I’m often asked what you need to consider when opening a café, so I thought I’d share my top 10 tips. Or, perhaps more accurately, these are the things I regularly see not being thought through properly when I’m brought in to support start-ups and concept developments.

Opening a café is exciting. But there’s a big difference between having a great idea and a commercially viable, operationally sound business. Here’s what you need to get right to avoid any pitfalls during the launch period. 

1. Know your audience
Who are you actually creating your café for? And who is in the neighbourhood throughout the week? Your Monday-to-Friday customer may look very different from a Saturday. Understand who you’re serving before deciding what you’re serving.

2. Understand where you fit in the market
Are you value-led, premium or somewhere in-between? Your positioning needs to be clear because it will influence everything from pricing and menu to design, service style and customer experience.

3. Have a clear reason for people to choose you
If your café was sitting side by side with a major chain or another good independent, why would someone walk through your door instead? ‘Great coffee and friendly service’ is lovely but probably not enough on its own. What is your real point of difference that will make you stand out in a crowded market?

4. Make sure the numbers stack up
Have you built a proper master budget and financial forecast that looks at expected sales against all outgoing costs? This isn’t just about knowing whether you’ll make a profit – it helps you understand sales patterns, production levels and how much food you can realistically prepare without creating unnecessary waste.

5. Don’t underestimate working capital
What is your real investment budget? Have you allowed enough for the fit-out, the equipment, pre-opening costs and launch activity, with enough reserve cash to operate afterwards? There will always be an unexpected bill, a slower-than-expected opening period or something that needs fixing. Ensure you have enough financial breathing space to get through the first year.

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6. Consider equipment and operational flow
Have you really investigated what equipment you need or whether it can cope with anticipated volumes? A beautiful café with an undersized coffee machine, inadequate refrigeration or poorly designed back-of-house operation can quickly become an expensive headache. Get the right advice early and think about how the team will actually move through the space.

7. Know the supplier mix
Who is providing your coffee, bakery, fresh produce, packaging and other key ingredients? Do you have reliable alternatives if something isn’t available? Supplier selection isn’t just about price. Quality, consistency, delivery frequency, minimum order quantities and reliability all matter.   Regular out of stocks are frustrating, so consider ‘Plan B’ if key ingredients are not available.  

8. Don’t overcomplicate the menu
Especially when starting out, less really is more. Every additional menu adds complexity to purchasing, stockholding, preparation, training and service. Something that looks impressive on paper can quickly slow down your team and compromise speed, quality and consistency. Start focused, get it right, then evolve.

9. Systems in place from day one
Once you’ve defined the menu, develop the right management and reporting systems to understand what’s actually happening. You need visibility of sales, labour, food costs, waste and profitability, so you can identify shortfalls before they become expensive surprises. You also need to be fully compliant with legislation around allergen declarations and health & safety.

10. Recruit the right people and train them properly
The team will ultimately deliver the experience you’ve designed. Make sure roles and responsibilities are clearly defined, employment contracts are in place and your people have the training, tools and support they need. You can’t expect a team to deliver an exceptional customer experience if you haven’t properly equipped them or clarified the desired cultural requirements.

4 Ekkasit A Siam/ Ekkasit A Siam/ Stock Adobe.com

My biggest takeaway?

  • Your proposition needs to meet the needs of your intended audience.
  • The numbers have to stack up so you can make a profit.
  • The operation must deliver your promise consistently.

A great café concept isn’t just about the coffee, interiors or Instagrammable counter – it’s about creating something people want, building a business that works and having a team that can execute it brilliantly.

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Michele Young is director of Foodservice Support Ltd, working with brands and businesses across the café, QSR and casual dining sectors with growth programmes, concept development and national and international expansion. It also provides project management and interim support, helping to deliver key initiatives, manage change and keep projects moving from strategy through to successful execution.