A team that prefers to 'do what works' rather than think through scenarios can cost you dearly. When problems arise, they react impulsively instead of strategically. This article shows you how to teach your team to think in scenarios without losing their practical instinct.
Why 'doing what works' is risky
Many kitchen teams have a pragmatic attitude: if the problem is solved, they move on. That seems efficient, but it creates blind spots.
⚠️ Watch out:
Without scenario thinking, you solve the same problem over and over again, instead of tackling it structurally.
The result: you waste time, money, and energy putting out fires you could have prevented.
The cost of reactive thinking
Reactive work costs more than you think. Here's why:
- Higher purchasing costs: Emergency orders cost 15-25% more
- Waste: Wrong estimates lead to throwing food away
- Stress: Constantly putting out fires demoralizes your team
- Inconsistency: Every problem gets solved differently
💡 Example:
Your chef notices the salmon is out. Reactive thinking:
- Quickly to the wholesaler for emergency order
- Pay €32/kg instead of €24/kg from your regular supplier
- Lose 2 hours of your chef's time
Extra cost per kilo: €8 + 2 hours labor = €58 more
Making scenario thinking a habit
The trick is to make scenario thinking practical, so it doesn't feel like theoretical work.
Start small: Begin with one recurring situation per week. Don't ask "what now?", but "what if this happens again?"
Make it concrete: No abstract plans, but concrete actions with owners and timelines.
💡 Example:
Problem: Regular shortage of fresh basil on Saturdays.
Scenario thinking:
- Scenario A: Double order on Friday (costs €5 extra)
- Scenario B: Alternative dish ready (pesto instead of fresh)
- Scenario C: Emergency supplier with phone number in kitchen
Result: Problem solved before it happens.
Turning resistance into enthusiasm
Most resistance comes from fear that scenario thinking wastes time on "what might never happen".
Show what it delivers: Calculate what your last emergency solution cost. That's the amount you could have saved.
Start with winners: Choose scenarios your team already has experience with. They know what goes wrong and why.
- Supplier arrives late on a busy day
- Equipment breaks down during service
- Key person gets sick
- Unexpectedly large group of guests
Practical tools that help
Make scenario thinking part of your daily routine:
Weekly 10-minute check: What went wrong this week? Which scenarios would have helped?
Simple decision tree: If X happens → then we do Y → person responsible is Z.
💡 Example decision tree:
Deep fryer breaks down:
- Plan A: Turn on backup fryer (sous-chef)
- Plan B: Adjust menu to oven dishes (chef)
- Plan C: Call technical service (owner)
Everyone knows what to do, no panic.
A system like KitchenNmbrs helps record these scenarios, so everyone knows where the plans are and who is responsible for what.
From reactive to proactive in 30 days
Don't change everything at once. Choose one recurring problem per week and work out a scenario for it.
Week 1: Identify the 3 most common problems
Week 2: Work out scenarios for problem 1
Week 3: Test the scenario when the problem occurs
Week 4: Evaluate and refine
After a month, your team will see that scenario thinking saves time and money. Then it naturally becomes part of their way of working.
How do you get your team on board with scenario thinking?
Start with a recent problem
Choose a problem that happened last week. Ask your team: 'What could we have done to prevent this?' Make it concrete and recognizable.
Work out 3 scenarios together
Come up with 3 different solutions for the same problem with your team. Assign someone responsible for each scenario. Write it down where everyone can find it.
Test and evaluate after 2 weeks
When the problem occurs again, use your scenario. Evaluate afterwards: what worked? What didn't? Adjust the plan based on experience.
✨ Pro tip
Start with scenarios for problems that cost money: sold-out ingredients, broken equipment, or staff shortages. Your team will immediately see the financial value of thinking ahead.
Calculate this yourself?
In the KitchenNmbrs app you can do this in just a few clicks. 7 days free, no credit card.
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Frequently asked questions
What if my team says scenarios are a waste of time?
Calculate what your last emergency solution cost. Show that 10 minutes of planning saves you hours of stress and tens of euros. Prove it with concrete numbers.
How many scenarios should you work out per problem?
Start with 3 scenarios: the ideal solution, a backup plan, and an emergency plan. More than 5 scenarios becomes too complex and won't be used.
How do you prevent scenarios from becoming outdated?
Review your scenarios monthly to see if they still apply. Are contact details still current? Do the solutions still work? Update where needed.
What if different team members want different solutions?
That's actually good. Let everyone come up with a scenario. Test which one works best in practice. That way you get buy-in and the best solution.
Do you need to create scenarios for every problem?
No, focus on problems that recur regularly or cost a lot. Start with 3-5 most important problems. You can always expand later.
📚 Sources consulted
- EU Verordening 852/2004 — Levensmiddelenhygiëne (2004) — Official source
- EU Verordening 853/2004 — Hygiënevoorschriften voor levensmiddelen van dierlijke oorsprong (2004) — Official source
- EU Verordening 1169/2011 — Voedselinformatie aan consumenten (2011) — Official source
- NVWA — Hygiënecode voor de horeca (2024) — Official source
- NVWA — Allergenen in voedsel (2024) — Official source
- Codex Alimentarius — International Food Standards (2024) — Official source
- FSA — Safer food, better business (HACCP) (2024) — Official source
- BVL — Lebensmittelhygiene (HACCP) (2024) — Official source
- Warenwetbesluit Bereiding en behandeling van levensmiddelen (2024) — Official source
- WHO — Foodborne diseases estimates (2024) — Official source
Food Standards Agency (FSA) — https://www.food.gov.uk
The HACCP standards shown in this application are for informational purposes only. KitchenNmbrs does not guarantee that displayed values are current or complete. Always consult the FSA or your local authority for the latest regulations.
Written by
Jeffrey Smit
Founder & CEO of KitchenNmbrs
Jeffrey Smit built KitchenNmbrs from 8 years of hands-on experience as kitchen manager at 1NUL8 Group in Rotterdam. His mission: give every restaurant owner control over food cost.
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