How to Stop Losing Money at Your Restaurant's Back Door

Running a restaurant is no easy feat, and one area where many restaurant owners unknowingly lose money is through improper food order receiving procedures. But don’t worry — today, I’m going to share some essential tips on how to train your team to do it right, so you can get what you pay for and keep your costs under control. Over the years, I’ve seen firsthand how improper food order receiving can lead to significant losses. Let’s dive into the key steps to make sure your restaurant’s receiving process is efficient, cost-effective, error-free and stops you from losing money at your restaurant’s back door.

Why proper food receiving matters

Receiving food orders might seem straightforward, but mistakes can lead to poor inventory management, food spoilage, and ultimately, financial loss. By following proper receiving procedures, you can ensure that the food delivered meets your quality standards and that costly errors are minimized. For example, if you receive a catchweight meat or cheese but don’t weigh it for accuracy, you might end up paying for a lot of air!

Let’s break down the essential steps to receiving food orders properly.

1. Verify the delivery schedule: First things first: make sure your staff knows when to expect deliveries. This means being aware of the delivery date, time, and window. It helps prepare your team to be ready to receive the order and reduces the risk of unattended deliveries. You don’t want delivery drivers just dropping off food without anyone inspecting it!
2. Using purchase orders can streamline this process. Purchase orders contain all the details from the date the order was placed to the expected delivery date, products, and pricing.
3. Inspect the delivery truck: Before unloading any products, inspect the delivery truck, especially when working with smaller vendors. Ensure the truck is clean, at the correct temperature, and free of pests or contaminants. This step helps prevent potential food safety issues. While you may not always need to do this with reputable national distributors, it never hurts to check now and then.
4. Check the purchase order (PO): Always compare the delivery against the purchase order. Ensure that quantities, items, brands, and prices match what was ordered. If there are any discrepancies, report them immediately to the driver.
5. Inspect the quality: Next, inspect the quality of the delivered items. Check for signs of spoilage, damage, or contamination. For example, fruits and vegetables should be fresh, meats should be the right color and temperature, and packaged goods should be intact with expiration dates in check.
6. Verify temperatures: This step is crucial! Use a thermometer to check the temperature of any perishable items. Cold items should be at or below 40°F, and frozen items should be, well, solidly frozen. Improper temperatures can lead to food spoilage, waste, or worse—making someone sick.
7. Keep accurate records: Document everything. Record the delivery time, date, and any issues observed. Keeping accurate records is essential for inventory management and vendor accountability.

Training your restaurant staff for success

Having a receiving system in place is great, but it’s only effective if your staff knows how to use it. The key to success is training.

• Create a comprehensive training program: Make sure your training covers all the steps of the receiving procedure. Use a mix of theoretical knowledge and hands-on practice. Checklists and visual aids can reinforce learning.
• Regularly train your staff: Training shouldn’t be a one-and-done event. Keep your team’s skills sharp by holding regular training sessions. Use real-life scenarios to help them understand the importance of each step and how it impacts the restaurant’s bottom line.
• Assign designated staff members: Assign specific staff members to handle receiving orders. This creates accountability and ensures consistency in following the proper procedures.
• Monitor and provide feedback: Keep an eye on your team during deliveries and give constructive feedback. Praise them when they follow the procedures correctly and address any mistakes immediately. Continuous improvement is key.

By implementing proper food order receiving procedures and training your staff regularly, you can significantly reduce losses and ensure your restaurant runs smoothly. Paying attention to these details will help maintain food quality, improve inventory management, and ultimately, save you money.

Be sure to visit my YouTube channel for more helpful restaurant management video tips.