How Many Employees Do You Need for Your Coffee Shop?

Starting a coffee shop is a big investment that requires a considerable amount of planning and preparation. Determining the number of employees required to run the coffee shop is an essential part of the planning process. The number of employees required can vary depending on various factors.

This article will discuss the factors to consider when determining the number of employees for your coffee shop. We’ll also walk you through the type of personnel you need and their respective functions.

What Are Factors to Consider When Determining the Number of Employees for Your Coffee Shop

Determining the number of employees in a coffee shop is critical to its success. Employing too few people can result in long wait times and dissatisfied customers, while hiring too many staff can increase labor costs and negatively impact profitability. Therefore, several factors need to be considered when deciding the number of employees to hire for a coffee shop.

1. Complexity and type of menu

One of the essential factors to consider is the complexity and type of menu offered. If your menu is extensive, with various coffee drinks, food items, and desserts, you’ll need more employees to prepare and serve these items.

Additionally, if you offer more specialized menu items, such as pour-over coffee or latte art, you may need to hire more experienced baristas who can handle these tasks. For instance, a coffee shop that offers a full breakfast menu with multiple options like omelets, pancakes, and waffles will require a larger staff than a shop that only offers coffee and pastries.

2. The size of the coffee shop

The size of your coffee shop is also crucial when determining the number of employees required. A small coffee shop with limited seating may only require one or two employees, while a larger coffee shop with multiple seating areas may need more employees to handle the increased traffic. A larger shop requires more employees to manage various customer service areas, such as the barista station, food preparation, and cleaning. For instance, a coffee shop with indoor and outdoor seating areas will require more employees to clean and manage the tables and chairs.

3. Traffic flow or volume of customers

Traffic flow or volume of customers is also a critical factor to consider when deciding on the number of employees to hire. A coffee shop that experiences a high customer volume requires more employees to manage the influx of customers, take orders, prepare and serve food and drinks, and maintain cleanliness.

For instance, during peak hours, a coffee shop that experiences a high volume of customers will require more baristas to prepare and serve drinks quickly and efficiently. Also, if your coffee shop is located in a high-traffic area, such as a business district or shopping mall, you may need more employees to handle the increased volume of customers during peak hours.

4. Functions of your staff required

The functions of the staff required to run your coffee shop will also determine the number of employees required. In addition to baristas, you may need employees to handle tasks such as food preparation, cash handling, cleaning, and customer service.

The more specialized tasks are required, the more employees you need to hire. A coffee shop that offers catering, delivery, and take-out services requires more employees than one that only provides in-store services. For instance, a coffee shop that offers catering services for corporate events and parties will require more staff to manage and deliver orders.

5. Level of automation

The level of automation is also a crucial factor to consider. A coffee shop with a high level of automation, such as self-service kiosks or mobile ordering, may require fewer employees than a shop relying solely on manual labor.

For instance, a coffee shop with self-service kiosks for customers to place orders may require fewer employees to take orders and process payments. Also, if you have an automated espresso machine or self-serve food options, you may need fewer employees to handle these preparation tasks. However, it’s important to note that automation may not always be the most cost-effective option, and having a personal touch can be a significant draw for customers.

What Staff Are Required for the Coffee Shop and Their Responsibilities?

A coffee shop requires a variety of staff members to run effectively. Here are some common positions and their responsibilities:

  1. Baristas: Baristas are responsible for making and serving coffee, tea, and other beverages to customers. They must understand different types of coffee, espresso, and other coffee-related drinks, as well as the equipment used to make them. Baristas are also responsible for keeping the coffee shop clean and tidy and may be required to help order supplies and manage inventory.
  2. Manager: The manager is responsible for overseeing the day-to-day operations of the coffee shop. They must ensure that the shop runs smoothly and efficiently and that the staff works effectively. The manager is also responsible for hiring and training new employees, scheduling staff, and managing inventory and finances.
  3. Accountant: The accountant is responsible for managing the financial aspects of the coffee shop. This may include budgeting, financial reporting, and bookkeeping for small businesses. They may also be responsible for processing payroll and managing tax filings.
  4. Cashier: The cashier handles customer transactions at the checkout counter with a point of sale. They must be able to process payments quickly and accurately and may be responsible for keeping track of cash and preparing daily deposits.
  5. Baker: A baker may be required if the coffee shop serves baked goods. The baker is responsible for preparing and baking various baked goods, such as pastries, cakes, and bread. They must also ensure that the kitchen is kept clean and tidy and may also be responsible for ordering supplies and managing inventory.

Overall, a successful coffee shop requires a well-rounded team of staff members with complementary skills and responsibilities. By working together, they can ensure the coffee shop is welcoming, efficient, and profitable.

How Many Employees Do You Need for Your Coffee Shop?

You will probably need two baristas per shift for your coffee shop if you are just starting out. If your store is open 12 hours a day, you may need to hire 4 baristas and one or two part-time employees with flexible hours to cover shifts if the full-time employees can’t work some days. A small coffee kiosk in a shopping center parking lot needs 1-3 employees as space will allow. A large coffee shop will need between 4-12 employees. 

A small coffee shop with minimal seating and a simple menu may only require a single employee to handle everything from taking orders to making coffee and cleaning up. However, as the size of the shop grows, so does the need for more employees. Larger shops with multiple seating areas and more extensive menus may require additional staff members to handle the increased volume of customers.

In addition to the front-of-house staff, such as baristas and servers, a coffee shop will also need back-of-house staff, such as kitchen assistants, cleaners, and managers. Kitchen assistants are responsible for food preparation, and cleaners ensure the shop is sanitary and presentable. Managers oversee the entire operation, from scheduling staff to managing inventory and ensuring customer satisfaction. Depending on the size of your coffee shop, you will need a general manager, two baristas, a pastry chef, a cleaning manager, and two servers.

It’s important to note that technology can play a role in reducing the number of employees needed. For example, automated ordering systems and self-serve kiosks can help to reduce the need for front-of-house staff. However, even with technology, a certain number of employees will still be needed to handle tasks such as food preparation and customer service.

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Coffee Shop Employees: Wrapping Up

Ultimately, the number of employees needed for a coffee shop depends on the business’s specific needs. Owners should consider the size of their shop, the services they provide, and the level of automation they want to implement when determining the number of staff members needed. Also, it should be mentioned that using a point of sale system for coffee shops can help you better manage your staff. 

The point of sale system is not only used to facilitate transactions or to manage inventory. KORONA POS, a point of sale software designed for coffee shops, allows cashiers to clock in and out of the system. The software then provides a summary report of hours that you can use and import into your payroll system to pay the correct amount to cashiers or any other employees in your coffee shop. KORONA POS offers other much more interesting features. For more details, click on the link below for a demo.

FAQs: How Many Employees Do You Need for My Coffee Shop

1. How many employees do I need to operate a small coffee shop?

It depends on the size of your shop and the volume of business you anticipate. As a general rule of thumb, you’ll need at least one barista to prepare and serve coffee, one cashier to handle transactions, and one or two support staff to assist with cleaning, restocking, and other tasks. You should plan on having at least 3-4 employees for a small coffee shop.

2. How many employees do I need to operate a large coffee shop?

You need between 4-12 employees to operate a large coffee shop. You’ll likely need several baristas, cashiers, and support staff to handle the volume of customers and a manager to oversee operations. The exact number of employees will depend on the size of your shop, the level of customer traffic, and the range of products and services you offer.

3. Do I need to hire specialized employees for my coffee shop?

Depending on the type of coffee shop you plan to open, you may want to consider hiring specialized employees. For example, if you plan to offer a range of specialty coffees, you may need to hire a barista with experience in these types of beverages. Similarly, if you plan to offer a food menu, you’ll need to hire employees with experience in food preparation and service.

4. How can I determine my coffee shop’s optimal number of employees?

Your coffee shop’s optimal number of employees will depend on several factors, including your location, target market, and expected business volume. To determine the ideal number of employees, you should start by calculating your expected sales volume and the amount of work required to handle that volume. From there, you can assess potential employees’ skill sets and experience and determine the optimal number of staff members needed to run your coffee shop efficiently. Additionally, you can look at industry standards and benchmarks for coffee shop staffing to get a better sense of how many employees are typically needed for a shop of your size and scope.

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Written By

Mahougnon Martial Amoussou

Passionate about SEO and Content Marketing. Martial also writes about retail trends and tips for KORONA POS. He loves NBA games and is a big fan of the Golden State Warriors.