Seasonal dishes are profitable because your food costs are lower, but only if your team knows what can and cannot be given away for free. Many kitchens leak profit because staff get too generous with extras. Clear agreements prevent your margins from vanishing overnight.
Why agreements matter for seasonal dishes
Seasonal dishes often have lower food costs, but those higher margins disappear fast if your team gives away too much. An extra scoop of strawberries here, an extra spear of asparagus there — seems harmless, but it adds up quickly.
💡 Example:
Your asparagus dish costs €8.50 in ingredients at a €29.50 selling price (29% food cost). But if your chef gives 2 extra asparagus spears every time:
- 2 extra asparagus spears: €0.80
- New cost price: €9.30
- New food cost: 31.5%
At 100 portions per week: €4,160 less profit per year
Separate base portions from extras
Break down each seasonal dish into two clear parts: what's included and what's extra. This stops arguments during busy service.
- Base portion: What the guest gets for the menu price
- Optional extras: What's only given on request (and for a charge)
- Garnish: What always comes with it for presentation
💡 Example strawberry dessert:
- Base: 6 strawberries, 1 scoop vanilla ice cream, whipped cream
- Garnish: Mint leaves, powdered sugar
- Extra (for a charge): Extra scoop of ice cream (+€2.50), extra strawberries (+€1.50)
Define exact portion sizes
Use weights and numbers, not vague descriptions. "Generous" means something different to everyone on your team.
- Weigh ingredients during quiet moments
- Write down exact grams and numbers
- Take photos of correct portion sizes
- Post these in the kitchen
⚠️ Note:
Don't write "large portion of strawberries" but "12 strawberries (approximately 180 grams)". That way no one can add their own interpretation.
Show the financial impact
Explain to your team why this matters. From years of working in professional kitchens, I've seen that people stick to agreements better once they understand the reasoning.
- Show the cost per extra portion
- Calculate what 10 grams extra per plate costs per year
- Explain that seasonal profits fund investments or salary increases
💡 Calculation example:
10 grams extra strawberries per plate at €12/kg purchase price:
- Extra cost per plate: €0.12
- At 80 plates per week: €9.60
- Per season (12 weeks): €115
"That €115 we can use for a team outing or new uniforms."
Create exception rules
Decide beforehand when extras are allowed. That way no one has to hesitate during service.
- Regular guests: Can they get something extra as standard?
- Complaints: What can you give for a legitimate problem?
- Children: Do they get smaller portions (and thus lower cost)?
- Allergies: What substitute do you offer?
Track and adjust regularly
Making agreements is one thing, following through is another. Check regularly that everyone sticks to them.
- Work alongside during service and check portion sizes
- Review your food cost figures weekly
- Ask for feedback: are the agreements realistic?
- Adjust if portions turn out too small or too large
⚠️ Note:
If your food cost consistently comes in higher than planned, it's often due to overly generous portions. Check this first before raising prices.
Digital tracking helps
Paper lists get lost and aren't updated. A system like KitchenNmbrs helps you record recipes with exact portion sizes and automatically track food cost. That way you immediately see if you're deviating from the agreements.
How do you set agreements about seasonal dishes? (step by step)
Calculate your base cost price
Weigh all ingredients and calculate the exact cost per portion. Note this as your 'standard portion' that everyone sticks to.
Take photos of correct portions
Photograph how the plate should look with the right amounts. Hang these photos in the kitchen as a visual reference.
Discuss financial impact with team
Explain what extra ingredients cost per year and why it matters. People stick to agreements better when they understand the why.
Set exception rules
Decide in advance when extras are allowed (complaints, regular guests, etc.) so no one has to hesitate during service.
Monitor and check weekly
Check your food cost figures every week and work alongside during service. If figures deviate, it's often due to overly generous portions.
✨ Pro tip
Create a "portion cheat sheet" with photos and weights for your 5 most popular seasonal dishes, then laminate it and post it at each station. Review it with your team every 2 weeks during the season.
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 chef says guests are getting too small portions?
First calculate what larger portions cost per year. People are often shocked by the amount. If portions really are too small, officially increase the portion size and adjust your menu price.
How do I prevent arguments during service about portion sizes?
Take photos of correct portions and hang them up. Also decide beforehand who can approve extras (for example, only the chef or owner). That way no one has to guess.
Should I weigh every single plate that goes out?
No, that's not practical during service. Instead, spot-check 3-4 plates per shift and weigh portions during prep time to train muscle memory.
What if seasonal products become more expensive than expected?
Adjust your menu price or temporarily reduce the portion. Communicate this clearly to your team, otherwise they'll continue with the old portion size while you're losing money.
How do I explain why this matters without sounding cheap?
Focus on the positive: using seasonal profits for team outings, new equipment, or salaries. Show that managing margins well benefits everyone.
Can I set different portion rules for lunch versus dinner service?
Yes, but make sure both teams know the difference. Write separate portion guides and post them clearly in prep areas where both shifts can see them.
What's the best way to handle staff who consistently ignore portion agreements?
Have a private conversation first and retrain if needed. If it continues, it's a disciplinary issue since they're directly affecting profitability.
📚 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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