The Prep List
Start your week with a sharper mindset and a better plan. Hosted by Shaun de Vries from Open Pantry Co., The Prep List is your under 10-minute Monday hit of hospitality insights, made for venue owners, operators, and team leaders who don’t have time to scroll or sit through an hour-long podcast. Each week, you’ll get: – One trend to watch – One tool to test – One real-world operator move – One smart question for your team If you run a venue, manage a crew, or just want your week to feel a little less chaotic, this is your mise en place for th
Episode 22 - If You Can't Say It in One Sentence, Neither Can Your Team
Brand confusion doesn't show up in your logo — it shows up operationally. Menus that feel scattered, service that changes depending on who's rostered, teams making different calls because no one's clear on what matters most.
In this episode, Shaun introduces the One Sentence Brand Test: a simple tool to find the gap and close it.
This week's actions:
Write your venue's brand in one sentence — no "and also"Ask two team members to say it back in their own wordsIf you get three different answers, that's your gapWant to work on this? The Pantry Review at Open Pantry Co. is exactly this kind of work. Get in touch.
...
Episode 25 - The Brands That Win Aren't the Loudest — They're the Clearest
The instinct when trade softens is to do more...more posts, more promos, more noise. But if customers don't really get you yet, more volume won't fix it. In this final episode of the brand series, Shaun explains why clarity compounds and noise doesn't, and how to check whether what you already have is actually aligned.
This week's actions:
Pick four touchpoints — menu, service style, job ads, socials or websiteAsk: do they all sound like they belong to the same venue?Ask your team: where are we accidentally sending mixed signals?That's a wrap on the brand series. If any of it has surfaced work worth doing, the Pant...
Episode 23 - Are You Running a Venue or a Collection of Ideas?
Brand drift doesn't happen overnight. It happens one reasonable decision at a time — a new dish here, a service tweak there, until the venue stops feeling intentional and just feels busy. In this episode, Shaun introduces a single filter question to help operators spot drift before it stalls performance.
This week's actions:
Before adding or changing anything, ask: does this make us more us, or just more busy?Run that filter across your menu, service style, hours, and marketingAsk your team: what do we do today that no longer fits who we are?Want help with this? Pruning before pushing harder is one of the first things we look at i...
Episode 24 - Your Brand Doesn't Show on Your Best Day
Most venues look fine when things are calm. Brand shows up when the chef calls in sick, the POS goes down, a customer complains, and the team is stretched. In this episode, Shaun explains why pressure is the real test and how to make sure your venue defaults to its values instead of improvising them.
This week's actions:
Think of a realistic tough service — short staff, tech failure, unhappy guestAsk: what do we say to customers, what does staff say to each other, and who makes decisions?If the answers change depending on who's on shift, write down a shared expectation: how we behave when it's hardWant hel...
Episode 21- Trailer for the Season 2 and what to expect
This episode discusses the upcoming changes to The Prep List podcast, focusing on shorter, more targeted series to better serve busy operators in the hospitality industry. Learn about the new format, structure, and upcoming topics designed to keep content both relevant and efficient.Key Topics:
Transition to short, fortnightly series with four episodes per ingredient themeFocus on core hospitality ingredients: brand, money, location, space, menu, supply, systems, peopleMaintaining a consistent format: one trend, one tool, one operator move, one team questionEpisode length capped at under 10 minutes for concise, actionable insightsFirst series will focus on "Brand," launching next MondayRationale behind changing to suit operator needs and content consumption habitsHow the new format aligns wi...Episode 20 - What this year taught us
Summary
In this episode, Shaun reflects on the key lessons learned in the hospitality industry over the past year, emphasising the importance of clarity, the necessity of systems, strategic cutting for profitability, and evolving recruitment trends.
He encourages operators to focus on building a strong foundation for 2026 by learning from past experiences and making thoughtful decisions.
Takeaways
Clarity beats speed in decision-making.Operators who paused for clarity outperformed others.Systems are essential for operational success.Cutting wisely can lead to better profitability.Smaller menus with a strong identity are more effective.Recruitment...Episode 19 - Reset Your Mindset for 2026
Summary
In this episode, Shaun emphasises the importance of preparing for the upcoming year in the hospitality industry. He discusses the need for operational tidying and financial reviews before the busy January period, highlighting key areas such as rostering, supplier reviews, menu costings, and staff management.
The conversation encourages operators to take proactive steps now to ensure a smoother transition into the new year, ultimately leading to greater success and reduced stress.
Key takeaways
Start your year with a clear mindset and strategy.Focus on small operational resets to avoid stress later...Episode 18 - Transforming Hospitality Through Employee Wellness
Summary
In this episode, Shaun discusses the critical role of wellness in the hospitality industry, emphasising its impact on employee retention, service quality, and overall operational success.
He presents a compelling case for why wellness should be viewed as a strategic priority rather than a luxury, highlighting measurable ROI through reduced turnover and improved team dynamics.
Practical tools and strategies are shared to foster a culture of care and connection among staff, ultimately leading to a more sustainable and productive work environment.
Takeaways
Wellness is a measurable lever for improving...Episode 17 - The Summer Shift : Preparing for Peak Season
Summary
In this episode of The Prep List, Shaun discusses the critical transition into summer operations for hospitality venues.
He emphasises the importance of early planning, effective team communication, and operational efficiency to ensure a successful summer season. Shaun shares insights on rethinking summer operations, simplifying menus, and fostering a supportive team environment. He highlights a success story from Harvest Hospitality, showcasing how intentional leadership and planning can lead to improved service and profitability.
The episode concludes with a reminder of the significance of preparation and team involvement in navigating the busy summer...
Episode 16 - The Power of the Pause
Summary:
In this episode of The Prep List, host Shaun deVries explores a crucial yet often overlooked concept in the hospitality industry: the power of the pause.
As the busiest time of the year approaches, Sean discusses how strategic breaks and smarter planning can strengthen venues, improve team morale, and enhance customer experiences.
Tune in to discover why trading fewer days and focusing on quality over quantity might be the key to thriving in a competitive market. Don't miss this insightful discussion on making mindful decisions that protect your long-term success.
...
Episode 15 -Scaling Smart: Protect Your Concept
Summary
In this episode, Shaun shares insights on scaling a business smartly, focusing on maintaining the magic of the original venue while expanding.
He discusses the importance of systems, tech, and trust, and offers practical advice for operators looking to expand without losing their brand identity.
Takeaways
Scaling smart means protecting your concept before multiplying it.Running a second site doubles the complexity, not the business.Expansion brings freedom only if foundations are solid.Check your tech stack before expanding to ensure systems communicate.The best groups scale by protecting what made...Episode 14 - Team Development: Growing your people
Summary
In this episode, Shaun discusses the critical importance of team development in the hospitality industry.
He emphasises that effective training and staff retention are interconnected, and highlights the need for integrated learning systems to facilitate ongoing employee development.
Shaun also encourages operators to view training as a revenue protection strategy rather than an expense, and shares practical tools and questions to foster a culture of continuous improvement within teams.
Takeaways
Most operators only start training when issues arise.Staff retention and development are the same thing.Fast food brands...Episode 13 - Forecast Before You Flatline
Summary
In this episode, Shaun discusses the importance of financial awareness in the hospitality industry, emphasising the need for regular cash flow forecasting and the use of financial management tools.
He highlights the habits successful operators build around finance and encourages teams to develop a deeper understanding of their financial metrics.
Takeaways
The smartest operators forecast every month, sometimes weekly.Most venues go broke due to cash flow issues, not unprofitability.Tracking weekly revenue targets is crucial for financial health.Building financial habits can help maintain cash positivity.Regular financial reviews with...Episode 12 - The plan when something goes wrong : Crisis management
Summary
In this episode, Shaun discusses the importance of crisis readiness in the hospitality industry. He emphasises that many venues neglect crisis planning until it's too late, leading to chaos during unexpected disruptions. Shaun shares practical tools, such as checklists and templates, to help operators prepare for various crises, from staff shortages to tech failures.
He emphasises the importance of having a calm and practised response to maintain customer trust and a positive reputation. The episode concludes with a call to action for operators to engage their teams in crisis planning exercises.
Key...
Episode 11 - Creating Job Ads That Don’t Suck: Level Up Your Hiring Game!
Summary
This week, we’re tackling the big kahuna: finding the right people for your team. Spoiler alert: if you don't have the right crew onboard, even the best brand can sink faster than a lead balloon! We’re chatting about how recruitment in hospitality has done a complete 180 in the last couple of years.
Forget relying solely on seekers and word-of-mouth; it’s time to cast your net wide and explore platforms like LinkedIn and even your own job boards! Plus, I’m serving up some super handy interview questions to help you sift through...
Episode 10 - Unlocking the Power of Location Intelligence
Summary
In this episode of The Prep List, Shaun discusses the importance of location intelligence in the hospitality industry. He emphasises the shift from relying solely on gut feelings to using data-driven decisions for site selection and evaluation. Shaun shares tools and strategies for conducting location audits, highlights real-world examples of operators who have successfully leveraged location data, and encourages listeners to maximize their current locations' potential.
Takeaways
Location intelligence is crucial for site selection.Operators are now using data before signing leases.Combining gut instinct with data leads to better decisions.Regular location...Episode 9 -Transforming Venue Design for Success
Summary
In this episode, Shaun discusses the importance of venue design and fit-out, emphasising how strategic decisions can save operators money and enhance customer experience.
He highlights the trend of evolving existing spaces without major renovations, the significance of layout optimisation, and the need for continuous improvement in hospitality venues. Shaun provides actionable insights and questions for operators to consider in their planning and design processes.
Takeaways
Design pivots can evolve venues without full renovations.
Flexibility and flow are key in venue design.
Visualisation tools can help...
Episode 8: Mastering Your Supply Chain
Summary:
Join Shaun as he shares insights on the importance of regular supply chain reviews. Discover how staying proactive can save costs and enhance efficiency in your venue.
Key Takeaways:
Trend to Watch: "Reviewing Before Regret" - Regular supplier reviews every 6-12 months can prevent overpaying and ensure competitive pricing.
Tool to Test: "Track It, Don't Wing It" - Utilise tools like Restoke, Loaded, Cook in the Books, and Quantaco for effective supply chain management.
Real-World Move: Go direct with suppliers for better margins and quality control, as seen...
Episode 7: Spring Clean your data and save money
Summary
In this episode of the Prep List, Shaun discusses key trends and tools for the hospitality industry, focusing on rising energy costs, the importance of data management, and long-term planning strategies. The need for operators to clean up their data to make informed decisions, and shared a case study of a supermarket's successful move to a larger facility. The episode concludes with advice on preparing for the summer season and scheduling discussions with team members.
Takeaways
Energy bills are rising; review your plans.Tools like Termina can help manage energy costs.Cleaning up...Episode 6: POS or problem?
This podcast episode focuses on the critical evaluation of point of sale (POS) systems within hospitality venues, emphasising the necessity of determining whether these systems are genuinely beneficial or inadvertently detrimental to business operations. I elucidate the evolution of POS systems, which have transformed from mere cash registers into multifaceted integrated platforms encompassing inventory management, customer loyalty, rostering, and marketing functionalities
Takeaways:
The point of sale (POS) system in your venue must be optimised to ensure it is effectively contributing to your business operations and not hindering them. Conducting a thorough audit of your POS system...Episode 5: Brand before you scale
The principal focus of today's discourse revolves around the paramount significance of establishing brand clarity as a foundational element in the successful operation and expansion of hospitality venues.
Takeaways:
Establishing brand clarity serves as the foundational element for sustainable growth in hospitality. In the context of venue expansion, knowing your brand's tone and service style is crucial. The documentation of your brand's key principles aids in maintaining consistency across multiple locations. A well-defined brand identity ensures that guests experience uniformity regardless of the venue they visit. Investing in brand clarity may initially slow down the process, b...Episode 4: The AI front door
This discussion centres on the burgeoning trend of AI-powered phone answering systems, a technological advancement that is permeating the hospitality industry with remarkable rapidity.
Takeaways:
The emergence of AI-powered phone answering systems is significantly transforming the hospitality industry. Utilising AI tools allows venues to manage customer inquiries without staff interruption during busy service hours. Adopting an online-first booking strategy can enhance guest experience and streamline operations efficiently. Automating responses to repetitive guest inquiries can improve service quality while reducing staff stress levels. AI systems can operate 24/7, capturing late-night and early-morning booking requests without requiring human presence...Episode 3: Why are people leaving?
This podcast episode highlights the paramount importance of recruitment within the hospitality sector, emphasising not merely the act of filling vacancies but rather the strategic endeavour to cultivate cohesive teams that contribute to sustained organisational success.
Takeaways:
The podcast highlights the importance of employer branding in attracting top talent to the hospitality industry. It is essential to create job advertisements that are welcoming, clear, and aspirational to attract suitable talent. Onboarding should not be viewed as a mere chore; rather, it serves as a vital recruitment tool that can enhance retention. The discussion highlights the importance...Episode 2: Mastering the Margin
The primary focus of this podcast episode is the emerging trend in the hospitality industry towards smaller menus that yield greater profit margins. This shift is largely motivated by cost pressures, staffing shortages, and an intensified emphasis on quality. By strategically reducing menu offerings, establishments can enhance operational efficiency, diminish waste, and ensure a more consistent dining experience.
We also discuss the implementation of automated recipe costing tools, which are essential for maintaining accurate financial oversight in conjunction with streamlined menus. Furthermore, we highlight an exemplary operator, Don's in Melbourne, which successfully exemplifies this model, demonstrating that...
Episode 1: Streamlining Operations: Essential Insights for Hospitality Professionals
Summary
In this episode of the Prep List, Shaun discusses the current trends in the hospitality industry, emphasising the shift towards smaller teams and the importance of simplification. He highlights how technology can enhance efficiency without overwhelming staff, using a case study of a cafe that successfully implemented a new ordering system.
Shaun also spotlights To Be Frank Bakery, a client known for their signature product, the cinnamon morning bun, and encourages venues to identify their unique offerings. Finally, he poses a reflective question for teams to consider what inefficiencies they are tolerating and how...
