Running a coffee shop means juggling a lot, but a task near the top is keeping your inventory on point. You want to make sure you’ve ordered enough from your coffee shop supplier of what your customers love without letting anything go to waste. Let's talk about some ways to stay ahead of the curve: planning for those seasonal changes, making sure we don't order too much or too little, and always having plenty of our most popular items like coffee, tea, syrups, milk alternatives, and to-go supplies.
How to Predict Weekly Demand
Getting a feel for your weekly needs can save you a lot of headaches. Here’s how to get ahead of the game:
Look at Your Sales Data
Take a close look at your sales data to spot key trends. Try to identify your busiest days and figure out which products are the most popular. Whether you use a simple pen and paper or specialized software, tracking these patterns will help you make smarter decisions. It’s also helpful to get to know your customers as best you can. Grouping them into regulars and occasional visitors could give you insight into what they like, allowing you to plan more effectively.
Watch for Seasonal Shifts
Depending on your local climate, you might see more hot drink sales in winter, and iced drink sales in summer (though as a coffee shop supplier we find iced drinks are popular year-round in a lot of places). Adjusting your menu to reflect these seasonal preferences can keep customers coming back for their favorites. Holidays and local events also offer opportunities to boost business—special promotions, themed drinks, or limited-time offers can attract more customers during these times, on top of just making sure you have enough of everything to handle the rush.
Use Tech to Help You Out
Technology can be a great ally in managing your coffee supplies. A good POS system lets you track sales in real-time, giving you valuable insights into what’s happening on the floor. Pair that with forecasting tools, and you’ll have a clearer picture of future trends and customer behavior, making it easier to anticipate demand. Not too sure which programs are best for your operations? We’re happy to lend a hand.
Order Just What You Need
When it comes to ordering, aim to stock just what you need. Just-in-time ordering allows you to restock based on projected sales, helping you avoid over-ordering and reducing waste. It’s also super helpful to maintain open lines of communication with your coffee shop supplier so you can restock quickly and adjust your orders as needed; we’d love to chat anytime.
Staff Smarts
Finally, optimize your staffing by cross-training your team. When employees are trained to handle different roles, you’ll be better equipped to manage busy periods efficiently, leading to improved service and happier customers. Smart scheduling, based on your sales history, will also ensure you have the right number of staff during peak times.
By staying on top of your best-selling items and watching the trends, you can keep your shelves stocked without overdoing it on coffee supplies. For more coffee shop know-how, check out our blog on keeping your coffee shop competitive.
More On Seasonal Changes
Seasonality affects everything in a coffee shop. Some flavors or drinks take off during certain times of the year (like peppermint mochas in winter), so plan ahead and stock up before the rush hits. Seasonal menu items can create excitement and help balance inventory year-round.
Looking to shake things up? Experiment with new syrups or drink combinations from your coffee shop supplier to keep your customers coming back.
Avoiding Over-Ordering & Storage Blunders
Over-ordering can lead to waste, so it’s important to find the right balance. A solid inventory system will help you track what you have and what you need. Keep in mind the shelf life of products—like coffee beans, which need proper storage to stay fresh. A "first-in, first-out" approach (FIFO) like we mentioned makes sure older stock gets used before newer stuff. Keep your coffee fresh and your customers happy with proper storage practices.
A Few Pointers for Best-Selling Products
Partnering with your supplier can help you offer quality ingredients and keep your menu fresh. Here are some product-specific tips:
Coffee
Your coffee selection is the heart of your shop. Regularly check your sales data to see what blends or roasts are most popular, and don’t be afraid to try new ones from your coffee shop supplier.
Tea
With more customers looking for drinks with added health benefits, tea is growing in popularity. Offer a variety of choices, from classic black and green to herbal blends. Seasonal tea lattes or iced teas can cater to different preferences.
Syrups & Sauces
Some coffee drinkers insist on elevating flavor with syrups and sauces. Keep up with popular options but also offer unique or seasonal flavors to entice customers.
Non-Dairy Milks
Non-dairy milk options are in demand. Stock choices like almond, oat, and soy milk, and regularly check which ones sell best so you can order accordingly.
To-Go Supplies
In today’s fast-paced world, to-go coffee supplies are essential. Keep plenty of cups, lids, and napkins on hand. Offering eco-friendly options can attract more customers too.
Stay Ahead with a Dependable Coffee Shop Supplier
Good inventory management is key to keeping your coffee shop running smoothly. By anticipating your customers' needs, adjusting for the ebb and flow of seasons, and avoiding overstocking, you'll minimize waste and keep folks coming back for more. Focus on stocking the items your customers crave while staying nimble enough to adapt to trends and changes.
For a full selection of coffee supplies, check out our offerings at Dilworth Coffee and make sure your coffee shop has to be a staple in your community.