I'll be honest: most restaurant owners are terrible decision-makers. They'll agonize over a supplier switch for months while their margins bleed dry. Here's how to break that cycle and start making decisions that actually stick.
Why decisions keep hanging
In many kitchens, a stalemate develops. Everyone knows something needs to happen, but nobody wants to pull the trigger. The chef avoids talking numbers. The owner dreads confronting suppliers. And your profit? It just keeps leaking away.
⚠️ Watch out:
Avoiding a decision is still a decision. You're actively choosing to accept whatever mess you're currently dealing with.
The 72-hour system
Here's your new rule: 72 hours maximum to make any decision. Not 72 hours to overthink—72 hours to get the facts you need.
- Hour 1-24: Collect the numbers
- Hour 25-48: Compare your options
- Hour 49-72: Choose and announce it
💡 Example:
Your beef supplier just hiked prices 15%. You've been stalling on menu adjustments for 3 weeks.
- Day 1: Calculate food cost impact
- Day 2: Research competitor pricing
- Day 3: Update menu and inform staff
Result: You stop hemorrhaging money in 3 days, not 3 months
Numbers first, feelings second
Every decision starts with math, not emotions. What's the current problem costing you monthly? What would each solution cost? Skip the numbers, and you're just gambling.
- Status quo: monthly losses
- Option A: costs vs benefits
- Option B: costs vs benefits
- Doing nothing: 6-month cost projection
💡 Example:
You're waffling on a supplier who's 12% cheaper:
- Monthly spend: €8,000
- New supplier savings: €960/month
- Quality risk: potential €500 waste
- Net benefit: €460/month = €5,520 annually
Suddenly the choice becomes crystal clear
The 80/20 decision rule
You'll never have perfect information. But 80% certainty? That's enough to move forward. Chasing that final 20% usually wastes more time than it saves money.
Run through this checklist:
- What's the absolute worst outcome?
- Could you recover from that?
- Can you course-correct later?
- What's another week of delay costing you?
A pattern we see repeatedly in restaurant financials: owners who make quick, decent decisions outperform perfectionists who delay everything.
Communicate the decision clearly
Once you've chosen, tell everyone affected immediately. No wishy-washy language, no "maybe we'll try this." Crystal-clear communication prevents costly confusion.
💡 Example communication:
"Starting Monday, steak goes from €32 to €36. Our meat costs jumped 15%. This brings our food cost from 38% back down to 31%."
Brief, clear, with solid reasoning. No debate needed.
Turn deciding into a habit
Block out 30 minutes weekly for decision review. What's sitting on your plate? Which choices need deadlines? Set those deadlines and actually stick to them.
⚠️ Watch out:
Perfect decisions are a myth. A solid decision you implement beats a flawless one you never make.
Tools that speed up decisions
Your numbers should make choices easier, not harder. A food cost calculator streamlines this—you can see exactly how price changes affect your margins without drowning in spreadsheets.
How do you tackle stuck decisions? (step by step)
Make a list of pending decisions
Write down all the choices you've been putting off for weeks. Give each decision a deadline of maximum 72 hours. No exceptions.
Gather the numbers for each decision
Calculate what the current situation costs and what each option delivers. Use concrete amounts, no estimates. Numbers make choices easier.
Decide with 80% information
Once you have the main numbers, make the decision. Don't wait for perfect information. Communicate your choice directly to your team and implement it.
✨ Pro tip
Every Friday at 9 AM, spend exactly 20 minutes reviewing your pending decisions from the past week. Write down 3 choices you've been avoiding and set 72-hour deadlines for each one.
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 I make the wrong decision?
Most decisions aren't permanent. A wrong choice you fix quickly costs way less than months of paralysis. Plus, you'll learn something valuable for next time.
How do I know if I have enough information?
If you understand what inaction costs and what your main options deliver, you're ready. Those final details rarely change the fundamental choice.
What if my team pushes back on my decision?
Show them the math behind your choice. As the owner, you need to make calls even when they're unpopular—that's literally what leadership means.
📚 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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