Pre-shift Meeting Prcedure
Table f Cntents Intrductin...4 Purpse... 4 Scpe... 4 Rles... 4 Training... 4 Prcedure (Steps)...5 Owner prduces daily ntes fr pre-shift meetings...5 Step 1Owner fills ut Pre-shift meeting matrix...5 Step 2Owner places the pre-shift meeting matrix at the specials bard lcated in the kitchen...5 AM Supervisr prcedure (10 AM start time fr 11 AM shift)...7 Step 1Supervisr arrives at 9:55 AM...7 Step 2Navigates t pre-shift meeting matrix....7 Step 3Brings matrix t meet with kitchen supervisr....7 Step 4Fill in r adjust applicable sectins f the pre-shift meeting matrix based n meeting with the kitchen supervisr...7 Step 5Prceed with pening prcedures via the checklist...7 Step 6Have pre-shift meeting with day staff at 10:30 AM shift using matrix at the takeut register...7 PM Supervisr prcedure (4 PM start time fr a 5 PM shift)...9 Step 1Supervisr arrives at 3:55 PM...9 Step 2Navigates t pre-shift meeting matrix....9 Step 3AM and PM shift supervisr discuss the day s activities...9 Step 4PM supervisr updates matrix based n discussin with AM supervisr....9 Step 5Prceed with PM prcedures via the checklist...9 Step 6Cnducts pre-shift meeting with staff at 4:55 in the kitchen at the meeting Hub...9 PM Supervisr arrives at 3:55 PM...10 Cnducts pre-shift meeting with staff at 4:55 in the kitchen at meeting Hub...11 Pre-shift meeting Jb Aid...12 Pre-shift Meeting Matrix...12 Appendix A Pre-shift meeting template...13 2
Intrductin Purpse Scpe Rles T ensure a cmplete prcedure that allws staff a clear and cmprehensive guide t lead and understand a pre-shift meeting prtcl. This prcedure applies t the wner, all supervisrs, and all staff The pre-shift meeting will happen befre every single shift and will include the supervisr n duty and the frnt f huse staff and back f huse supervisr. It will entail using ne jb aide: a pre-shift meeting matrix. Owner: Ensures supervisrs are equipped with any pertinent infrmatin that staff needs t knw abut their daily shift. Fills ut all sectins f the pre-shift matrix with the exceptin f the Supervisry Ntes Supervisr: Ensures staff attend the pre-shift meeting at the designated meeting lcatin Finalizes and delivers the pre-shift meeting cntent t shift staff After pre-shift meeting, ensure staff are fllwing tasks Staff: Be n time t pre-shift meeting Listen and absrb the cntent f the pre-shift meeting Ask questins if unclear f directin Execute pre-shift meeting tasks Training Train supervisrs. Training will cnsist f: Reviewing the prcess steps Shwing where t get the pre-shift meeting template, hw t fill ut, speak t it, and huse it G ver the lgistics f the meeting (where, when, etc) Set them up t train the staff Train staff with the aid f varius supervisrs n duty. Training will cnsist f: Review what will be discussed during the pre-shift meeting Lgistics: when the pre-shift meeting will take place and its lcatin Review imprtance f punctuality Set sme grund rules fr the pre-shift meeting 3
Prcedure (Steps) The fllwing set f prcedures must be fllwed t accmplish a given task. Owner prduces daily ntes fr pre-shift meetings Step 1 Step 2 Owner fills ut Pre-shift meeting matrix Owner places the pre-shift meeting matrix at the specials bard lcated in the kitchen. Step Actin by Detail f activities and remarks 1 Owner The pre-shift meeting matrix will cver 4 areas: This pre-shift meeting matrix will be in print frm. This pre-shift meeting matrix will be prduced daily. Gals fr Service (GFS): This sectin will be specific t the day. Frecast: This sectin will be specific t upcming items, events, menus, and happenings Teaching: This sectin will cnsist f skill fcus and sharpening, as well as prduct knwledge expansin. Tasks: This sectin will cnsist f tasks beynd what maybe cvered n the side wrk checklist. 4
Step Actin by Detail f activities and remarks 1.1 Owner Owner fills in the fllwing sectins f the pre-shift meeting matrix: Sets gals fr the service Up-selling ( each persn upsell 20 items) Better handling custmer cmplaints Accmplish 90% f yur side wrk duties Frecast Upcming events and hw that will affect the service New menu items/specials Any staff members that will be late r wn t be there Teaching Teach a skill that the staff shuld emply Have a weekly skills fcus reinfrce this skill fr all shifts during that week. Mid-week start t slicit feedback, success stries, best practices. Tasks Prjects beynd what may appear n the side wrk checklist Team riented tasks Replacing inserts under table glass Cleaning and rganizing a specific area Windw frames and windw sills This matrix will be a dry erase capable; laminated tw sided sheet All 4 sectins n the matrix will be filled ut daily. Owner respnsible fr gals, frecast, teaching, and tasks 2 Owner Owner places matrix at the meeting Hub in the kitchen near the specials bard. 5
Step Actin by Detail f activities and remarks The matrix will always be kept in the same place The matrix needs t be placed at the meeting Hub befre AM supervisr start time AM Supervisr prcedure (10 AM start time fr 11 AM shift) Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Supervisr arrives at 9:55 AM Navigates t pre-shift meeting matrix. Brings matrix t meet with kitchen supervisr. Fill in r adjust applicable sectins f the pre-shift meeting matrix based n meeting with the kitchen supervisr. Prceed with pening prcedures via the checklist Have pre-shift meeting with day staff at 10:30 AM shift using matrix at the takeut register Step Actin by Detail f activities and remarks 1 AM Supervisr AM Supervisr arrives at 9:55 AM AM supervisr shuld be n the flr, ready t wrk n later than 10AM 2 AM Supervisr The meeting matrix will be hused at the specials bard lcated in the kitchen. Matrix will always be hused in the same place. If meeting matrix is nt lcated call Owner immediately. If wner is unavailable, prceed with pre-shift meeting and cmmunicate t the staff the infrmatin frm the kitchen supervisr discussed in step 2. 6
Step Actin by Detail f activities and remarks 3 AM Supervisr 4 AM Supervisr 5 AM Supervisr Meet with kitchen supervisr : Items Discussed: 86ed items Shrtages New Items Catering/Large Deliveries Incidentals Maintenance issue that will effect timing A cleaning issue that may pull dish away Oven temp. If there is n kitchen manager available, cnfer with the cks at bth pantry and pizza statin. Always bring meeting matrix t share infrmatin based n wners cmments Fill in Supervisry Ntes and/r adjust applicable sectins f the pre-shift meeting matrix based n meeting with the kitchen supervisr: Outages Shrtages large parties specials bard changes sales gals the days sectins/cut rder side wrk assignment Incidentals (same as abve) New infrmatin des nt replace pre-existing wner prescribed infrmatin. The supervisr needs t be filling in the Supervisry Ntes sectin with any new infrmatin gathered. Prceed with pening prcedures via side wrk checklist. Side wrk standards are ut f scpe fr this dcument 7
Step Actin by Detail f activities and remarks 6 AM Supervisr Cnduct pre shift meeting with day staff using filled in matrix. Share all infrmatin n the matrix. Be psitive and upbeat This is a daily task. Meeting will be cnducted n later than 10:45 am. PM Supervisr prcedure (4 PM start time fr a 5 PM shift) Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Supervisr arrives at 3:55 PM Navigates t pre-shift meeting matrix. AM and PM shift supervisr discuss the day s activities PM supervisr updates matrix based n discussin with AM supervisr. Prceed with PM prcedures via the checklist Cnducts pre-shift meeting with staff at 4:55 in the kitchen at the meeting Hub Step Actin by Detail f activities and remarks 1 PM Supervisr PM Supervisr arrives at 3:55 PM 8
Step Actin by Detail f activities and remarks PM supervisr shuld be n the flr, ready t wrk n later than 4 pm 2 PM Supervisr The meeting matrix will be hused in the kitchen near the specials bard. Matrix will always be hused in the same place, If meeting matrix is nt lcated, cnfirm the status f the pre-shift matrix with the AM supervisr. If a pre-shift meeting was nt created fr that day, still cnduct a pre-shift meeting with the infrmatin yu d have. 3 PM Supervisr AM and PM shift supervisr review the pre-shift matrix and discuss the day s activities Day s sales s far Shipments received New utages/shrtages Carry ver tables/takeut Incidentals Any nrmal tasks that weren t dne A large reservatin that just called Turn the AC n at 6. Discussin will ccur at the frnt register/ bar area This is a daily task 4 PM Supervisr PM supervisr updates matrix based n discussin with AM supervisr. Nte any adjustments (Update infrmatin using the PM Ntes sectin f the matrix) This is a daily task Matrix will be always be lcated in the same place 5 PM Supervisr Prceed with PM prcedures via the checklist 9
Step Actin by Detail f activities and remarks (Side wrk standards are ut f scpe fr this dcument) 6 PM Supervisr Cnducts pre-shift meeting with staff at 4:55 in the kitchen at meeting Hub. This is a daily task. Meeting will be cnducted n later than 5:05 PM. Meeting begins when all staff is present. First staff member in will be designated t take any table/s that cme in during the meeting. If the meeting cannt take place at designated time all staff shuld refer t matrix and specials Bard. Share all infrmatin n the Matrix Be psitive and upbeat 10
Pre-shift meeting Jb Aid Pre-shift Meeting Matrix Develp standards t ensure prcess is wrking cnsistently and accurately. Descriptin Detailed aid descriptin Ntes A dcument that will summarize the gals and agenda fr the wrk shift and serve as the primary resurce fr pre-shift meeting. Will be printed (in the shrt term see ntes) Will be cmpleted everyday Owner is respnsible fr all sectins (except Supervisry Ntes ) that will be applicable fr bth AM and PM shifts Initially this matrix will be in print frm but will transitin (after 2 mnths) t a laminated, 2 sided (day and night shift), sheet capable f dry-erase and reuse. It will be hused FOH Take-Out statin terminal attached t the bulletin bard t the left f the register. 11
Appendix A Pre-shift meeting template Pre-shift Meeting Matrix Date: AM Supervisr: PM Supervisr: Gals fr Service Frecast 1. 2. 3. Ntes: 1. 2. 3. Ntes: Teaching Tasks 1. 2. 3. Ntes: 1. 2. 3. Ntes: Supervisry Ntes 12