Employees who find the system 'too technical' often just have a fear of change. The real issue isn't the technology itself—it's how you roll it out. You can transform resistance into genuine enthusiasm by showing clear, immediate benefits.
Start with one simple feature
Don't dump every feature on your team at once. Pick one task that directly makes their day easier. Something like entering temperatures digitally instead of scribbling on paper.
? Example:
Instead of: "We're going to do everything digitally from now on"
Say: "You don't have to write down those fridge temperatures on paper anymore. Just enter it in the app, then we can find it easily later."
Result: They see the benefit right away
Show them what they get out of it
Technology for its own sake feels pointless. But technology that cuts their workload or reduces stress? That's different. Always connect features to their daily reality.
- Instead of: "This app automatically calculates food cost"
- Say: "Now you'll know right away if we're making enough money on that dish"
- Instead of: "You can save recipes digitally here"
- Say: "Now everyone can see exactly how you make that sauce"
Win over a competing platformggest skeptic first
There's always one person who pushes back hardest. Usually your most experienced cook. Pull them aside and invest extra time. Once they're on board, others follow naturally.
? Example conversation:
"John, you know better than anyone how those recipes should be done. But when you're not here, things sometimes go wrong. Help me capture your knowledge so everyone can do it right?"
Focus on expertise, not lack of technical skills.
Allow adjustment time
Don't force everything immediately. Give people 2-3 weeks to find their rhythm. From years of working in professional kitchens, I've seen that rushing this phase creates more resistance, not less.
⚠️ Watch out:
Never say: "It's really simple, anyone can do it." For someone who's struggling, that feels like you're questioning their intelligence.
Replace, don't add
Build the system into what they already do instead of creating extra steps. Replace existing habits rather than piling on new ones.
- Old: Write temperature on list on the wall
- New: Enter temperature in app (same moment, different method)
- Old: Look up recipe in notebook
- New: Look up recipe in app
Celebrate small wins
When someone successfully uses the system for the first time, acknowledge it. Recognition motivates better than pressure ever will.
? Example:
"Great job entering those temperatures, Lisa. Now I can see right away that the cooling was perfect yesterday. That saves me a lot of searching."
Specific compliment + clear benefit = motivation for next time
Create a safe space for questions
Some staff feel embarrassed about struggling with technology. Make it safe to ask for help. Never respond with "we covered that already."
Related articles
How do you introduce a system step by step?
Choose one feature to start with
Pick the feature that saves the most time or removes the most frustration. Usually that's temperature registration or looking up recipes. Explain why this makes their work easier.
Train one-on-one instead of in groups
Individual training works better than group training. People are more likely to ask questions and you can adjust the pace to their learning speed. Plan 15-20 minutes per person.
Let them practice with real situations
Don't use example data but real recipes and temperatures from that day. Then they see right away how it works in practice and what it delivers for their daily tasks.
✨ Pro tip
Spend 3 extra hours training your most enthusiastic team member during the first week. They become your internal champion and can help others when you're busy with other tasks.
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Frequently asked questions
What if someone keeps refusing to use the system?
How do I convince older employees who say 'we've always used pen and paper'?
Should I punish employees if they don't use the system?
What if they say the system takes too much time to learn?
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
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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