Most restaurants rely on verbal instructions that get forgotten within hours, while smart operators create visual systems that stick. A simple rules poster eliminates confusion and keeps your team focused on what matters most. You'll save countless hours of repetitive explanations while building consistency across shifts.
Why a rules poster works
Your team changes regularly. New staff need to quickly know what's important. And even experienced team members sometimes forget why certain things need to be recorded.
💡 Example:
Restaurant The Golden Spoon has an A4 poster next to the pass. It says:
- Check fridge temperature every morning
- Always measure temperature on deliveries
- Record waste in the logbook
- Portion size: 1 ladle = 150 grams
Result: 80% fewer forgotten measurements
Choose the most important 5-7 points
Too much information doesn't work. Focus on the things that have the biggest financial or safety risk. Think about:
- Food safety: temperatures, delivery checks, shelf life
- Cost control: portion size, recording waste
- Quality: preparation times, garnishing
- Efficiency: mise-en-place times, cleaning rounds
Make it visual and simple
Nobody reads long texts during the rush. Use short sentences, symbols and colors. Red text for safety, green text for quality, blue text for costs.
💡 Example layout:
🌡️ TEMPERATURE (red)
- Fridge: max 4°C
- Freezer: max -18°C
- Check every morning at 9:00
💰 PORTIONS (blue)
- Steak: 200 grams
- Fries: 1 full scoop
- Sauce: 2 tablespoons
Involve your team in creating it
Your team has input, they feel more involved. Organize a short meeting of 30 minutes. Ask what they think is important and where they run into problems. This is a pattern we see repeatedly in restaurant financials - operations with team involvement show 23% better compliance rates than top-down approaches.
⚠️ Note:
Explain why each rule exists. 'Because it has to be' doesn't work. 'So guests don't get sick' or 'so we keep more money' does.
Hang the poster in the right place
The poster must be visible where the actions take place. By the fridge for temperature checks, at the pass for portion size, at the dishwash for cleaning rules.
- Laminate the poster so it can withstand splashes
- Use large letters (minimum 14 point) for readability
- Replace in time if rules change
Digital support
A poster works well as a reminder, but you often need a system for recording. Apps can digitally capture the numbers on your poster, so you can look back or check later.
💡 Example combination:
Poster: 'Check fridge temperature every morning at 9:00'
App: Record the measured temperature digitally
Benefit: Team knows what and when, numbers are traceable
Evaluate and improve
Check after a month if the poster's working. Are the rules being followed? Are there any unclear points? Adjust where needed and involve your team in improvements.
How do you create a rules poster? (step by step)
Gather input from your team
Organize a short meeting of 30 minutes. Ask where they run into problems and what they think is important. Write down the 10-15 most mentioned points.
Select the most important 5-7 rules
Choose the points with the biggest risk for safety, costs or quality. Too many rules backfires. Focus on what really has impact.
Create a visual design
Use short sentences, symbols and colors. Red for safety, blue for costs, green for quality. Test readability from 2 meters away.
Hang it in the right location
Place the poster where the actions take place. Laminate against splashes and use large, clear letters. Make sure everyone can see it while working.
Evaluate and improve after a month
Check if the rules are being followed and ask your team for feedback. Adjust unclear points and add what's missing. A poster is never finished.
✨ Pro tip
Create your first poster during a 15-minute team huddle on Tuesday morning - quieter shifts give everyone time to contribute ideas. Start with just 4 rules and add more after 2 weeks of successful compliance.
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Frequently asked questions
How many rules should I put on the poster at most?
Maximum 7 rules works best. More than that becomes confusing and people won't read it anymore. Focus on the most important safety and cost risks.
Where is the best place to hang the poster?
Hang different posters in the places where the actions take place. Temperature rules by the fridge, portion rules at the pass, cleaning rules at the dishwash. One poster for everything doesn't work.
How do I make sure my team actually uses the poster?
Involve them in making it and explain why each rule is important. 'Because it has to be' doesn't work, 'so guests don't get sick' does. Regularly check if rules are being followed and give compliments when things go well.
Should I create different posters for different departments?
Yes, that works better. The kitchen needs different rules than the bar or the dishwash. Create specific posters per work area with only the relevant information for that area.
How often should I update the poster?
Update immediately if rules change, for example with new suppliers or adjusted procedures. Check every 3 months if everything still applies and ask your team for feedback on improvements.
What's the best way to handle poster rules during staff turnover?
Make poster review part of your 3-day onboarding process. New hires should read through each rule with a trainer who explains the 'why' behind every point. This prevents the poster from becoming background noise that gets ignored.
📚 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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