Mastering The Stock Take:
6 Tips For Training Kitchen Staff in Mastering the Stock-Take.
"Stock-take" is almost a swear word in most kitchens I've worked in. It was often used as a punishment on a Friday night or seen as something for the junior staff to do during their split. At the time, we didn't realise the importance of THE STOCK-TAKE. We were just told it was essential and that we must be accurate.
Lacking the accountability and understanding we needed, it was neither. I can guarantee that this is still happening all over the industry to this day. Many margin issues stem from incorrect inventory. This affects closing stock, whether it's daily, weekly or monthly. Therefore, it affects your opening stock for the next period, which in turn affects your purchases and gives you an actual food cost percentage that is way off your theoretical food cost, leaving you scratching your head as to why.
Stock-taking is a critical component of running any kitchen efficiently. It's more than just counting ingredients; it ensures the smooth operation of the kitchen, prevents waste, and keeps costs in check. Properly trained staff are crucial to getting this right.
Here are my fundamental tips for training staff about stock-takes.
Set Clear Standards
Establishing clear standards for training is important. Stock-taking isn't just about completing a task; it's a critical process that directly impacts the kitchen's daily operations and budget. It's essential for the staff to understand that keeping accurate records plays a significant role in preventing over-ordering, avoiding shortages, and preserving the quality and freshness of ingredients.
Consistency is the absolute KING, as incorrect stock can result in either overstocking, leading to waste, or understocking, causing service disruptions. It's crucial that every team member is aware of the expected standards in terms of accuracy and the stock taking method. This may involve utilising specific equipment, such as scales for items that are difficult to count, or ensuring that everything is stored in its designated place before the counting process begins.
Inventory Training
Properly training your staff in stock-taking procedures is essential for minimising errors. Begin with the fundamentals, such as categorising items by type (dry goods, fresh produce, proteins, etc.) and ensuring accurate counting techniques. If your kitchen utilises digital inventory systems, it's important for everyone to be comfortable entering their counts into these systems.
It's crucial for staff to be aware of expiry dates and to employ the first-in, first-out (FIFO) method, meaning older stock is used before newer stock. This practice helps maintain the freshness of food and reduces waste from expired items.
For items that are challenging to count visually, such as herbs, liquids, or specific meats, staff should be trained to use scales or other precision measurement tools. Conducting a hands-on training session, where they physically handle ingredients and participate in an honest stock take, can significantly enhance their confidence and comprehension.
Reiterate the Importance of Precision Over Speed
One of the most common mistakes in stock-taking is rushing through the process. It's crucial to instil in your team the understanding that stock-taking requires precision, not speed. A hasty stock take may save time in the short run, but it leads to inaccuracies that can disrupt future orders, cause confusion during service, and lead to wasted ingredients.
Explain to your team that rushing through stock-taking can result in small mistakes that accumulate into more significant problems, such as ordering too much of an expensive ingredient or running out of a key item during peak service. Encourage staff to double-check their counts—especially for high-value or perishable items—and to ask questions if they're unsure about anything. Let them know it's better to take a little longer and get it right than to have to redo the whole process later.
Understanding Discrepancies
Despite the best efforts, discrepancies will arise from time to time. The key is not to panic but to approach the issue methodically. Train your staff to understand that discrepancies in inventory are not unusual—they're a signal that something needs to be checked. This understanding empowers them to maintain accurate stock levels through effective problem-solving.
Start by teaching them to troubleshoot familiar sources of discrepancies. This could be human error (such as miscounting), over-portioning during service, wastage, or even delivery mistakes from suppliers. Encourage them to cross-reference supplier invoices, sales data, and waste logs to pinpoint the source of the issue.
Staff must know the importance of keeping detailed records. Any damaged goods, returned items, or spoilage should be logged so that these can be accounted for during stock takes. By teaching staff how to trace the origin of discrepancies, you'll help them to minimise these issues in the future
Accountability and Routine
Assigning stock-taking to specific staff members on a regular basis is a great way to build accountability and expertise. When individuals are responsible for the same task repeatedly, they become more familiar with the inventory, more accurate in their counts, and more invested in getting it right.
Establish a clear stock-taking routine, whether it's done daily for high-turnover items like fresh produce or weekly for dry goods and non-perishables. By building a routine, stock-taking becomes a regular part of kitchen operations rather than an ad hoc task that's easy to overlook. Regular stock audits—where the Head Chef or Sous Chef reviews the stock counts—can further reinforce accountability and ensure that any issues are caught early.
Make sure that staff who carry out stock-taking receive feedback and are praised for their accuracy and attention to detail. This will encourage them to remain diligent and take pride in the task.
Teach the Bigger Picture
Finally, it's essential that your team grasp the significance of stock-taking in the overall operation of the kitchen. Accurate stock levels are crucial to preventing ingredient shortages during service and avoiding wastage due to over-ordering. For a kitchen to run smoothly, its inventory must align perfectly with the menu and customer demand.
Explain how stock-taking impacts everything from daily service to the restaurant's financial health. Accurate stock levels help you to stay on top of ingredient usage, reduce wastage, and control food costs—all crucial elements in maintaining profitability.
When your team understands that their efforts in stock-taking directly affect the success of the kitchen, they'll be more likely to treat it with the seriousness it deserves.
My Final Thoughts
Training kitchen staff in the art of stock-taking is fundamental for keeping the kitchen running smoothly and ensuring profitability. By setting clear standards, offering detailed training, and emphasising precision, you'll foster a culture where staff are accountable and inventory management is second nature. With the right routine and understanding of the bigger picture, your team will be able to master stock-taking, ultimately contributing to the kitchen's success.
