a Sustainable Coffee Shop Team
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In this episode, Aaron, Ben, and Drew dive into the crucial question of how to elevate a coffee shop owner out of day-to-day operations. Building on last week's conversation, they explore how to establish clear roles, build a practical management hierarchy, and develop perks that go beyond money to inspire leadership. From understanding what tasks should be delegated, to designing creative and meaningful incentives for your team, this episode offers valuable insights for anyone looking to scale operations without sacrificing culture or control. Whether you're just opening your first stand or preparing to launch a third...
95. How to Stop Running Your Coffee Shop Like Your Hair's on Fire!
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In this episode of the Coffee Experts Club Podcast, the team dives into the chaos many coffee shop owners experience and how to escape it. If you're constantly putting out fires, drowning in to-dos, and losing weekends to burnout, this episode is for you. Aaron, Ben, and Drew talk about how to step out of the weeds, empower your team, and use systems like weekly Level 10 meetings to regain your time—and your sanity. Whether you're just starting out or trying to scale, you’ll walk away with actionable insights to help your coffee business grow with...
94. Is Your Profit Walking Out the Back Door? How to Avoid Shrink
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In this candid and practical episode, Aaron and Ben tackle one of the most underestimated profit drains in the coffee business: shrink. Whether it’s untracked employee perks, casual waste, or outright theft, many operators are unknowingly letting thousands of dollars slip through the cracks. The duo discusses how even small, rationalized actions—like grabbing a Red Bull or giving away a drink—can snowball into massive losses across multiple locations. They share real-life examples, easy-to-implement inventory tracking strategies, and ways to turn losses into measurable wins. If you’re a coffee shop owner looking to tighten...
93. Conquering Coffee Shop Equipment Challenges
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Join the whole crew as Aaron, Drew, and Ben dive into the challenges and triumphs of coffee shop grand openings, with a focus on navigating technology and equipment hurdles. Recorded on the 4th of July, the team discusses the importance of staying open on holidays, the realities of managing espresso machines, and the lessons learned from opening their third drive-thru coffee shop in Belize. From duct-tape fixes to mastering preventative maintenance, they share practical tips for coffee shop owners on handling technical issues, choosing the right equipment, and preparing for a successful launch. Tune in for insights...92. How and When to Bring Production In-House to Boost Profits
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In this lively episode, Ben and Aaron, take a nostalgic trip down memory lane, reflecting on their journey scaling Roasters Coffee from five to fifteen locations while managing a spirited team of young employees. They share about the challenges of growth, from corralling 150+ staff to navigating company parties, and dive into a critical topic for coffee shop owners: bringing operations in-house to slash costs and boost profits. With their signature blend of humor and expertise, Ben and Aaron explore how to identify cost-saving opportunities, like crafting proprietary syrups, sandwiches, or energy drinks, and stress the importance of...91. Grand Opening and How They Teach You that You Don't Know Everything
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In this exciting episode, Aaron, Drew, and Ben dive into the thrilling and chaotic experience of opening the first-ever drive-thru coffee shop in Belize, Coffee De Los Mayas. Fresh off the grand opening, the trio shares a candid recount of the unexpected hurdles they faced, including a critical power meter issue that threatened to derail the event by disabling the espresso machine and air conditioning in the tropical heat. With hundreds of customers expected, the team pivoted to an all-iced and blended drink menu, a decision that led to an astonishing 1,100 cups served and faster service times w...90. Lessons Learned for Your Next Grand Opening
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Join hosts Ben and Drew in this energetic episode as they pull back the curtain on the exhilarating chaos of a coffee shop grand opening. Recorded amidst preparations for their third location and second drive-thru in Belize, Ben and Drew share raw, real-world insights into the challenges of launching a new coffee shop. From grappling with last-minute equipment delays to navigating staffing hurdles and crafting an unforgettable customer experience, they reveal the intricate planning required to make a grand opening shine. Perfect for aspiring coffee entrepreneurs, this episode offers a wealth of inspiration and practical advice for a...89. How to Help Your Employees See the Future Part 2: Incentives and Plans
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The episode also delves into a practical, brass-tacks discussion on building a sustainable career path for employees. The hosts share their proven strategies for creating a clear, tiered wage structure and incentivizing growth through raises, revenue-sharing, and creative perks like rent assistance or vacation matching. They emphasize the importance of treating employees as your first customers, casting a vision for their future, and fostering loyalty by showing them a clear path to success within your company.  Whether you’re dreaming of opening your first drive-thru coffee shop or scaling to multiple locations, this episode is packed with act...88. How to Help Your Employees See the Future
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In this episode, the guys dive into a critical topic for coffee shop owners: how to help your employees envision and plan for their future within your business. They explore the importance of creating a clear, transparent employee journey and roadmap to foster growth, retention, and motivation. From aligning your P&L to reflect accurate cost breakdowns to setting competitive wages in today’s labor market, the discussion highlights practical strategies for building systems that empower your team.  Drew and Ben share insights from their experience at Roasters, detailing how they implemented a straightforward employee roadmap that outl...87. Key Vendors - When and How to Replace Them
SUMMARY:  In this episode, Aaron, Ben, and Drew dive into the critical topic of managing key vendor relationships and knowing when and how to replace them. They explore the challenges of scaling with vendors who may no longer meet your business needs due to rising costs, declining quality, or strained relationships. The discussion emphasizes the importance of intentional decision-making to avoid chaos when switching vendors, highlighting the risks of knee-jerk reactions and the "unknown evils" of new partnerships.  Key points include regularly reviewing vendor costs (every six months), addressing sneaky price increases, and evaluating operational professionalism. The guys share real-world exa...
86. Is There Ever a Good Time to Open a Cafe?
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Join hosts Aaron, Ben and Drew for a lively discussion on the latest trends in the coffee industry and a heated debate about the merits of cafes versus drive-throughs. In this episode, the conversation turns personal as Aaron and Drew, business partners behind the first drive-through coffee shop in Belize, spar over the value of cafes versus drive-throughs. Drew, a former cafe manager, champions the community and relational benefits of cafes, sharing stories of customer connections and intangible brand loyalty. Aaron counters with a financial perspective, highlighting the efficiency, lower overhead, and scalability of drive-throughs. Ben, the...85. The Art and Science Behind Staffing New Coffee Locations
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In this lively episode of The Coffee Experts Club Podcast, Aaron and Ben dive into the art of staffing for new coffee shop locations, sharing hard-earned lessons from opening dozens of stores.  With spring bringing a wave of grand openings for their clients, the duo explores how to build a winning team for a new location. They discuss the importance of balancing veteran and new baristas (aiming for at least a 50/50 split), assessing a location’s traffic potential, and avoiding the costly mistake of gutting profitable stores to staff new ones. From crafting ascension plans for assistant man...84. Fear and Risk Taking in the Coffee Business
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In this episode, Ben and Aron tackle the essential topic of bravery in entrepreneurship, specifically for those venturing into the coffee industry. They explore how fear can be the biggest obstacle to starting a coffee business and share practical strategies to overcome it. Â From finding a balanced business partner to setting clear benchmarks and ripcord moments, they discuss how to make calculated risks rather than reckless decisions. The guys emphasize the importance of grounding choices in verified metrics, avoiding "back of the napkin" calculations, and developing "bookshelf strategies" to prepare for worst-case scenarios. With insights from their o...83. Why You Need to Surround Yourself with Smart People
In this episode:
In this episode, Ben and Aaron explore the vital role of surrounding yourself with skilled professionals to successfully scale a coffee shop business. They discuss the unique challenges faced by fiercely independent coffee shop owners who bootstrap their ventures, celebrating the resilience required while addressing the limitations of going it alone. From hiring a CPA for tax management to delegating operational tasks, Ben and Aaron share actionable strategies to free up mental space, enabling owners to focus on growth and innovation. Tune in for practical insights on building a team of experts, leveraging tools like t...82. The Value of Doing a Climate Check on Your Coffee Business
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In this lively episode, Ben and Aaron share their insights on keeping a coffee business vibrant through regular "climate checks." The duo dives into the heart of any successful operation: the people. Ben and Aaron stress that a business isn’t just about profit margins or marketing campaigns—it’s built on relationships with employees, managers, vendors, and partners, all of whom need consistent attention to keep things running smoothly.  You will also learn about quarterly check-ins as a way to maintain these critical relationships, sharing lessons learned from the tumultuous summer of 2020 when neglecting team communication led to...81. Choosing the Right POS System at the Right Time for Your Coffee Shop
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In this episode, Drew and Ben dive into the essential topic of selecting the right Point of Sale (POS) system for your coffee shop. Whether you're launching a new drive-thru or scaling up with multiple locations, Drew and Ben break down the pros and cons of popular POS systems, with a focus on Square and Toast, to help you make an informed choice.  Drew shares real-world insights on how Square’s reporting tracks sales trends and supports digital loyalty programs, making it a solid starting point. But as shops grow, the conversation shifts to when it’s time...80. Navigating the Different Seasons of Business in Coffee
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Join hosts Aaron, Drew, and Ben as they brew up a lively discussion about the ever-changing seasons of running a coffee business, with a focus on the drive-thru game. Whether you’re dreaming of your first stand, bootstrapping a startup, or scaling to multiple locations, the trio shares wisdom from their ventures in the U.S. and Belize. They explore how strategies evolve over time—think of it like outgrowing your fifth-grade pants—and emphasize the importance of setting milestones to guide your growth, from hiring and equipment to property decisions.  The hosts dive into three key areas: w...79. Building a New Coffee Location - The Good, The Bad, and The Battle-Tested
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Drew and Aaron dive into the exhilarating, yet challenging world of opening a new coffee shop location. The duo shares their real-time experiences, fresh from the frontlines of their latest build-out. From navigating unexpected airport delays to managing the stresses of construction, they’re pulling back the curtain on what it really takes to expand a coffee business.  The duo has opened spots for themselves, roasters, and clients—sometimes two in a single year—and they’ve learned a thing or two along the way. Expect candid insights on choosing the right contractor (hint: it’s not always abou...78. The Problems and Possibilities with Having a Business Partner
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This week, the trio dives into the power of partnerships. Aaron and Drew, 50/50 partners for three years, unpack the highs and lows of their collaboration, from complementary skill sets to mutual respect that keeps their friendship first and business second. They weigh the pros and cons of partnering with a spouse versus an outside collaborator, offering candid insights on why their dynamic works—and why it might not for everyone. Ben chimes in with thoughtful questions, sparking a lively discussion about picking the right partner, navigating investor pitfalls, and balancing entrepreneurial drive with personal sanity.  Whether you’re dr...77. Major Starbucks Layoffs! Are You Watching Your Labor?
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In this episode, the team dives into the latest Starbucks headline—1,100 corporate layoffs and a 30% menu reduction—unpacking what it means for the coffee industry at large. The hosts explore how big players like Starbucks are "trimming the fat" post-COVID, cutting non-revenue-generating roles and rethinking operational efficiency amid rising inflation and shifting consumer spending. Translating these lessons to indie coffee shops, they discuss the critical balance of labor versus revenue, the importance of agile decision-making, and why understanding your P&L (profit and loss statement) is non-negotiable. From evaluating barista workflows and menu complexity to deciding whether to o...76. The Conversation of Raised Prices to Your Customers
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In this episode we tackle one of the biggest challenges for coffee shop owners—rising costs and how to communicate price increases to customers. With commodities like coffee, milk, syrups, and even cups on the rise, how do you balance profitability while maintaining customer loyalty?
Join us as we discuss strategic ways to approach price adjustments, including transparency in messaging, social media strategies, and the role of baristas in customer communication. We also explore the psychology behind pricing and whether removing menu prices might be an effective approach.
If you're navigating the com...
75. An Industry Wide Shift in the Cost of Green Beans and What We Think You Should Do
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On this episode, Aaron and Ben dive into one of the biggest cost drivers for coffee shop owners—coffee beans. With green coffee prices surging by over 60% in the last five years, the need to manage costs has never been greater.
Aaron and Ben explore why more coffee shop owners should consider roasting their own beans, breaking down the financial benefits, challenges, and long-term control it offers. They discuss the impact of supply chain fluctuations, how wholesale sourcing affects your bottom line, and the strategic move of adding a roasting business as a separate rev...
74. Effective Tips to Deal with Employee Theft
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In this episode we dive into a topic that no coffee shop owner likes to talk about—but absolutely should: employee theft, also known as shrink. From giving away free drinks to time theft and inventory mismanagement, small leaks in your business can add up to major losses.
Join us as we discuss real-world experiences and proven strategies to minimize theft, improve accountability, and implement systems that protect your bottom line. We’ll share insights from working with top-tier coffee businesses, break down the importance of a solid P&L, and highlight simple yet power...
73. Starbucks did what?? Balancing pricing, profitability, and customer experience
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In this episode, we dive into Starbucks’ recent decision to remove the upcharge for alternative milks and explore the broader implications for coffee businesses. While this move may seem like a simple win for consumers, industry insiders know the real costs behind alternative milk pricing. We break down how Starbucks is likely absorbing and redistributing these costs, the psychology behind reducing sticker shock, and what this strategy means for smaller coffee shops trying to balance pricing, profitability, and customer experience.
We also discuss the ever-growing challenge of price increases in the coffee industry and ho...
72. How Much will Starting a Coffee Company Cost Me
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Thinking about opening a coffee shop but unsure about the costs? In this episode we dive into one of the most frequently asked questions: How much does it really cost to start a coffee shop? Our hosts, along with industry experts Ben and Drew, break down the numbers—from the price of building a brick-and-mortar café to the more affordable options like coffee carts and mobile setups.
We also explore creative funding solutions, partnerships, and alternative business models that can help aspiring coffee entrepreneurs turn their dreams into reality. Whether you're planning to start smal...
71. Tips for Improving Your Coffee Business by Streamlining Your Systems
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In this episode we dive into the essential systems that drive successful coffee businesses. Ben and Aaron discuss the power of standardized operations, drawing lessons from franchises like Starbucks while maintaining the independent coffee shop spirit. From streamlining equipment choices to optimizing labor costs and tracking key performance metrics, we explore why having a replicable system is the secret to scaling without chaos.
Discover how a well-structured scorecard can give you control over your business, allowing you to make data-driven decisions instead of relying on gut feelings. Whether you're opening your first location or e...
70. From Coffee Carts to Multi-Locations: Balancing Risk, Growth, and Opportunity
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In this episode, Aaron and Ben dive deep into the unpredictable world of coffee carts, trailers, and the entrepreneurial journey. From event planning nightmares and wasted product to leveraging risk for growth, they unpack the challenges and opportunities of scaling a coffee business.
The guys share personal stories from their early days in coffee, including the highs and lows of running a cart at unpredictable events and the lessons learned along the way. They explore how owners can move beyond the "hourly rate" mindset and adopt a profit-driven approach.
Key topics include:<...
69. Things to Evaluate in your Coffee Business
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In this episode, we dive deep into the essential art of employee evaluations and their transformative impact on your coffee business. We explore how consistent and structured feedback not only boosts employee morale but also enhances overall performance and retention.
Key topics include:
The importance of regular evaluations to recognize and retain star employees. Why arbitrary raises and unclear expectations can breed frustration and false narratives among team members. The power of clear metrics and actionable goals, Creating a culture of ownership and open communication to align your team with the company’s vis...68. The Ins and Outs of A Coffee Truck with Susan Arredondo of Good Grounds Coffee
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In this inspiring episode of The Coffee Experts Club Podcast, we dive into the entrepreneurial journey of Susan Arredondo, a coffee enthusiast who turned passion into purpose. Starting with a mobile coffee shop in late 2020, she shares how a heart for community service—especially aiding those affected by natural disasters—sparked the idea for a coffee truck designed to serve free, quality coffee to volunteers and victims. From navigating the challenges of starting a business during the pandemic to eventually expanding to a brick-and-mortar location, she recounts the highs, lows, and invaluable lessons learned along the way...
67. Overcoming the Jitters & Opening a Coffee Shop: Lessons from the Field
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In this episode of The Coffee Experts Club Podcast, the team dives into the inevitable pre-launch jitters that come with starting a new coffee shop—even for seasoned professionals. Whether it's your first location or your 50th, the nerves never truly go away, but they don’t have to hold you back.
We share insights on effective advertising strategies, the importance of standout signage, and why a strong grand opening plan can double as a powerful marketing tool. From leveraging local community connections to navigating the bureaucratic maze of permitting, this episode is pa...
66. How to Tell if You're Pricing Correctly
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In this episode we dive deep into the pricing strategies that help coffee shops thrive, even in a challenging economic landscape. Aaron, Ben and Drew tackle the big question every coffee shop owner faces: "Are our prices still the right prices?" From minimum wage hikes to fluctuating ingredient costs, they discuss why regular pricing evaluations are essential and how to decide which drinks need a price adjustment without alienating loyal customers.
Drew and Ben share insights into their own experiences, including how to factor in competitors' prices, balance high and low-margin items, and even r...
65. Lessons in Bootstrapping, Mentorship, and Growth
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In this episode of The Coffee Experts Club Podcast, we dive into the world of bootstrapping a coffee business and making your dream a reality. The guys share insights on the approachability of starting out in coffee, where minimal overhead and creative solutions make it possible to launch with limited resources. We discuss ways to find the perfect location, manage equipment costs, and leverage your skills to get the best out of every cup, even if you're on a tight budget.
Our hosts also stress the importance of mentorship and community in navigating the...
64. Taking Over a Coffee Shop in a Small Town with Meleni Cruz of Press Coffee House
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In this episode of The Coffee Experts Club, we’re thrilled to introduce Meleni Cruz, owner of Press Coffee House in Battle Mountain, Nevada—a unique coffee spot that blends small-town charm with big-city coffee quality. Aaron stumbled upon this hidden gem on a road trip and was immediately captivated by Meleni’s passion and expertise.
Meleni shares her journey from working as a barista to buying and rebranding the coffee shop she once worked at, transforming it into a thriving hub. Hear about the hurdles she’s overcome, from convincing her husband to dive int...
63. Consistency, Competition, and Customer Loyalty in the Coffee Business
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In this episode of The Coffee Experts Club Podcast, we dive into the inevitable challenges and growth opportunities that come with competition in the coffee industry. When a rival opens across the street, it’s easy to feel defensive, but thriving businesses use competition as motivation for excellence. Today, we discuss how staying on top in a competitive landscape means honing your brand identity and delivering a consistent experience.
We explore practical approaches to building a business with clear core values, the role of consistency in customer loyalty, and how metrics can keep teams al...
62. The Importance of Car Times For Drive Thru Coffee
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In this episode of The Coffee Experts Club, our hosts dive deep into a critical aspect of coffee stand operations: drive-thru speed and its impact on profitability. While many shops prioritize customer engagement, the hosts emphasize that if drive-thru times lag, even the best customer service or product quality won’t keep customers from leaving the line.
They share personal experiences about how focusing on speed not only satisfies customers but also dramatically boosts sales. From timing car orders with sticky notes to using advanced systems like Zoom timers, they explain the evolution of sp...
61. Scaling for Success: Coffee Business Growth Strategies with Ben and Drew
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In this episode of The Coffee Experts Club Podcast, Ben and Drew dive deep into the challenges of scaling a coffee business and the importance of having a clear roadmap for both financial growth and employee development. They discuss the critical metrics to consider when expanding from one store to multiple locations and the complexities that come with managing a growing team.
Ben and Drew share their experiences in creating business plans, revisiting them as the business evolves, and learning from mistakes along the way. They also highlight the need for structured management systems...
60. Streamlining Coffee Shop Success: Smart Ordering Systems for Growth
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In this episode of The Coffee Experts Club, we dive into the evolution of coffee shop inventory management and how smart systems can dramatically improve efficiency and profitability. Hosts Aaron, Ben and Drew discuss the journey from old-school, manual ordering methods to streamlined, data-driven systems that help managers make smarter decisions. Learn how their Google Sheets-based tool helps track inventory, prevent over-ordering, and empower managers to adjust stock levels based on real-time insights.
With tips on reducing costs of goods sold (COGS) and managing multiple locations remotely, this episode is packed with actionable strategies t...
